INSTRUCTIONS FOR COMPLETING AUDIT FORM AND EXPENDITURE PRE-APPROVAL FORM

NCAA Bylaw 6 has put forth both the general principles governing an institution's responsibility for actions of outside entities. The Compliance Office is charged with overseeing and monitoring the activities of these outside entities due to their involvement in ..."promoting the institution's intercollegiate athletics program" (NCAA Bylaw 6.4.1).

In order to accurately monitor the financial activity of Booster Clubs, a process has been set forth to ensure that Booster Clubs are in compliance with NCAA Legislation. The process incorporates necessary form(s) so that UA Compliance Staff can collect, track, and approve or deny specific expenditures. These records can provide a means to substantiate or rebut any charges made against Booster Clubs and make their organizations more accountable for their actions.

Procedure/Timeline for Semi-Annual Audit:

·         Between December 15 and December 31: A compliance staff member will send out a reminder to all Booster Clubs to submit a completed Booster Club Audit Form including bank statements (reflecting check stubs) for the reporting period of July 1 and Dec 31.

·         Between January 1 and January 30: Using the Booster Instructions for Audit Form (see below), a secretary/treasurer of each Booster Club will submit bank statements (with check stubs) to UA Compliance that reflects account activity from July 1 to Dec 31 of the previous year. These statements are to be accompanied with a completed Booster Club Audit Form. A form that is not completely filled out will not be accepted.

·         Deadline- February 15^th: After receiving the Booster Club bank statements, a Compliance staff member will review the expenditures for accuracy and compliance with current NCAA legislation.

·         Between June 15 and June 30: A compliance staff member will send out a reminder to all Booster Clubs to submit a completed Booster Club Audit Form including bank statements (reflecting check stubs) for the reporting period of Jan 1 and June 30.

·         Between July 1 and July 31: Using the Booster Instructions for Audit Form, a secretary/treasurer of each Booster Club will submit bank statements (with check stubs) to UA Compliance that reflects account activity from Jan 1 to June 30. These statements are to be accompanied with a completed Booster Club Audit Form. A form that is not completely filled out will not be accepted.

·         Deadline- August 15^th: After receiving the Booster Club bank statements, a Compliance staff member will review the expenditures for accuracy and compliance with current NCAA legislation.

 Instructions for Audit Form:

Instructions for Completing Expenditure Pre-Approval Form:

(Note: Incomplete form will not be accepted)

There are 3 ways for a Booster Club to submit a request for expenditure. These areas are designed to ensure that each club has the adequate capacity to submit a request. Club Treasurers/Secretaries who are in charge of submitting the request can use any of the following request methods:

Paper Form:

1.   Fill-in the UA Booster Club Expenditure Form with the Booster Club Name, Associated Sport, Name of Preparer, and Date.

2.   Review Booster Club conduct information.

3.   Complete "Details of Expenditure" section, including amount and date of expenditure and its purpose. In order to receive  

      approval in a timely manner, the purpose of expenditure section must include increased detail. Vague or confusing descriptions will warrant more information that could slow down the process.

4.   Complete Name of Requesting Officer section with signature and date.

5.   If using the paper form, mail or fax to the following address:

Online Form:

Go to: http://www.rolltide.com/boosters/expenditure-form.html

1.              Fill-in Booster Club Name, Contact Name, Contact Email, Date of Expenditure, and

Amount of Expenditure.

2.       List who the expenditure is directed to.

3.       Explain the purpose and detail of expenditure.

4.       Click the "Submit" button to send request to compliance.

Expenditures that do not need pre-approval include office supplies, postage, name tag expenses, parking, facility rentals for meetings, and food expenses for meetings. Expenditures not expressly stated must be pre-approved.

Once a decision is rendered, a compliance staff member will contact you with the decision.

(Note: The greater detail that is given in the request will allow for a quicker response time)