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University of the Pacific
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Stockton, California 95211
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Financial Operations


Table of Contents

Introduction
Budget Information
Capital Assets Management
Contracts
Entertainment
Expenditure Authorization
Expenditure Transfers
Financial Reporting
Gift Accounting
Gifts, Awards, Prizes
Meals
Moving Expenses
Pacific Card - Department Cards
Payroll
Procurement
Raffles
Receipts Handling
Records Retention/Destruction - Financial Records
Renovations to Facilities
Signature Authority Policy
Sports Camps
Surplus Property Disposition
Travel
University Provided Vehicles


 

Introduction

The Department of Intercollegiate Athletics operates under University of the Pacific's Business Policies & Procedures and Contracts & Grants Signature Authority Policy, as well as rules and regulations of the National Collegiate Athletic Association (NCAA) and its member conferences.

The Athletics Business Office operates under the direction of the Associate Director of Athletics for Internal Affairs and the Athletics Business Manager.

 

Budget Information

The institutional budget process, including allocations made to the Department of Intercollegiate Athletics, follow guidelines and timelines established by the Budget & Risk Management Office. Internally, once the institutional budget allocation to the Department of Intercollegiate Athletics has been determined, the Director of Athletics and Associate Director of Athletics for Internal Affairs work with the Department's head coaches and area supervisors (athletic training, marketing & promotions, media relations, etc.) to set team and area budgets.

Capital Assets Management

The Associate Director of Athletics for Internal Affairs is responsible for ensuring that the Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Capital Assets Management, as well as related provisions of the Contracts & Grants Signature Authority Policy.

Contracts

The execution of any contract to which the Department of Intercollegiate Athletics is a party must adhere to the University Contracts & Grants Signature Authority Policy.

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Entertainment

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Entertainment, with the exception of specific provisions of entertainment permitted by the NCAA.

NCAA legislation related to Awards, Benefits and Expenses for Enrolled Student-Athletes (Bylaw 16) permits an institution to pay the actual costs (but not provide cash) for reasonable entertainment that takes place within a 100-mile radius of where a team plays or practices in connection with an away-from-home contest or en route to or from such a contest. In addition, an institution may pay the actual costs (but not provide cash) for reasonable entertainment that takes place within a 30-mile radius of the institution's campus or practice site during vacation periods when a team is required to reside on campus (or at a practice site normally used by the institution) and classes are not in session.  Further, an institution may rent a film or movie, provide pay-per-view movies in the student-athletes' hotel rooms, or take a team to the movies the night before a home contest without the film or movie being considered an extra benefit.

NCAA legislation related to recruiting (Bylaw 13) permits an institution to provide reasonable entertainment on an official visit for a prospective student-athlete and the prospective student-athlete's parents (or legal guardians) or spouse and only within a 30-mile radius of the institution's main campus.

 

Expenditure Authorization

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Expenditure Authorization, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Expenditure Transfers

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Expenditure Transfers, as well as related provisions of the Contracts & Grants Signature Authority Policy.

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Financial Reporting

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Financial Reporting, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Gift Accounting

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Gift Accounting, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Gifts, Awards, Prizes

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Gifts, Awards, Prizes, with the exception of specific provisions of gifts, awards, and prizes permitted by Bylaw 16 of the NCAA.

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Meals

The NCAA permits the provision of meals and/or meal allowances in each of the situations described below. As a general rule, the NCAA permits meal allowances to be provided to student-athletes in a manner consistent with the amount provided by the institution to institutional staff members on away-from-campus trips. The Department of Intercollegiate Athletics has adopted the guidelines set forth below in order to ensure fairness of meal provisions, while also restricting the budgetary impact that full NCAA meal provisions would entail.

Preseason/Vacation Period
Student-athletes must be provided either three (3) meals per day or per diem in lieu of meals during preseason and institutional vacation periods when student-athletes are required to remain on campus.

Per diem for student-athletes is $25 dollars per day during preseason/vacation periods. Teams that elect to provide meals are expected to spend at least $25 per day on meals for each student-athlete.

The Per Diem Signature Form is required to account for distribution of per diem funds, and an itemized restaurant bill is required for all team-provided meals. Guest check/stubs are not acceptable forms of receipts.

Home Competitions
Student-athletes are permitted to receive meals at the team's discretion beginning with the evening before home competition and continuing until they are released by institutional personnel following the event. Student-athletes may not receive cash in lieu of meals during this time. A team, at its discretion, may provide a meal or cash, not to exceed $15 (but not both) to student-athletes at the time of their release by institutional personnel.

Away Competitions
It is permissible to provide actual and necessary travel expenses, including meals, to a student-athlete for participation in athletics competition, provided the student-athlete is representing the institution (competes in the uniform of the institution) and is eligible for collegiate competition.

For away-from-home competition that does not involve an overnight stay, a team may provide regular meals from the time the team is required to report on call for team travel until the team returns to campus. The team, at its discretion, may provide cash, not to exceed $15, in lieu of a postgame meal.

For away-from-home competition that involves an overnight stay, a team may provide meals to student-athletes pursuant to one of the following options:

(1) Student-athletes are permitted to receive meals at the team's discretion from the time the team is required to report on call for team travel until the team returns to campus. A team shall not provide cash to student-athletes in lieu of meals under this option before their release. However, the team may provide a meal or cash (not to exceed $15), but not both, to student-athletes at the time of their release by the institution;

OR

(2) Student-athletes are permitted to receive a pregame or postgame meal as a benefit incidental to participation in addition to regular meals (or meal allowances). Meal allowances for student-athletes shall be $25 per day. When a full hotel breakfast is provided, $5 shall be deducted from the daily allowance, and student-athletes may receive a $20 meal allowance for the remainder of the day. In addition to regular meals (or meal allowances), a team may provide cash, not to exceed $15, in lieu of a postgame meal on competition days when a pre-game is not provided.

Occasional Team Meals
Occasional team meals will be limited to one (1) per academic month.  The Occasional Meal Request Form must be approved by the Athletic Compliance Office at least one (1) week in advance.  Special permission may be granted to allow for an occasional team meal once the maximum has been reached, but permission must be given by Director of Athletics. Occasional meals financed by the Department of Intercollegiate Athletics or at an institutional staff member's personal expense are limited to the locale of the institution, but may occur off-campus in the locale. Occasional meals provided by a representative of athletic interests must be provided at the individual's home or on campus, but may be catered. The NCAA has not set a specific limit on the value of an occasional meal. However, consistent with general meal limitations for student-athletes referenced in the NCAA Manual, the total value of meals for a student-athlete for any given day should not exceed the per diem rate for institutional staff members in the locale.

Athletic Staff
A standard pier diem rate of $40.00 has been adopted for all athletic staff members regardless of travel destination in the United States (destinations outside of the country will be evaluated on an individual basis) for meals when on official University business away from the university that exceeds a 24-hour day period or an overnight stay. If the staff member does not intend on taking the standard per diem rate he/she may submit receipts for meals actually purchased during the trip.

NOTE: An overnight stay is required to use per diem method of claiming meal expenses. If an individual takes per diem for his/her travel, then he/she cannot submit receipts or be included on any receipts for payment of meals.

Pro-Rated Per Diem Policy
A standard pier diem rate of $40.00 has been adopted for all athletic staff members regardless of travel destination in the United States (destinations outside of the country will be evaluated on an individual basis) for meals when on official University business away from the University that exceeds a 24-hour day period or an overnight stay. A standard per diem rate of $25.00 has been adopted for student-athletes.

Of the standard per diem rate for athletic staff members, breakfast represents $10.00, lunch $15.00 and dinner $15.00. Of the standard per diem rate for student-athletes, breakfast represents $5.00, lunch $10.00 and dinner $10.00.

The standard per diem rate for athletic staff members and student-athletes may be pro-rated on the first and last days of travel, depending on when an individual or team departs from or returns to campus, or for travel days in which a full hotel breakfast is provided. When a full hotel breakfast is provided, athletic staff members shall receive $30.00 for lunch and dinner, and student-athletes shall receive $20.00 for lunch and dinner. When an individual or team departs between 10 a.m. - 12:59 p.m. on the first day of travel, only per diem for lunch and dinner must be provided. When an individual or team departs between 1 p.m. - 6 p.m. on the first day of travel, only dinner must be provided. When an individual or team returns to campus between 10 a.m. - 12:59 p.m. on the last day of travel, only breakfast must be provided. When an individual or team returns to campus between 1 p.m. - 5 p.m. on the last day of travel, only breakfast and lunch must be provided.

Official Recruiting Visits
All meals provided during official recruiting visits shall adhere to NCAA legislation related to official visits in Bylaw 13. Meals provided during official recruiting visits may occur on or off campus.

Other
The NCAA permits institutions to provide fruit, nuts, and bagels to student-athletes at any time.

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Moving Expenses

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Moving Expenses, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Pacific Card - Department Cards

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Department Cards, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Payroll

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Payroll, as well as related provisions of the Contracts & Grants Signature Authority Policy.

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Procurement

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Procurement, as well as related provisions of the Contracts & Grants Signature Authority Policy. University Business Policies & Procedures related to Procurement encompass policies related to Procurement Cards (ProCards).

 

Raffles

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Raffles, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Receipts Handling

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Receipts Handling, as well as related provisions of the Contracts & Grants Signature Authority Policy.

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Records Retention/Destruction - Financial Records

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Records Retention/Destruction.

 

Renovations to Facilities

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Renovations to Facilities, as well as related provisions of the Contracts & Grants Signature Authority Policy.

 

Signature Authority Policy

The Department of Intercollegiate Athletics operates under University of the Pacific's

Business Policies & Procedures and Contracts & Grants Signature Authority Policy. Elements of the Contracts & Grants Signature Authority Policy specifically related to the Department of Intercollegiate Athletics follow:

Scheduling, Game, & Lodging Contracts for Sports Events with Other Colleges and Universities
This is a sub-set of the full Contracts & Grants Signature Authority Policy. Please review the Signature Authority Policy before proceeding.

Sports Camp Management or Hosting
This is a sub-set of the full Contracts & Grants Signature Authority Policy. Please be sure to review the Signature Authority Policy before proceeding.

Coaching Contracts
This is a sub-set of the full Contracts & Grants Signature Authority Policy. Please be sure to review the Signature Authority Policy before proceeding.

NCAA & Conference Contracts
This is a sub-set of the full Contracts & Grants Signature Authority Policy. Please be sure to review the Signature Authority Policy before proceeding

Radio & Television Contracts
This is a sub-set of the full Contracts & Grants Signature Authority Policy. Please be sure to review the Signature Authority Policy before proceeding.

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Sports Camps

Sports camps are coordinated by coaches on a sport-by-sport basis.  All sports camps are monitored by the Associate Director of Athletics for Internal Affairs and the Assistant Director of Compliance. Coaches shall designate a Camp Administrator as the responsible party for ensuring all camp procedures are followed. Camp Administrators are expected to comply with all NCAA camp regulations referenced in Bylaw 13. All financial operations related to sports camps must comply with University Business Policies & Procedures and the Contracts & Grants Signature Authority Policy.

Before the Camp
Camp Administrators are expected to perform the following duties prior to conducting an institutional camp:

  • Submit a Sports Camp Approval Form and Checklist
    This form provides the Associate Director of Athletics for Internal Affairs and Assistant Director of Compliance with general camp information and allows for pre-approval of student-athlete employees, outside coach employees, and free or reduced cost admissions.
  • Submit Camp Advertisements & Brochures
    Drafts of camp advertisements and brochures shall be submitted to the Associate Director of Athletics for Internal Affairs and the Assistant Director of Compliance for pre-approval prior to the printing or publication of the materials.
  • Complete Employment Authorizations and Human Resources Documentation
    Camp Administrators shall complete Employment Authorizations for each camp employee with the Athletics Business Manager. Camp employees who will be working at the institution for the first time must also complete a background check with the University Department of Human Resources. Non-University employees working at camps must complete an Independent Contractor Agreement Form.
  • Develop Online Store
    Camp Administrators shall assist the Associate Director of Athletics for Internal Affairs with the development of the camp's online store. The online store is the primary registration mechanism, and the Associate Director of Athletics for Internal Affairs will provide each Camp Administrator with a daily report of sales activity through the completion of each camp.

After the Camp
Camp Administrators are expected to perform the following duties after conducting an institutional camp. All forms shall be submitted to the Associate Director of Athletics for Internal Affairs and the Assistant Director of Compliance.

  • Submit Sport Camp Financial Report/Accounting Report
    This form provides a detailed accounting of the camp's finances. The camp's resulting net profit is eligible for revenue distribution among the Camp Administrator and other non-hourly employees of the camp. Camp Administrators must list institutional contributions to payroll taxes and fringe benefits for University employees as camp expenses prior to distributing revenue.

  • Submit Sport Camp Final Registration List
    In most cases, the Final Registration List may be generated through the online store's registration reports.

  • Submit Sport Camp Refund List
    This form shall note any refunds issued, with the reason for the refund.

  • Submit Sport Camp Employee Compensation Form
    This form details compensation provided to all hourly camp employees.

Liability Waivers
Camp Administrators shall work with the Budget & Risk Management Office to obtain a liability waiver for camp participants. Failure to receive properly signed liability participation waivers exposes the University to significant unnecessary risk. Liability waivers should be collected prior to or during each camps' registration process. Campers should not be allowed to participate in camp activities until the required waivers are on hand. Camp Administrators shall retain all waivers.

Discounts and Complimentary Admissions
Coaches who wish to offer group or individual discounts or complimentary admissions are required to document this information on the Sports Camps Approval Form and Checklist. Discounts should be consistent across classifications, i.e., all Department employees would receive equal discounts. This information is necessary for the preparation of accurate reconciliations.

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Surplus Property Disposition

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Surplus Property Disposition, with the exception of specific applications of NCAA legislation that permit athletic apparel and/or equipment to be provided to student-athletes, sold, or donated. Further information related to the disposal of athletic apparel and equipment may be found in the Equipment Operations Chapter.

Travel

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to Travel, as well as related provisions of the Contracts & Grants Signature Authority Policy.

Information related to meals provided during the course of travel is contained in the Meals section of this chapter. The Assistant Director of Athletic Facilities & Transportation works closely with the Budget & Risk Management Office to ensure that Department of Intercollegiate Athletics staff adhere to all pertinent travel safety regulations.

Itineraries
Prior to any team travel, the head coach must submit a travel itinerary to the Director of Athletics, Associate Director of Athletics for Internal Affairs, administrator with direct oversight of the sport, Administrative Assistant to the Director of Athletics, and Assistant Coordinator of Academic Achievement. The Director of Athletics (or designee) will be responsible for approving the travel itinerary before the team departs for travel.

Guest Travel
With the advance approval of the Director of Athletics (or designee), a guest may be permitted to accompany a team during travel for away competition. A guest may include an institutional staff member (i.e., University administrator, faculty, staff) or a non-institutional representative (i.e., booster, relative of an athletics staff member). Please note that guest participation should be occasional, in order to limit the potential for overuse by individuals.

All guest travel must be approved at the time the Director of Athletics (or designee) approves a team travel itinerary before the team departs for travel. All guests must complete a liability waiver prior to the team departing.

The Department of Intercollegiate Athletics may provide actual and necessary travel expenses for a guest only if his/her participation involves a legitimate business purpose. If the guest's participation does not involve a legitimate business purpose, the guest will be responsible for his/her travel expenses. The guest must provide reimbursement to the Department of Intercollegiate Athletics for any expenses incurred by the team for the guest's inclusion in a group reservation (i.e., airfare, lodging, meals, etc.). In these cases, the guest will be required to reimburse any incremental amount over the official travel cost for the team.

Assignment of Hotel Rooms During Team Travel
The Department of Intercollegiate Athletics strives to provide coaches, staff, and student-athletes with equitable lodging accommodations. All hotel arrangements must be made so that each member of the travel party has his/her own bed.

Lodging Accommodations Provided by the Institution
Teams are expected to be consistent with the assignment of hotel rooms during away competition when lodging accommodations are funded by the institution. The head coach is responsible for determining procedures related to the assignment of the team's hotel rooms prior to the start of the team's season. If a guest's inclusion as part of a team travel party causes a deviation in the normal assignment of rooms, the guest will be required to reimburse the Department of Intercollegiate Athletics for the additional cost.

Lodging Accommodations Provided by Another Institution, Sponsor, or Organization
In some cases, lodging accommodations may be provided by another institution, sponsor, or organization (i.e., regular season tournament, post-season tournament, etc.). Typically, a team would receive a pre-determined number of hotel rooms for its use. In these cases, the assignment of rooms will be determined by the Director of Athletics in advance of the event.

University Provided Vehicles

The Department of Intercollegiate Athletics adheres to University Business Policies & Procedures related to University Provided Vehicles, as well as related provisions of the Contracts & Grants Signature Authority Policy.