Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure IA2016 - Recreational Sports Fees

Intercollegiate Athletics

Policy Steward facilitating procedure: Athletic Director

Table of Contents:


GENERAL:

The Division of Recreational Sports within Intercollegiate Athletics coordinates the various activities and events related to the recreational sports program offered to the local community of The Pennsylvania State University. Students, faculty and staff are eligible to participate in the advertised programs. Entrants are required to pay a fee to participate in the recreational sports events. Established fees have been approved in accordance with University Policy AD15, “Fees and Charges for Facilities and Services.” Most fees are collected during a specified registration period and processed through the Division's electronic Entry Fees cash register at the Intramural Building. (When fees for field events such as track, swimming, etc. are collected, the Intramural Building cash register is taken to the site of the event.)

The IM Building has two cash registers, each used for one specific purpose. One is use solely for the collection of entry fees and the other for fitness fees. The cash register used for entry fees is transported to events where an entry fee is collected in the field.

A change fund has been established in accordance with University Policies FN04, “Petty Cash and Change Funds” and FN05, “Operating Cash Funds.” Custody of the fund has been assigned to the Director of Recreational Sports (referred to hereafter as "the Director"). Access to the fund will be limited by the Director or the Director’s designee.

It is the established policy of the Division of Recreational Sports not to issue refunds of entry fees. The entrant is advised of this policy at registration. In exceptional instances (e.g. a team paid the entry fee twice), a refund may be authorized only by the Director. See University Policy FN08, “Refunds” for further information regarding refunds.

This procedure outlines the necessary controls and fundamental responsibilities required to collect and report entry fees, locker fees and equipment damage fees collected by the Division of Recreational Sports.

PROCEDURE:

REGISTRATION

During the advertised registration period, the entrant completes either a Team Entry Form (Exhibit "A") or an Individual Entry Form (Exhibit "B") a the assigned registration desk. The entry form provides the Division of Recreational Sports with the necessary information required to prepare a schedule for the sport. At registration, the entrant is advised of the established entry fee and makes payment at that time.

COLLECTION OF ENTRY FEES

Regular Collection of Fees

The entrant may pay the approved fee by cash, check, or money order. Checks and money orders must be made payable to "The Pennsylvania State University."

Teams or participants registering through student organizations recognized by the Association of Student Activities (ASA) must complete the Team Entry Form (Exhibit "A") and submit their completed entry form to the ASA office via the treasurer of the team's or participant's organization. The organization's treasurer must sign the entry form to indicate authorization (approval) of payment.

Upon receipt of the completed and approved entry form, the ASA Treasurer then drafts a check made payable to "The Pennsylvania State University." This check, along with the completed entry form, is picked up by the appropriate organization treasurer and delivered to the cash register operator at the Intramural Building or the collector in field collection situations as set forth below under "Field Collection of Fees."

The cash register operator will not accept checks or money orders for an amount in excess of the entry fee. Immediately upon satisfactory review, the cash register operator restrictively endorses the check or money order as outlined in University Policy FN01, “Processing Cash Revenues.”

The payment is recorded on the Division's entry fees cash register. The cash register operator enters the appropriate amount when entering the payment into the cash register. The entrant receives the customer cash register receipt to acknowledge his/her payment. The registration form is noted that payment was received and the date of collection. On team entry forms, the date and amount paid is stamped on the form by the cash register.

For individuals, one entry form for each tournament is utilized until the form is full of entrants. When reconciliation is performed at the end of the day, the cash register operator will draw a line in ink under the last entry for that day. The date and total amount of money taken in for that day is recorded below that line. A copy of the entry form is included in the day's reporting. If room permits, the same individual entry form can be used to record registrants the next day. The completed entry form(s) is forwarded to the Director for scheduling. Cash and checks are secured until deposited per University Policy FN01, “Processing Cash Revenues.”

Field Collection of Fees

A few sports events require the collection of entry fees at the site of the event away from the I.M. Building. Entrants pay their fee by cash, check or money order as previously described and are issued a Cash Register Receipt. All payments are noted on the entry form adjacent to the entrant's name. The entrant is then assigned a position in the tournament schedule.

As noted previously, the Division’s entry fees cash register is taken to the site to record the fees collected. Receipts of entries in the field are recorded the same as at the desk in the IM building and recorded as part of the day’s cash processing of entry fees cash register (discussed later.)

OTHER FEES COLLECTED

Locker Fees

Locker fees in all the Division’s facilities are collected, reported and deposited per University Procedure #IA2020, “Collection of Locker Room Facilities Fees and Charges.”

Lost or Damaged Equipment

Occasionally a facility’s equipment is lost or damaged. The assessed charges (approved by the corporate Controller) are collected and the customer is issued a pre-numbered receipt.

VOIDS

Whenever an entry fee is incorrectly recorded on the cash register, the operator voids the entry by using the "VOID" key on the register. The customer's cash register receipt for the incorrectly keyed entry is retained and the transaction is reentered following the correct procedure as stated in the "Regular Collection of Fees" section of this procedure. The cash register operator indicates "VOID" on the incorrect receipt. On the reverse side of the receipt, the operator must describe the reason for the voided transaction and initial the receipt. The voided cash register receipt is retained in the cash register drawer for later reconciliation by the Director.

Any Pre-numbered Receipt or other pre-numbered form, including cash register receipts used during the course of business that must be voided may not be discarded. Instead, that form (all parts of a multi-part form/document) are marked "VOID" and kept intact for later reconciliation and validation of numeric sequence.

At reconciliation, all voided documents (i.e. cash register receipts, Pre-numbered Receipts, etc.) are reviewed by the Director with the responsible operator/preparer of Pre-numbered Receipts. The Director initials each voided document to evidence his/her review and consideration.

RECONCILIATION AND SCHEDULING

Reconciliation

The cash register operator closes the registers at the established time each day. The operator counts the total cash on hand for each register. An adding machine tape of all checks and money orders collected that day is prepared. The total check and money order items and amount are recorded on the face of the form for each register. The change fund is separated from the total cash on hand and secured in the safe until the next cash register operation is begun. The cash register drawers are left empty and open overnight.

While the cash register operator is counting and recording the cash and checks on hand, the Director or a designee uses his/her key to run the cash register "Z" clearing tapes. (The Director or a designee has sole possession of the keys used to prepare these report tapes.) After the clearing tape has run, and after the cash register operator has recorded the cash counts on the Daily Cash Reconciliation, the Director records in ink the reset number from the tape on the Daily Cash Reconciliation form initiated by the cash register operator for that day's reconciliation. The sequential integrity of the recorded reset numbers are reviewed and confirmed. The "Z" tape is then given to the cash register operator for completion of the Daily Cash Reconciliation (Exhibit "C").

Any Pre-numbered Receipt copies with supporting entry forms from field collections are given to the cash register operator. The Pre-numbered Receipt numbers are recorded on the Daily Reconciliation form. The Director also reviews the entry forms for that day. (When the cash register's audit tape runs out, the Director will replace the spool and retain the tape for the current fiscal year plus two years.)

If registration will be continuing for a sport/event into the next day, the Director inserts on the individual entry form a statement identifying the total number of registrants for the day and the date on the line immediately after the last entry for the day. This is done during the daily cash reconciliation. It is then possible to use the form the following day for registrations.

The cash register operator records the sports categories and their respective totals as identified on the "Z" tape and Pre-numbered Receipt copies, on the "Reconciliation of Cash Registrations" section of the Daily Cash Reconciliation form. The required computation is performed to arrive at the "Total Cash Registrations." The total is compared to the previously computed "Total Deposit." Any difference must be recorded and reported as Cash Over/(Short). (Overages and/or shortages of $20.00 or more are reported to the Director or designee, who must sign the Daily Cash Reconciliation, signifying his/her review.) The completed form is signed by the cash register operator. Cash, checks, and money orders are secured until deposited in accordance with Policy FN01.

Scheduling

As registration for each sport/event is completed, the Director uses the entry forms to prepare the master schedule. After review, the entry forms are filed systematically by sport/event. Any discrepancies observed during review will be resolved with the secretary/tournament supervisor.

DEPOSITING AND REPORTING COLLECTED FEES

Preparation of the Deposit

When the total of cash and checks on hand reaches the prescribed limits as stated in University Policy FN01, the Staff Assistant prepares the monies for deposit. A Report of Cash Receipts (ROCR) is prepared in accordance with the instructions on IBIS. The "Details" section of the ROCR identify the sport(s) for which the fees were collected, the collection date(s), cash register reset number(s), Fitness pass numbers, issued Pre-numbered Receipt numbers (when applicable) and the total amount to be deposited. The "Accounts Credited" section distributes the income to the proper department number(s) (various departments are credited based upon the local internal budget policy of the area); fund number 1003 (Fees Income); and object class code 029 (Other Fees Income). Any difference of cash and registrations identified during the reconciliation is recorded to Cash Over/(Short), account number 0752. (If the cash over/(short) exceeds $20.00, it must be approved by the Director on the ROCR.)

Reporting the Deposit

The staff assistant retains one copy of the prepared ROCR with the support documentation (i.e. Daily Cash Reconciliation(s), Cash Register "Z" Clearing Tape(s), etc.). A copy of the ROCR is forwarded to the Athletics Finance Office once the receipt is received from the bank.

Making the Deposit

The original deposit slip is put in a Bursar deposit bag along with the cash and check receipts to be deposited. The bag is locked, and the deposit is made in accordance with locally established and approved procedures and the procedures "Accountability for Transfer of Deposit Bags from Departments to the Depository," Procedure #CR2004; and "Depositing Cash Revenues," Procedure #CR2005

The Financial Officer verifies the deposits reported on the ROCR's with the monthly budget reports as well as the applicable auxiliary accounting reports. This examination ensures that all reported deposits have been accurately recorded.

The Financial Officer also reviews the Pre-numbered Receipts, and pre-numbered Fitness passes to ensure their authenticity, as well as the integrity of the numeric series.

FINANCIAL RECONCILIATION

Monthly reconciliations are performed under the direction of the Director to help ensure that related sets of financial documents balance, and thus test the integrity of the local record keeping system. A check of the Daily Cash Reconciliation forms as to the computational correctness, validity of reset numbers, Pre-numbered Receipt series, and the accurateness of posting figures from the closing "Z" tape and Pre-numbered Receipts is performed at least monthly. Comparisons between ROCR's and Daily Cash Reconciliations are also performed, thereby assuring the proper deposit and recording of the fees. Results of reconciliations are reviewed and initialed by the Director.

On a monthly basis, University Central Monthly Budget Reports are examined to ascertain that the proper accounts were credited with the income. The Director also computes the amount of fees that should have been collected based upon the master schedule of entrants. This computed total must agree with the collected and deposited amounts as reported on the ROCR's and Daily Cash Reconciliation forms. Any discrepancies are resolved by the Director.

PROCESING RETURNED CHECKS

The Division will be notified by the Bursar when a check in payment of a fee has not been honored by the issuing bank. The appropriate staff, along with the Financial Officer, will follow the procedure as outlined in “Processing Returned Checks”

See Procedure CR2002 - Processing Returned Checks.

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

The Director is responsible for monitoring the controls and methods as discussed in this procedure, as well as conducting periodic spot audits.

The Financial Officer is responsible for monitoring the financial activities of the Division of Recreational Sports and performing spot audits on a monthly basis.

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: 08/11/05

Most recent changes:

Revision History (and effective dates:)