Sport Clubs make money in a variety of ways, including but not limited to: charging membership dues, hosting competitive events that charge entry fees, hosting fundraisers to collect cash/check/credit card payments, providing services such as skills training or event staffing, profit shares through apparel sales and/or dining establishments, conducting donation campaigns, and more.

When a Sport Club generates revenue, it must follow University policies and procedures in accordance with Recreational Sports. As such, Sport Club Staff have created options on the RecSports Online Store for your club to properly accept credit card payments. Credit card payments may only be accepted through the RecSports Online Store. If your club has a need to use a third-party software/entity, please contact Sport Club staff. There are many University policies about credit card collections.

If your club collects cash and/or check for any activity/event, we have created the following procedures below. Cash cannot be deposited directly with RecSports.

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Off-Campus Banking Prohibited

Remember, University rules prohibit Sport Clubs from having off-campus banking accounts. As sponsored student organizations, Recreational Sports assumes responsibility for accepting financial accountability for all funds collected or spent. This means that a Sport Club cannot manage, oversee, or deal through third-party financial establishments, including but not limited to: Venmo, PayPal, Cash App, Zelle, Banks, etc. All official Sport Club business should be conducted in accordance to the procedures outlined in this UTSCA Handbook.

RecSports Online Store

UT Student Membership Dues & Other Payments

By default, your club can collect membership dues, entry fees, general fundraising, and retail deposits via credit card payments online at the RecSports Online Store. This option is available to all individuals that have current UT EID login credentials.

Refunds

Individuals may be refunded via their original payment method within 90 days of the transaction. To request a refund, submit this online form. A service fee may be charged.

Guest/Visiting Participant & Team Payments

Your club can also collect revenue at the RecSports Online Store from guests off campus, but it takes some set-up. This is mostly done for collecting event entry fees, but we can help set up concession stands, retail items, and other payment options. To get started, complete the UTSCA RecSports Store Request form on Hornslink.

All RecSports Online Store deposits will be recorded on HornsLink by Sport Club staff manually. Please allow for up to 72 hours for these updates. Email staff if you find any discrepancies. 

Clubs may also collect cash and check dues, by following the processes below. Cash/check should be deposited within 72 hours of collection for safety and security precautions.

Cash/Check Deposit Procedures

How to make a deposit

Reminder: only authorized reps are permitted to make deposits. Deposits are only accepted between 1:00pm-4:00pm Monday-Thursday by appointment via Bookings.

1. All cash/check should be deposited into a Sport Club's "Student Org" or "Donations" account within 7 days of receipt.

2. CASH

   1. Did your club follow UT cash handling procedures? 

   2. Count the cash and record it in an internal spreadsheet so multiple officers/members are aware of the amount.

   3. Take the cash to any bank to do one of the following:

      1. Deposit cash into a personal account.

         1. That individual should then use their personal debit/credit card to make a Sport Club Deposit in the RecSports Online Store.

      2. Deposit cash to create a Cashier's Check and/or Money Order.

         1. Follow check instructions below.

3. CHECKS
   
   

   1. Bring all checks you wish to deposit to the programs office in GRE 2.200. 

      1. Please notify staff if any of your deposits are donations. The deposit process is different for donations so the Sport Club staff will handle it.

   2. The Sport Club staff will print the Internal Services information, and take the printed sheet as well as the check/cash to the RS Accounting personnel. The RS Accounting personnel will count the money again.

   3. Recreational Sports will return any checks that are made out improperly. Make sure checks are completed using the information below. 

   4. Checks that are stale (due to waiting too long to deposit) will be returned to the club. The club will be charged with any fees associated. 

Review Check Information

Open

• Payable to The University of Texas at Austin

• Signature matches name on check

• Amount written in words matches the amount written in numbers

• "For" or "Memo" to the Sport Club

• DO NOT sign the back of the check