Club Sports

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Funding Timeline

January

The CSC solicits funding requests for national championships for Spring sports.

March

Allocations for national championships for Spring sports are posted.

May

Clubs submit a budget for the following funding period (September to the following August).

August 15

All funding account vouchers should be submitted by this date to ensure that there is adequate time for SAFO to process them.

August 31

All CSC funding accounts (the ones named "CSC-clubname") are wiped. Clubs should spend the money allocated to them and complete all reimbursement processes before this date.

September 1

The CSC allocates funds to clubs for the new fiscal year.

September

Fall sports with national championships should apply for nationals funding.

How to Manage and Spend Money

SAFO handles all club transactions. See their website for details.

Submitting a Budget

Every club should submit a budget every May. The budget contains a plan for all the club's expenses from September to the following August, excluding national championships, which are funded separately. The budget should include everything the club plausibly expects to spend, if enough funds are available. It is good to be optimistic, since the CSC rarely allocates clubs more than they have asked for. However, submitting an excessive and unrealistic budget is not helpful; it doesn't get your club more money, it doesn't help you plan your spending, and it makes it look like you don't actually have a real plan. It looks especially bad if your club runs out of money halfway through your season or ends the fiscal year with a substantial amount of money unspent.

Rules for Spending Money

There are three major rules for spending money in CSC funding accounts:

Allowable Expenses:

Clubs may only spend CSC funds on expenses that fall into the categories listed in the next section. In particular, clubs may not pay for food or items that become athletes' personal property (e.g., mouth guards, groin protectors.)

Spending Limits:

Clubs may use CSC funding to give honoraria to their coaches/instructors, but no more than $1000 per person and $2000 total. Additionally, $50 of the funding in each club account is earmarked for postering; the CSC expects this money, and only this money, to be spent only for promoting the club. (A few dollars over or under this limit is fine.) Funding for national championships is allocated separately from regular term funding, and the two should not be interchanged.

Adherence to a Budget:

MIT requires that clubs be fiscally responsible, as demonstrated by adherence to a budget. Clubs submit a budget at the end of the Spring term for the following academic year, and spending should roughly reflect the budget. Minor discrepancies between planned and actual spending are okay. Major discrepancies (e.g., budgeting $1000 for travel, and then spending all the travel money on equipment) require prior approval by the CSC; the club needs to explain how unforeseen circumstances led to the need to diverge from the budget.

Clubs are audited by the CSC annually, and the club sports program is also subject to auditing by the Institute. Clubs that misspend money be required to pay the money back, and clubs that misspend money deliberately or repeatedly may be subject to loss of funding or worse.

Allowed Expenses

Expense	G/L Code	Notes
League Fees	421586	to pay the league fees for the club or the individuals within the club. In the case of leagues that have individual fees, priority is given to the student members of the club.
Officials/Referees	420298	needed for competitions or other scheduled team events. These funds may also be used to cover trainer expenses in competitions.
Coaches/Instructors	420298	with the limit of $1000 per instructor and $2000 total. These funds may be used to pay for coaches/instructors of the club or for guest instructors offering seminars to the club.
Tournaments	420140	to pay for tournament entry fees. For National Championship entry fees and other expenses, visit the Nationals page.
Northeast Transportation	420080	to pay for ground transportation expenses within the northeast, such as gas, tolls, car/van/bus rental. Air travel is not allowed.
Short Term Capital Expenses	421827	to pay for items necessary to the club's function that are expected to last for one year or less. Examples are balls, boards for breaking, ultimate discs.
Long Term Capital Expenses	421818	to pay for items expected to last the club multiple years. All such items must remain the property of the club, which must make adequate provisions for long term storage of these items.
Postering	420840	to pay for posters and flyers to advertise your club around campus. Clubs are expected to spend $50 per year on advertising; anything beyond this should be paid from the clubs' main accounts.

UNACCEPTABLE ITEMS - The following are examples of items that cannot be purchased with CSC funds:

1. Food or beverages
2. Social events
3. Items that will become the property of a club member and not the club
4. Hotel stays for club members
5. Air travel
6. Gifts
7. Uniforms