Athletic Camps Policy and Procedures
Document Number: BUSF - 105
Revision #: 1.0
Document Owner: CFO/Controller
Date Last Updated: 10/22/2025
Date Originally Created:10/22/2025
1. When collecting money, all income is to go to your unrestricted 00-xxxx-468742 account. Incoming money for a camp should not be hitting a 61 restricted account. (any money raised in one fiscal year, but the camp is in the next fiscal year, those funds will be moved into the next fiscal year for you to be paid out correctly)
2. When putting in PO requests and using your p-card for camps, all expenses should be coming out of your unrestricted camp Expense - Supplies or Expense - Other accounts (listed below).
3. Paying camp workers –
o Non-Cumberland employees, such as student athletes, a check request will need to be submitted to accounts payable. (Reminder, all checks are cut on Wednesdays and available for pick up on Thursdays)
o Cumberland employees (not head coach), the head coach will fill out a check request from the faculty intranet and submit the check request to human resources. The Expense – Salaries account should be used. Payment will be made through Paycom/payroll.
o All requests that go through Paycom must be submitted 5 business days before the next payroll.
4. Once your camp is completed, all income and expenses are to be submitted/paid by the deadlines on the table below. (You have 30days from the last day of the month of your camp to turn in all income and expenses)
o If expenses are not completed by the due date, your payout will be pushed back by a month.
o If income or expense(s) are turned in after payout, it will go into your regular unrestricted revenue/expense account, not camp.
|
Camp Month
|
All revenue due and expenses paid,
including payroll - 14 days before
Month End
|
Payout
|
|
June Only
|
July
|
August 31st
|
|
July Only
|
August
|
September 30th
|
|
Multiples over: June - August
|
September
|
October 31st
|
|
September - November
|
December
|
January 31st
|
|
December - January
|
February
|
March 31st
|
|
February - May
|
May
|
May 31st
|
5. Once all the data has been received and recorded, accounting will then reconcile your accounts and reach out via email with the reconciliation and payout form
o You should receive the email with the reconciliation of your camp(s) and the payout form
o Please review the payout form and reconciliation
o The payout form must be signed, dated, and submitted back to the accounting office by the date listed on the form to be processed through payroll.
6. Payout is calculated as follows –
o Total revenue (money collected)
o Less expenses (supplies, trainers, camp workers)
o 10% of revenue - expenses goes to the University
o 10% of revenue - expenses goes to your department
o The remining 80% is paid out to the head coach
7. Payout options
o The 80% is processed through payroll and paid to the head coach
o The 80%, or a portion of it, can be donated back to your team into your Restricted (61) revenue account. This will ensure the funds are not lost year after year.
8. Once the payout form is submitted back to the accounting office by the deadline stated on the form, you will be paid accordingly.
o If a coach resigns before a payout is received, they will be paid through Paycom on the designated payout date listed in the table above. Confirmation of their information will occur.
Camp Accounts Below
Income 00-XXXX-468742
Expense-Salaries 00-XXXX-508742
Expense-Supplies 00-XXXX-528742
Expense-Other 00-XXXX-558742