Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Locker Room facilities of Campus Recreation in the I.M. Building, Tennis Center Building, McCoy Natatorium, and Mary Beaver White Building are available for use by faculty, staff, students, retirees, and campus recreation members of the University. The public may use the facilities as approved by the Senior Director of Campus Recreation. As a service to people using the facilities, Campus Recreation provides certain locker rooms, and locker rentals for a fee. Day-use Lockers are available at no charge to students taking classes in the IM Building, McCoy Natatorium, and Mary Beaver White Building for the day.
Administration of I.M. Building Men's and Women's Faculty/Staff Locker Rooms, and the I.M. Building and McCoy Natatorium General Locker Room lockers with combination locks are under the authority of the Assistant Director of Reservations, Membership, and Outreach for Campus Recreation. Administration includes, but is not limited to:
All Campus Recreation rentable lockers are rented on a semester basis to individuals requesting the service and paying the fee. The Assistant Director of Reservations, Membership, and Outreach for Campus Recreation supervises all the activities pertaining to collection of fees, reporting, and administration of the Campus Recreation locker renting procedures as described later in this procedure.
Rentable Lockers are in the I.M Building men's faculty/staff, women's faculty/staff locker rooms and general men’s and women’s locker rooms in the I.M Building and White Building and are available to University faculty, staff, student, retirees, and Campus Recreation members. Lockers are assigned to one individual and use of the locker is a privilege.
I.M. Building men’s and women’s faculty/staff locker rooms are available only to current University employees. New locker applicants must present current identification to verify that they are faculty/staff or a retired University employee to the I.M. Building Membership Desk. A waiting list of those desiring lockers, but who cannot be accommodated, is maintained when needed. Locker reassignments are made only from the waiting list as they become available.
Lockers are rented in semester increments but can be stacked in concurrent semester rentals for a two-semester rental or 3-semester rental (annual rental) on a first come first serve basis. Fees are approved by the Associate Vice President for Budget and Finance, and locker holders are notified of any rate change at least 30 days prior to implementation of the new rate. For this fee, Campus Recreation provides a locker. The I.M Building faculty/staff locker room fee includes additional access to shower towels.
When individuals who rent faculty/staff lockers leave the University for any reason other than retirement, their locker assignment shall be discontinued at the end of their employment and a refund of the remaining locker rental fees may be processed when necessary. If the locker assignment is discontinued, the locker is opened for rental or reassigned from the waiting list when needed. Property left within the locker will be handled in accordance with Policy AD13 Lost and Found and Procedure AD2001 Lost and Found Items.
Access to the Men's and Women's Faculty/Staff Locker Rooms in the I.M. Building is issued by the Campus Recreation Master Access Coordinator via the University’s CCURE system and individuals University ID card. The Campus Recreation Master Access Coordinator verifies the purchase of the rented locker in the Fusion software prior to providing access via CCURE.
All locker rental sales are recorded in Campus Recreation's sales software, Fusion, which has separate sales module for Locker Room rentals. Since these locker facilities are assigned on a semester basis, anyone wishing to purchase a locker rental for the I.M. Building Locker Rooms and McCoy Natatorium Locker Rooms, can visit the I.M. Membership Office to complete the process. Accepted forms of payment include credit card and LionCash. Sales are processed by Campus Recreation student staff in Fusion, and then reconciled and posted to the System for Integrated Management, Budget, and Accounting (SIMBA) by Campus Recreation Business Services staff.
The Reservations, Membership, and Outreach Assistant Director and Coordinator are responsible for training Membership and Outreach Attendants on the Fusion sales software, and to directly supervise the oversight of locker fee collection at each sales site. All Membership and Outreach attendants are part-time (Wage Payroll/Work Study) employees hired by Campus Recreation Business Services.
A "void" may result from one of two errors:
This voided entry is recorded in the fusion software system. In an incorrect credit card entry, the error is reported to Business Services who will issue a refund on the credit card through our credit card system Converge. All voided tickets must be forwarded to the Campus Recreation Business Office and held in the safe for audit purposes per the retention schedule specified at the end of this procedure.
Faculty & Staff Locker Rental agreement notices (Exhibit A) state the policies and procedures that locker renters must follow during their rental period.
Renewal notices (Exhibit B) state all the steps for the clearing and storing of the locker contents if renewal payment is not made by the deadline. (See the section, Clearing and Reassigning Faculty and Staff Lockers).
A bank deposit slip will be prepared in accordance with Policy FN01 Cash Revenues and Procedure FN2005 Processing Cash Revenues. The bank validated deposit slip is uploaded to the Journal Entry for Incoming Funds as supporting documentation. Any transfer of deposits to other locations is addressed in Procedure CR2004 Accountability for Transfers of Items of Value (Except Equipment).
Periodic reconciliations are to be performed under the direction of the Assistant Director of Business Services - Campus Recreation to help ensure that related sets of financial documents balance, and thus evaluate the integrity of the local record keeping system. Results of reconciliations are to be reviewed by the Assistant Director of Business Services - Campus Recreation and the Reservations, Membership, and Outreach Assistant Director.
SIMBA Budget vs Actual reports by cost center are reviewed by the Business Services office before month end to allocate credit card revenue to appropriate cost centers.
Individuals renting lockers will receive an email both 30-days and 15-days from their expiration date. Those who do not desire to renew their locker for the next semester should remove their personal property from their locker by their locker expiration date. If a renewal is not completed by the expiration date, the Reservations, Membership, and Outreach Assistant Director, Coordinator, or a Membership and Outreach Attendant will change the lock and remove all property from the locker.
A Campus Recreation employee removes all personal property from each identified locker and tags the bundled equipment with name, locker number. After the lock and the contents are removed, bundled, and tagged, a new combination lock is placed on the locker and the locker is reassigned. Locker contents will be stored and disposed of in accordance with Policy AD13 Lost and Found Items and Procedure AD2001 Lost and Found Items. Campus Recreation shall not be responsible for the loss of any equipment removed from lockers of persons who have not paid their rental fees for lockers.
A Campus Recreation employee removes all unclaimed contents of lockers within 30-days after the expiration date. Property cleared will be saved for 30-days and the items are stored and disposed of in accordance with Policy AD13 Lost and Found Items and Procedure AD2001 Lost and Found Items.
Day-Use lockers are in the men's and women's general locker rooms in the I.M. Building, White Building, Natatorium, and the Tennis Center Building. This type of system is available for use by students, graduate students, faculty/staff, retirees of the University, and members as available per Policy AD73 Accessing Athletic and Recreational Facilities. The user selects an unoccupied locker, supplies their own lock, or uses a built-in resettable lock, and must relinquish the locker upon completion of a workout. Locks or personal property may not remain in a day-use locker overnight. Day-use locker areas are inspected at closing time or each morning and any lock remaining on any day-use locker is removed. There is no charge for this type of service.
See Procedure FN2002 Processing Returned Checks for complete details on the business process when a banking institution returns a check.
Violation of a financial policy and/or procedures should be reported to your supervisor, your Human Resources representative, unit manager, and/or office responsible for the policy and/or procedure. Where those resources are inadequate, you may choose to make an anonymous report through the Penn State University hotline by calling 1-800-560-1637.
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 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 retention must be managed in accordance with Policy AD35 University Archives and Records Management, and Records Retention Schedules approved by the Records Management Advisory Committee, 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, 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 Record 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. If the disposition method for University Records states "Review by Archives" on the records retention schedule, the employees 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.
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 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 the Senior Director of Campus Recreation.
To request changes to this procedure, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.
November 21, 2024