PROCEDURE IA2009 - RECREATIONAL VEHICLE OVERNIGHT PARKING
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure IA2009 - Recreational Vehicle Overnight Parking

Intercollegiate Athletics

Policy Steward facilitating procedure: Athletic Director

Table of Contents:


GENERAL:

For a fee, paid to Intercollegiate Athletics, owners of recreational vehicles may park in the designated overnight parking area the Thursday night and/or Friday night before a Penn State home football game. Attendants from Intercollegiate Athletics will be on duty in shifts on Thursday afternoon through the designated time on Saturday morning to collect the fee from those individuals who have not already purchased either a single game or a season overnight parking ticket.

All fees are approved by the Corporate Controller.

Each parking supervisor is issued a change fund. As an exception to University Policy FN04, the Senior Vice President has given permission to Intercollegiate Athletics to utilize the Request for Cash Advance in the establishment of change funds for parking at Beaver Stadium home football games.

Note: Only single game overnight parking tickets will be sold by the attendants. All season overnight parking tickets must be purchased in advance of the season from the Beaver Stadium Ticket Office.

PROCEDURE:

PARKING TICKET CONTROL

Before the first home football game, the Ticket Manager in Intercollegiate Athletics orders pre-numbered Season Overnight Parking Tickets (not exhibited) and Single Game Overnight Parking Tickets ( Exhibit "A" ) from a vendor. The Ticket Manager completes a Purchase Order in accordance with the instructions for REQR on IBIS specifying the quantities, color codes and number series of the Tickets. Upon receipt of the order, the Ticket Manager will place the date the order is received on the departmental copy of the ordering document. In addition, the series should be reviewed for accuracy, documented on the receiving documents, and secured in the Beaver Stadium Ticket Office. Any discrepancies should be noted on both Intercollegiate Athletics' and Purchasing's copies of the receiving document.

Before each shift's sales, the Ticket Manager records the ticket numbers to be given to the initial Parking Supervisor on the Overnight Parking Log ( Exhibit "B" ), listing ticket numbers "From ____ to ____ " on one line of the form.

On Thursday afternoon before the game, the Parking Supervisor for the first shift checks the tickets and change fund he/she receives against the numbers recorded on the Log. He/she then initials the Log, acknowledging receipt of the Tickets and change fund. The Ticket Manager provides each supervisor with one secured bank deposit bag, change fund, and an Accountability Transfer Form. The supervisor working the first shift proceeds to the designated parking area for the first shift of the evening's sales.

When a Ticket is sold, the Parking Supervisor adheres a sticker (see Exhibit "C" ) to the ticket denoting the game and date of the game and instructs the recreational vehicle owner to place the Ticket where it will be visible through the windshield when the vehicle is parked in the designated parking area. The Ticket serves as the patron's receipt.

Occasionally, a vehicle owner will arrive who wishes to park overnight and has already paid for a parking ticket (see Pre-Paid Parking Ticket, Exhibit "D" ) when he/she purchased his/her football ticket. In such cases, the Parking Supervisor will collect the difference between the prepaid parking fee and the overnight fee. The Parking Supervisor will also collect the Pre-Paid Parking Tickets to account for the portion of the overnight fee that is not collected.

If a vehicle owner wishes to pay the parking fee by check, it must be payable to The Pennsylvania State University for the proper amount only and in accordance with University Policy FN01. In addition, Visa and Mastercard is accepted, when available, in the lots for those wishing to pay by credit card.

RV owners who bring a vehicle for ground transportation must purchase a separate car pass (see overnight Car Parking, Exhibit "E" ). Vehicles using the car passes must be parked in a separate designated car parking area near RV overnight parking.

When the shift changes for the parking supervisors, the previous supervisor counts the unsold tickets in the presence of the relief supervisor and completes an Accountability Transfer Form per the instructions for Accountability Transfer Form on GURU. (The revenue and change fund is retained by the supervisor.) After the relief supervisor signs the Transfer acknowledging receipt of the tickets indicated, he/she is then given the tickets. The Transfer is retained by the previous supervisor. Each supervisor will secure all parking fee receipts and any Pre-Paid Parking Tickets (redeemed passes) collected on his/her shift in his/her secured bag. The secured bags are returned to the Ticket Office.

Saturday morning, the final Parking Supervisor returns the unsold Tickets to the assistant athletic director at the lot closing along with his/her secured bag and the bag's contents. The assistant athletic director then transfers the secured bag and the bag's contents to the ticket manager.

The Ticket Manager accounts for all issued Tickets by recording the information on the Overnight Parking Log. Any Tickets not returned as unsold must be accounted for in money and Pre-Paid Parking Tickets (redeemed passes) on the Overnight Parking Log.

Redeemed passes are destroyed at the end of each game. The Ticket Manager prepares a Certificate of Deposition ( Exhibit "F" ) as described later in this procedure in the section, "Disposition of Unsold Tickets."

All checks are restrictively endorsed per Policy FN01 . Any discrepancy is immediately resolved with the Parking Supervisor(s).

The Ticket Manager prepares a University Pre-numbered Receipt per the instructions for Pre-numbered Receipt on GURU for the cash and redeemed passes received from each Parking Attendant.

DEPOSIT AND RECONCILIATION

Deposit Preparation

After Parking Ticket sales are reconciled after every shift, the Assistant Athletic Director or the day crew prepares a deposit slip in triplicate. The cash and two deposit slips are placed in a secured bank deposit bag. The money collected is taken to the Ticket Manager.

The Ticket Manager secures the deposit at the Ticket Office in accordance with University Policy FN01. Upon receipt of the secured bags, the Ticket Manager signs the Ticket Office Log recording transfer of accountability to the Ticket Manager.

The Ticket Manager makes the deposit with the depository bank according to Procedure CR2004 - Accountability for Transfer of Items of Value (Except equipment) ; Procedure CR2005 - Depositing Cash Revenues ; and Policy FN01 .

Reconciliation and Reporting

After the deposit has been prepared, delivered to the Bursar, and validated deposit ticket returned, the Ticket Manager prepares a Report of Cash Receipts (ROCR) per the instructions for ROCR on IBIS. Parking fees are credited to 08-066-60 (Stadium Game Day Operations), Fund 1003 (fees), Object Code 029.

Filing

The Ticket Manager maintains the following in files by date and game in the Ticket Office:

  1. The Overnight Parking Log ( Exhibit "B" );
  2. A Certificate of Disposition ( Exhibit "F" ) for any Pre-Paid Parking Tickets ( Exhibit "D" ) collected at the lot;
  3. A copy of the document indicating information about Tickets received from the vendor; and
  4. Any unsold Tickets

Disposition of Unsold Overnight Parking Tickets

In the event that unsold Overnight Parking Tickets change in price, or become outdated, the Ticket Manager will prepare a "Certificate of Deposition" ( Exhibit "F" ) in triplicate specifying the number and type of Tickets being disposed of, the numerical sequence, the value of the unsold tickets, number and reason for the retention of any tickets. The unsold Tickets will then be destroyed by the Ticket Manager, in the presence of one other employee. The Ticket Manager and the witnessing employee will affirm by signing and dating the Certificate of Disposition. Signed copies will be forwarded to the budget administrator and Financial Officer, and a copy filed in the Ticket Office.

Procedure CR2002 - Processing Returned Checks

See Procedure CR2002 - Processing Returned Checks

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

The Financial Officer is responsible for monthly reconciliations to the Central Accounting Records to ensure that the monthly fiscal reports reflect that income was properly credited per this procedure.

In addition, the Financial Officer is responsible for verifying the sequence of the pre-numbered Overnight Parking Tickets to ensure that the numbers are consecutive and none are missing.

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, DISPOSITION AND DESTRUCTION:

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.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Financial Officer, Intercollegiate Athletics.

CROSS REFERENCES:


Procedure Status:

Date Approved: 05/28/13

Most recent changes:

Revision History (and effective dates:)