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Controls
Over Ticket Sales
(excluding
Laurie Auditorium and Jane and Arthur Stieren Theater box office operations)
The department director should approve
the incidental ticket sales prior to the event, detailing the event, date(s),
number of tickets and various prices and forward this in a memo to the Vice
President for Fiscal Affairs for approval if this is the first time the event
has been held. The range and quantity of each denomination of
tickets must be indicated. If tickets used are in different categories,
ticket stock of various colors should be used. For major events,
pre-printed ticket rolls or pre-numbered tickets should be obtained for each
event. If the department desires the University cashiers to sell the
tickets, a one week notice should be provided to the Business Office, Head
Cashier, of the time requirement and if possible, the need will be meet.
The department will be charged an average hourly rate with overtime and fringe
benefits for using the University cashiers. One person from the department
or the University cashier will be designated as the "responsible
party" to ensure the reconciliation is done and that all cashiers prove out
their fund at the end of the event and return unused tickets.
A change
fund should be obtained from the University cashier and returned at the
end of the event. Ticket change funds should only be used for ticket
sales.
Funds, ticket stock, and unused tickets should be secured when not in
use. Unused tickets and the ticket reconciliation needs to be retained by
the department for verification if desired by the University's Internal Auditor
(for those events where the University cashiers sell tickets, these items will
be retained by them).
A log should be established for complimentary tickets, and signed off by the
department head at the completion of the event. If stubs are collected by
ticket takers, complementary stubs should be annotated as same when issued.
Within
24 hours after the event, the change fund, and the ticket reconciliation
should be turned into the University cashier. Funds should be deposited
with the cashier as they are counted. Weekend or night deposits can be
arranged by following the procedures outlined in Cashiers Operations,
Night
Depository.
Tickets and cash, until they are returned to the University cashier, should be
kept in a locked fireproof cabinet or safe. If a department lacks this
secure equipment, contact the University cashiers and they can hold the tickets
and cash until the reconciliation is completed.
After the deposit is
made, a receipt should be obtained from the business office
and compared to the ticket reconciliation proceeds. A department head
should sign off on the reconciliation when completed. Any questions on the
above policy should be directed to the Director of Endowments/Student Services.
For further information, please call (210) 999-7306, or write to:
Trinity University
Office of Fiscal Affairs
One Trinity Place
San Antonio, TX 78212-7200
This page is provided to you for informational purposes. Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.
This page was last modified on March 28, 2007.
