Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
Intercollegiate Athletics supervises the sale of programs at each The Pennsylvania State University (University or Penn State) home football game. All sales are made at the game day Penn State Bookstore locations, as well as select concessions stands inside Beaver Stadium. The commission paid to concessions workers' groups and Penn State Bookstore is a percentage of gross sales paid from sales receipts.
The commission rate for sales is established by contractual agreements with the Penn State Bookstore and the ICA Concessions group and approved by the Vice President for Intercollegiate Athletics.
The Assistant AD for Football Communications and Content is responsible for overseeing all the activities relating to the sale of programs at Beaver Stadium.
On the day before each home football game, the printer delivers the programs to the loading dock in Beaver Stadium. A member of the football strategic communications staff checks and signs the printer's Delivery Record (Exhibit "A") acknowledging the delivery and receives a copy of the Delivery Record. Any discrepancies shall be noted on the Delivery Record.
Program sales are conducted at the game day Penn State Bookstore and select concession stands at Beaver Stadium. Those selling programs are hired by the Penn State Bookstore and ICA concessions manager.
Each year a Complimentary Program Distribution List (Exhibit B) is prepared. This is a list of people who are to receive complimentary programs and the number they are to receive. The Assistant AD for Football Communications and Content reviews and approves the list prior to the first home football game. Any subsequent changes to the list must also be approved by the Assistant AD for Football Communications and Content. Members of the Beaver Stadium Operations and Facilities staff deliver the appropriate number of programs to each person on the list.
Programs will be issued to the ICA Concessions Manager, who count their programs and initials the Salesman's Accountability sheet (Exhibit D), acknowledging receipt. The commission for programs sold through the concession stands is 13%.
Programs will be issued to the Penn State Bookstore Staff, who count their programs and initials the Salesman's Accountability sheet, acknowledging receipt. The commission for programs sold through the Penn State Bookstore will be 20%.
Reconciliation will be conducted on the Monday after the game. The Concessions Manager will prepare a Journal Entry to reimburse the Publications cost object (IO 800000005708) for the net sales.
The Assistant AD for Football Communications & Content prepares a Pictorial Sales Report (Exhibit C) summarizing all program activity for the game.
Copies ordered and copies received are noted. Total copies received should agree with the total recorded on the copy of the printer's Delivery Record (Exhibit A). The total number of copies received then becomes the basis for a reconciliation between the amount of revenue that could have been earned and the actual amount collected.
The number of complimentary copies is recorded on the Complimentary Distribution List (Exhibit B). The total quantity received is reduced by the number of complimentary and unsold copies.
As part of the reconciliation process, the Assistant AD for Football Communications & Content counts the number of unsold programs that are left. The number of unsold programs is entered on the Pictorial Sales Report (Exhibit C) and the Pictorial Reconciliation and Accountability (Exhibit D).
On the Pictorial Sales Report, the calculated number of programs sold is then multiplied by amount of per copy revenue. The result is the amount of revenue that should have been generated.
Over and short is then calculated in terms of both dollars and quantity of programs. Calculated quantity and revenue are compared to the reported quantity and dollar sales. If the reported figures exceed the calculated figures, the difference is an overage. If the calculated figures exceed the reported figures, the result is a shortage.
When the reconciliation is complete, and no later than the following Monday, the Assistant AD for Football Communications & Content arranges for the disposition of unsold programs. The programs are counted first by an on-site Intercollegiate Athletics official, either a member of the communications or stadium operations staff, who has no direct connection with program sales. The official then signs the Pictorial Sales Report confirming the unsold program count. The programs remaining from game day may be given away or destroyed. Programs may also be sold as long as they are accounted for and properly reported, as described in the procedure. The Assistant AD for Football Communications & Content signs the Pictorial Sales Report. They then photocopy the report and retain a copy.
The Assistant AD for Football Communications & Content signs the Program Sales Report as evidence of their review.
See Procedure FN2002 Processing Returned Checks for complete details for checks returned by banking institutions.
The Assistant AD for Football Communications & Content is responsible for monthly reconciliations to the Central Accounting Records to ensure that monthly fiscal reports reflect that income was properly credited per this procedure.
The Intercollegiate Athletics Financial Officer is responsible for verifying that this procedure is properly implemented and for performing spot audits.
The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for collaborating with Internal Audit when audits are being performed in the administrative area. Audits relating to sponsored activities or other audits performed by external auditors may also be performed. The Financial Officer would also be responsible for collaborating with the external auditor and/or a central university office related to these procedures.
University Records must be retained and managed in accordance with Policy AD35 University Archives and Records Management and the University's Records Retention Schedules that have been approved by the Records Management Advisory Committee (RMAC), the Office of General Counsel, and Senior Vice President and Chief of Staff. These Records Retention Schedules are derived from - or based upon - federal, state, and local statutes or regulations (i.e., Federal Acquisition Regulations, the OMB Uniform Guidance, Internal Revenue Service, and other regulations governing the auditability and retention of financial records), University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.
University Records and Transitory/Disposable Records are defined below. See Policy AD35, Definition of Terms for additional information:
Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. In many cases, retention periods and disposition methods may be generally determined by comparing the type of record (i.e., reports, correspondence, etc.) to similar records series with known retention periods listed on the Records Retention Schedule. If the disposition method for University Records states "Review by Archives" on the Records Retention Schedule, the Unit responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center (IRC).
Exceptions to the disposition process are as follows:
To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy AD53 Privacy Policy, or student records, as defined in University Policy AD11 Confidentiality of Student Records, must be securely destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53 Privacy Policy.
Additional questions may be directed to the Office of Records Management.
For questions or additional details, please contact either the Intercollegiate Athletics Marketing and Communications Manager or the Financial Officer, Intercollegiate Athletics.
To request changes to this procedure, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request Form.
July 1, 2024