SPORT CLUB BUDGET PROCESS

BUDGET PROCESS FORMS
Form	When Needed	Download
Annual Budget Projection	Due at the beginning of each Spring before budget hearings	Fill-In PDF or MS Excel File
Annual Budget Projection Sample	Use this sample as a guide when filling out your club's budget	PDF
Trip Cost Estimator Worksheet	Use with Annual Budget Projection for Travel section	Fill-In PDF or MS Excel File
Trip Cost Estimator Worksheet Sample	Use this as a guide when filling out the Travel part of the budget sheet	PDF

How to Fill Out the Annual Budget Projection
This year we have attempted to make the Budget and Allocation process much more beneficial for both the clubs and the Allocations Committee. We have changed the form to make it more of a club budget with the club then prioritizing the most important items at the end. Our hope is that this will also help your club to budget for  the year and plan accordingly with fundraising, donations, dues, etc. Please look over the sheet and understand that the totals will automatically fill out the front page of the budget sheet.

Basic Information
Requesting Sport Club - Make sure to include your sport club’s name.
Request Year - Include the school year
Club President - Incude the Club President’s name and phone number
Club Treasurer - Include the Club Treasurer’s name and phone number
Budget Categories
Expense - Leave blank will automatically update
Income - Leave blank will automatically update
Budget Summary - Leave blank will automatically update

Budget Breakdown - Expenses
This page includes the projected expenses your club will have during the upcoming year. This page will help your club better budget for the year.
League Membership - fill in the league name, length of membership, cost of membership and benefits received from joining the league
Facility Rental - fill in facility name, and a brief description including whether it is a tournament, practice, or games for a weekend, for the semester, or for the year. Also include how many hours and days you will be using the facility
Travel and Entry Fee - fill in the destination, why you are traveling (game, tournament, seminar), and estimated number of travelers. Then take the total cost from the Trip Cost Estimator Worksheet and fill in the cost for each trip.
Instructional Seminars -fill in the instructor or session you plan on holding, a brief description of what the seminar is about, and the price of the individual or seminar
Equipment & Maintenance - fill in ALL equipment that will be needed for the year including uniform and apparel, even though you cannot receive allocation for them. Fill in the item, what is it, quantity, and price
Other - if you feel there are other items that did not fall into a specific category, they can be added here.
At the end of page three will be the Total Expense Budget and that number will automatically fill in on page one as well

Budget Breakdown - Income
This page includes the projected income that your club will have during the upcoming year as well as what you did last year. This page will help your club better budget for the year.
Member Dues - fill in the information for last year including roster number and dues last year. Do the same for the projection of this coming year and a brief description of what the dues cover
Fundraising Events - Again fill in the information from last year as well as projection for the upcoming year. He as accurate as you can to provide the best budget.
Other Donations - Please fill out this out if you plan on using the foundation or any other way of getting individuals or companies to donate to your club. This again helps to accurately budget for the year.

Sport Club Allocation Committee - Funding Request Form
This will be the most important page for the allocations committee. Now that you have your budget all done, go back and prioritize each item on your list that you would like the allocations committee to look at.
Sport Club Name - Make sure to include your sport club's name
Request Year - Include the school year
Club Funding Priorities - Please list the category, item, and total amount of each individual request. Each line is a single request. For example, trip 1 and trip 2 are two different requests on the priority listing.

Trip Cost Estimator Worksheet
For each trip:
Destination - Include where you will be traveling
Estimated Number of Travelers - include how many people you project to attend the trip
Bus/Car Rental - If your club plans to take rental car/bus, then fill out the number of vehicles and rental fee amount
Mileage - If using personal vehicle, fill in the mileage to your destination, how many vehicles you will be taking, multiple the mileage by 2 to cover entire trip
Hotel Rooms - Fill in the number of rooms and number of nights then it will automatically multiply by $75. This will just be an estimate
Entry Fees - fill in the amount and number of teams entered
For each trip, take the total from the Trip Cost Estimator Worksheet, and plug it into the Annual Budget Projection worksheet.
Do this for all the potential trips you plan to take this year. If you plan on having more than three, simply reuse the Trip Cost Estimator Worksheet again.