The Athletics Business Office is responsible for securing the department’s accounts receivable and overseeing the deposit of all received monies. All checks and cash received must be forwarded to the Senior Woman Administrator by the next business day. There are NO exceptions to this rule.
All cash deposits must include a summary sheet indicating what the money is for, when and where it was collected. A deposit record detailing the amounts for deposit and the reasons for each check and/or cash so that the appropriate department accounts are credited must be completed.
The SWA will issue receipts for all monies taken in. The deposit record and monies will be taken to the Bursar’s Office or the Office of Advancement. Copies of the peg sheet for each deposit will remain on file with the SWA.
Gifts- Any gift donations are to be delivered to the SWA who will process them through the UAH Development Office. The SWA (Laura Taube) will prepare thank you letters from the Athletics department and acquire the coaches’ signatures. A record is kept of all gifts that are mailed to our department.
Credit Cards – Athletics will follow the University guidelines for record retention and document destruction. Once a credit card is charged the credit card number will be destroyed. All ticket brochures will be modified to have the credit card information at the bottom so that it can be removed and destroyed once the charge is processed.
Game Day Ticket Sales – Reconciliation forms have been created to reconcile ticket sales, parking fees, and concession profits. These forms are filled out at the end of each athletic event and submitted kept on file.
Concession & Parking Deposits – All cash brought in through concessions is turned in to Laura Taube for deposit. She counts and records all monies in the deposit sheet, fills out a receipt and takes it to the bursar’s office for deposit. All reconciled deposit sheets are kept on file in Laura’s office. All money is kept in Laura Taube’s safe in her office until it can be deposited.
Ticket Sales - Ticket sales for games is handled by the game day manager. Reconciliation sheets are used to track beginning and ending ticket numbers. The game day manager fills out the reconciliation form showing how many were sold and what the total sales were for the day. They will submit the ticket proceeds along with the reconciliation sheet to the Laura so that it can be reconciled to verify the information is correct. Then she will deposit the funds.
Reconciliation of Deposits – The Business Manager will post the deposits to the appropriate spreadsheets and balance them against Banner.
Physical Controls – There are currently two safes in the athletics department. One is stored in the SWA’s (Laura) office and the other is stored in the Business Manager’s (Sharon) locking file room. The SWA’s safe is a combination lock. Currently the SWA and one other person has the combination. The safe that is stored in the locking file room has a key lock and a key punch combination. The Business Manager and the SWA each have a key and the combination to access the safe.
Change Fund – The Business Manager is the custodian of the petty cash fund. It is requested approximately 10 days before the start of the fall sports season and is returned to accounting after the last game of the spring season has been completed.
Money is checked out by appointed game day managers. They are to sign out the funds to be used for ticket, concession, and parking sales. NO funds may be withheld from a deposit to increase a change fund.
Record Retention – Athletics follows the record retention protocols as set forth by the State of Alabama.
