Admission Tickets for All SWT Events

Admission Tickets for University Events                            UPPS No. 03.01.20
                                                                                                Issue No. 4
                                                                                                Effective Date: 8/27/03
                                                                                                Review: February 1 E6Y

01. POLICY STATEMENT

01.01 We at Texas State are committed to providing sound financial stewardship through accounting, budgeting, monetary management systems, and fundraising activities which maximize the institution's fiscal posture. This procedure contributes to the implementation of this policy.

02. PROCEDURES FOR PRINTING TICKETS

02.01 Tickets must be ordered by the account manager or his/her authorized agent using standard University purchasing procedures through the University Bookstore or Purchasing Department. Because of the need to carefully account for tickets ordered, a procurement card (P-card) should not be used by a university department to order tickets.

02.02 All tickets are to be pre-numbered, either for reserved seating or for general admission, and must have a written certificate from the printer or the Bookstore as to the number printed. Certification is to be delivered with the tickets to the office requesting tickets. The account manager should verify the certificate, sign it and forward a copy to the departmental chair, or next administrative level.

02.03 Tickets may be printed locally if the university department utilizes a computer software program designed for that purpose, with appropriate security precautions, including but not limited to: pre-numberings tickets, accounting for seats sold, and reporting daily sales. Account managers are responsible for assuring that all tickets (sold and unsold) are adequately documented.

03. PROCEDURES FOR TICKET SALES

03.01 Ticket sale proceeds are to be deposited in the Cashier's Office within twenty-four (24) hours or by the next workday unless the Associate Vice President-Financial Services/Treasurer has provided written approval for an alternative procedure.

03.02 The ticket seller is to provide a ticket sales report to the account manager (see Attachment I), reconciling the number of tickets sold daily with the total amount of cash deposited. The Cashier's Office receipt should be attached to this report.

03.03 For security purposes, unsold tickets and cash on hand should be stored in either a safe or a locked file drawer, with limited access.

04. PROCEDURES FOR ACCOUNTING OF TICKET SALES

04.01 The account manager is held accountable for all ticket receipts for his/her account. He/she is responsible for completing a final report on each event accounting for all tickets sold, lost, and complimentary tickets that were printed for an event.

05. REVIEWERS OF THIS UPPS

05.01 Reviewers of this UPPS include the following:

Position Date

Dr. Carolyn Conn February 1 E6Y

Associate Vice President for

Financial Services/Treasurer

Mr. Greg LaFleur February 1 E6Y

Athletic Director

Mr. Richard Skinner February 1 E6Y

Acting Director, School of Music

Dr. Richard Sodders February 1 E6Y

Chair, Theatre Dept.

06. CERTIFICATION STATEMENT

This UPPS has been approved by the following individuals in their official capacities, and represents Texas State policy and procedure from the date of this document until superseded.

Dr. Carolyn Conn, Associate Vice President for Financial Services /Treasurer; senior reviewer of this UPPS

Mr. William A. Nance, Vice President for Finance and Support Services

Dr. Denise Trauth, President