Procedure IA2007 - Football Program Sales
Policy Steward facilitating procedure: Director of Athletics
Table of Contents:
- PROGRAM PRINTING
- PROGRAM SALES
- PROCESSING RETURNED CHECKS
- AUDIT COORDINATION - FINANCIAL AND PROCEDUAL
- RECORD RETENTION, DISPOSITION AND DESTRUCTION
- CONTACT INFORMATION
- CROSS REFERENCES
Intercollegiate Athletics supervises the sale of programs (Beaver Stadium Pictorial) at each Penn State home football game. Anyone may sell programs. Members of sports teams and club sports who receive little or no financial assistance are encouraged to participate. They may donate their commissions to the team or club. The commission paid to program sellers is a percentage of gross sales paid from sales receipts. In addition, concession stands may also sell programs.
The commission rate for sellers and concession sales is established by Sports Information and approved by the Director of Athletics.
Sales activities are supervised by a Program Supervisor, Assistant Supervisor, and several Program Representatives.
The Publications Coordinator 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 designated room in Beaver Stadium. The Supervisor, Coordinator or Assistant 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.
Anyone wishing to sell programs, must register with the Publications Coordinator with their name and address. Students, including team and club sports members, must also present a student I.D. card to confirm his or her student status. This is done prior to the first game and during the season on an "as needed" basis.
During the week prior to a home football game, the Supervisor or Coordinator enters the names of eligible sellers into an electronic spreadsheet (not exhibited).
A portion of programs sold are delivered to customers in the State College area in advance of the game. A commission on advance sales is paid to the Supervisor, Coordinator or Assistant.
Sales are accounted for on the Salesman's Accountability sheet ( Exhibit "B" ) as described below in the section, "Day of Game Sales". The Supervisor or Assistant enters the appropriate information and signs the form acknowledging receipt of the commission. The commission is deducted from the cash collected. Any programs not distributed in advance are included in day-of-game sales.
Since delivery may not be complete until after the banks and Bursar's Office close, the Supervisor or Coordinator is responsible for securing advance sales receipts until they can be deposited with receipts collected on the day of the game.
Each year a Complimentary Program Distribution List ( Exhibit "C" ) is prepared. This is a list of persons who are to receive complimentary programs and the number they are to receive. The Director of Sports Information reviews and approves the list prior to the first home football game. Any subsequent changes to the list must also be approved by the Director of Sports Information.
The Supervisor, Assistant, or Publications Coordinator delivers the appropriate number of programs to each person on the list. The person receiving the complimentary programs signs the list, acknowledging receipt.
Since the advance sales and complimentary distribution are not completed until late in the evening of the day before the game, the Supervisor or Coordinator is responsible for assuring that undistributed programs are secured overnight in the designated room in Beaver Stadium.
Prospective sellers must report to the designated room in Beaver Stadium on the morning of the game. Programs are issued on a first-come basis. Some sellers are authorized to pick up programs the day prior to the game.
Sellers must provide their own change fund and programs are issued to the seller on a consignment basis.
The Supervisor or Coordinator controls the distribution of programs to sellers while the Assistant counts total program bundles and bundles distributed.
The initial issue of programs is noted on the Salesman's Accountability sheet ( Exhibit "B" ). The seller counts his or her programs and initials the Salesmen's Accountability sheet, acknowledging receipt. The seller then leaves the distribution area to sell the programs.
If there are not enough registered sellers to handle the programs delivered, unregistered sellers may sign for and be issued programs. The unregistered seller must produce a valid student I.D. to confirm his or her student status, or a proper form of I.D. if not a student; his or her name is then added to the Salesmen's Accountability Sheet. Unregistered sellers may register for future games as described above.
Sellers may either return programs or request additional programs. Such transactions are recorded in the appropriate space on the Salesmen's Accountability sheet. The seller must initial the sheet for any additional issue of programs. All distributions of programs are entered into the electronic spreadsheet.
Programs will be issued to the Athletic Department Concessions Manager following the same procedure used for other sellers. The commission for programs sold through the concession stands will be 13%.
Seller - When selling is over, the seller brings any unsold programs and cash to the Program Sales Office. At the office, the seller receives an Athletics Program Sellers Cash Deposit form ( Exhibit "D" ) and reports to the computer operator who lists on the form the total number of programs distributed to the seller, any returns, and the total amount of the deposit due Penn State.
Concession Stand - Reconciliation will be conducted on the Monday after the game in the identical procedure that is used for the other sellers. The Concessions Manager will prepare a Journal Voucher to reimburse the Publications budget (08-066-79) for the net sales.
Intercollegiate Athletics will manage the processing of the monies generated during the event.
The seller is responsible for the collection and delivery/"deposit" of cash receipts to the Supervisor, or his/her representative, who is located at the event.
The Seller delivers the money to the Supervisor.
The deposits are counted "on the spot" by Program Representatives of Intercollegiate Athletics in the presence of the Seller. Intercollegiate Athletics employees complete and initial the Program Sellers' Deposit Receipt ( Exhibit "D" ). The Supervisor verifies the deposit amount by initialing the Program Seller's Cash Deposit Receipt and gives the Program Sellers a copy.
Each deposit is placed in its own sealed cash bag with one copy of the Program Seller's Cash Deposit Receipt.
The Supervisor then enters each of the sellers' names, bag number and total individual deposit onto a bag log (not exhibited).
The Supervisor, or his/her representative completes a commercial bank deposit slip in triplicate for the total of all of the sealed bags.
The Supervisor retains the original Athletics Program Sellers Cash Deposit Receipt and the bag log for verification and internal reconciliation.
The individual cash bags (with monies and supporting documents enclosed) are placed in a secured deposit bag, that is deposited with the bank after the event. (Refer to Procedure CR2005 Depositing Cash Revenues .)
Note: If the individual cash bags do not fit into one secure deposit bag, additional bags may be used, secured together and marked as one deposit.
Intercollegiate Athletics utilizes Brinks to transfer the secured deposit bags to the bank.
If a deposit can not be made due to weekends or evenings, all secured deposit bags are transferred to a locked vault at the Bursar's Office.
Deposits are made by the end of the first business day following the Intercollegiate Athletics event.
Adequate transfer of accountability must be recorded (date, name, deposit bag number).
Responsibility for and transfer of the secured bags is traced through signatures on an
Accountability Transfer Form
(see page 1.10 of the General Forms Usage Guide on GURU)
, or an established courier log.
For each bag, the bank counts the money and validates the line entry on both deposit slips. The bank returns the Athletics Program Sellers Cash Deposit Receipt and one copy of the validated deposit slip to the Intercollegiate Athletics Business Office.
In the rare event there is a discrepancy between Intercollegiate Athletics' prepared deposit slip amount and the Bank's confirmed deposit amount, adjustments are noted on the returned Athletic Program Sellers Deposit Receipt and are absorbed by Intercollegiate Athletics budget.
After the deposit has been prepared and delivered to the Bursar, the Supervisor or Coordinator prepares a Pictorial Sales Report ( Exhibit "E" ) that summarizes 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 amount that was actually collected.
The number of complimentary copies is recorded on the Complimentary Distribution List ( Exhibit "C" ). The total quantity received is reduced by the number of complimentary and unsold copies.
As part of the reconciliation process, the Supervisor or Coordinator counts the number of unsold programs that are left at the Program Sales Office. The number of unsold programs is entered on the Pictorial Sales Report ( Exhibit "E" ) and the Pictorial Reconciliation and Accountability ( Exhibit "F" ).
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 as recorded on the Salesmen's Accountability sheet ( Exhibit "B" ). 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 Supervisor or Coordinator arranges for the disposition of unsold programs. The programs are first counted by an on-site Intercollegiate Athletics official who has no direct connection with program sales or cash handling. The official then signs the Pictorial Sales Report confirming the unsold program count. The programs remaining from the 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 Supervisor or Coordinator signs the Pictorial Sales Report. He then photocopies the report and retains the copy, along with the duplicate Accountability Transfer recording the transfer of accountability for the secured bank bag.
The Supervisor forwards the following to the Publications Coordinator:
- The Bag Log recording the sellers' names, bag number and total individual deposit.
- The Accountability Transfer recording the transfer of accountability for the locked bank bag(s) - containing the total from the sales of programs - from the Supervisor to the Coordinator, Administrative and Business Services;
- The unvalidated Deposit Slip;
- Pictorial Reconciliation and Accountability ( Exhibit "F" ); and
- The original Pictorial Sales Report ( Exhibit "E" ) with the following attachments:
In addition, the Supervisor forwards a copy of the Salesman's Accountability sheet ( Exhibit "B" ) to the Secretary in the Student-Athlete Services Office. The Statement is checked by the Secretary to ensure that student sellers are not in violation of NCAA rules and regulations pertaining to student-athlete grants-in-aid.
The Publications Coordinator performs the following review:
- Spot checks the calculations and checks the addition on the Salesmen's Accountability sheet;
- Assures that the information recorded on the Pictorial Sales Report agrees with the Salesmen's Accountability sheet, Complimentary Program Distribution List, Delivery Records, and unvalidated Deposit Slip;
- Assures that all complimentary programs were signed for and that all sellers signed the Salesmen's Accountability sheet;
- Reviews over or short;
- Notes any differences in the deposit ticket, bag log total and bank's cash count on the Salesmen's Accountability sheet, and recalculates over or short; and
- Checks the Pictorial Sales Report for the signature of an independent official verifying the count of remaining programs.
If any of the above reviews disclose significant problems, the Publications Coordinator resolves the discrepancy. Any need for changes in procedures should be reviewed by Systems and Procedures.
The Publications Coordinator signs the Program Sales Report as evidence of his/her review. A Report of Cash Receipts (ROCR) is then prepared by the Publications Coordinator according to the IBIS documentation for ROCR. The total for "Reported Sales" on the Pictorial Sales Report, including any bank adjustments, is credited as Sales Income Fund 1005, Object Code 030 in budget 08-066-79, Publications. Overages (or shortages) are credited (or debited in parenthesis) to Account 0752, Cash Over/Short.
The Publications Coordinator 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 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 cash receipts, cash funds, and other 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 working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.
Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management , and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.
- Documents subject to a Legal Hold (see AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
- Documents under audit or review, either internally or externally. The retention period extends until released by the Corporate Controller's Office. The Financial Officer will be notified regarding any accounts which are under audit; the Financial Officer will be responsible for contacting the department.
Additional questions may be directed to the University Archivist or the Records Management Officer.
- Exhibit A - Delivery Record
- Exhibit B - Salesman's Accountability Sheet
- Exhibit C - Complimentary Program List
- Exhibit D - Program Seller's Cash Deposit
- Exhibit E - Beaver Stadium Pictorial Sales Report
- Exhibit F - Pictorial Reconciliation and Accountability
For questions, additional detail, or to request changes to this procedure, please contact the Financial Officer, Intercollegiate Athletics
- Policy AD22 - Health Insurance Portability and Accountability Act
- Policy AD35 - University Archives and Records Management
- Procedure CR2002 - Processing Returned Checks
- Blue/White Shredding Program
Date Approved: 11/07/03
Most recent changes:
- Revision 4 - Dated 07/10/03
Revision History (and effective dates:)
- Revision 3a - Dated 09/03/99 (Editorial adjustment to Exhibit "E")
- Revision 3 - Dated 09/23/98
- Minor Revision 2a - Dated 12/21/94
- Revision 2 - Dated 05/11/93
- Revision 1 - Dated 01/27/92
- Original - Dated 01/03/83