OFFICE OF INTRAMURAL, RECREATION, AND SPORT CLUBS

SPORT CLUB FINANCIAL SPENDING POLICIES

1. Review the Approved Vendor/Service Provider List on the web site.
2. Clubs are required to contact, negotiate, and request the vendor or service provider to send or fax (773/702-6517, Tamsen Burke) an invoice with the itemized product to the Sports Club Office, Rm 141, Ratner. This will be placed in your mailbox and notification sent to approved financial agents of your club.
3. The invoice must be submitted with the Expense Request form from the approved vendor list.
4. NOTE: New vendors or service providers will not be added without proper justification for this specialized service that benefits the club. This can take approximately thirty days to approve.
5. All purchases or request for services are to be done through the Sport Club office.Individuals who pay in advance for a product or service, not within the framework of the approved vendor list will not be reimbursed.

**Purchases made on the internet must be supplied with a packing slip/email stating that items were received as well as indicating a form of payment.** (bank or credit card statements with amount must be submitted)

Use of Approved Vendors

1. Clubs may request to purchase items such as advertisement, t-shirts, uniforms, equipment, and other club related items through the list of University of Chicago approved vendors for all organizational needs.
2. Clubs may request to add a vendor to the established list however, there must be compelling reasons for the request (i.e. product not available from approved vendors).
3. Clubs must complete the Vendor Request Form, Vendor Tax Identification, Compliance, List of Clients, and submit to the Assistant Chair of the Intramural, Recreation, and Sport Clubs.

The club will be notified if the vendor is approved. This process may take 30 days to complete.

Purchasing Services or Use of Independent Personal Services
Clubs may not render services from an unapproved vendor. These debts will not be reimbursement due to federal taxation rules for service providers.

Per IRS regulations, payments for personal services constitute reportable and taxable income. Therefore, these payments must be made directly to the individual or business entity through the Sport Club accounts. Examples of independent personal services include, but are not limited to: Consultants, Entertainers, Individuals providing secretarial and food services (e.g., coaches, instructors, guest instructor seminars)

Request to Pay Independent Contractors
(Coaches and Instructors (see below if not US citizen or permanent resident). Also see Coaches and Instructors Responsibility web page.

1. Taxpayer Identification Number and Certification (W-9 forms)*
2. Certificate of Compliance*
3. Consultant and Independent Contractor Questionnaire*
4. A complimentary pass may be given to coaches and instructor(s) to use for admission to the facility for approved and organized club practices. The number of passes issued we be limited to one per club unless written request for additional passes is approved.
5. Reimbursement for Expenses-Coach/Instructor wishing to be reimbursed for expenses on road trips must be granted permission from the club officers and follow established policies for submitting receipts.
6. Coaches/Instructors may not serve as club officers nor administer responsibilities of the club unless they are a student of the university.
7. All Payments to Coaches, Instructors, Guest Instructors must have an invoice that states, "Services for Workshop". (do not write coach, teach, lessons, or educational related language as this person will be paid as an employee and all accompany benefits)

Permanent Residence
If the club is requesting service from an independent contractor that is not a citizen of the United States of America, the following documentation is required for foreign individuals.

1. Must have US Social Security Number(SSN)
   UPP 192 Form, Alien Determination of Residency Form
2. IRS Form W-8, Request for Taxpayer Identification Number and Certification.
3. I-551 Card, Permanent Resident or Resident Alien Card; Permanent Resident Applicants must submit a valid copy of the I-551 Stamp, Temporary Evidence of Lawful Admission for
4. Permanent Residence which is printed on the applicant's passport. Individual is authorized for employment until expiration date.
5. Independent Contractor Questionnaire
6. Invoice for Service
7. The University of Chicago Debarred Vendors and Excluded
8. Parties Certificate of Compliance Form
   
   

Last Minute Checks
Rush Checks (not guaranteed but may be issued in one business week). A payment is considered rush when it is not submitted at least two weeks in advance. As of July 1, 2002, there will be a $100 charge associated with any checks that need to be cut in this time period. Please be aware that there CANNOT be any exceptions to this rule.

Interdepartmental Orders (Form #62)
The Maroon and CWN accept a University form for ads. Complete Expense Request form request when you need to place an ad and turn into the Sport Club Office for authorization. A Form 62 will be prepared for you to take to the newspapers. Request must be received 24 hours in advance of deadline.

Questions or comments?
Contact the University of Chicago Office of Intramural, Recreation, Sports Clubs.