Operating Policies and Procedures Manual

Effective Date:  07/01/98
Policy Number:  05-33
Section:  Finance and Administration
Subject:  Camps and Clinics
 

POLICY

Budget.  A proposed budget must be submitted to the Business Manager in Finance and Administration for approval 30 days prior to the beginning of the camp or clinic.  All non-athletic camps or clinics must be approved by the Vice Chancellor for Research and Academic Affairs before being forwarded to Finance and Administration.

Brochures.  Prior to being printed, all camp or clinic brochures must be approved by the Office of Publications and Creative Services to assure that publications are in accordance with university standards and state and federal regulations, and by the Business Office to ensure compliance with risk management policy.

Cashiers.  Cashiers from Finance and Administration should be requested at least thirty days before needed for collections.

Deposits.  All pre-camp or clinic deposits should be recorded by the camp director and deposited at the cashier's window as received.

Disbursements.  All disbursements must be made by requisition through Finance and Administration (cash disbursements are not allowed).  All expenditures must be in compliance with state personnel and purchasing regulations.

Profit and Loss Statement.  A profit and loss statement must be submitted to the Business Manager within two weeks after the camp or clinic is over.

Source Documents.  All applications and other source documents must be retained by camp or clinic director for at least 3 years for audit requirements.

All camp/program directors and/or staff members should have a copy of the Arkansas State University Guidelines for Camps and Programs provided by the Office of Finance and Administration.  This manual provides additional guidance in areas of recordkeeping, accounting matters, and other information required in the administration of these programs.

This page is maintained by Cassey Tune
Last updated on 12/28/2005