Dublin City School District

Administrative Guidelines

6611 - TICKET SALES

The following guidelines apply to all school events at which tickets are sold.

Responsibilities of the Activity Sponsor

	A.	Establish the price and make arrangements for the printing of the tickets.
	B.	Select the ticket sellers and provide them with the appropriate number of tickets, the forms needed to account for the sales, and the currency and coins needed for making change. Make sure they understand the sales and accounting procedure.
	C.	Make a record of the number of tickets given to each seller.
	D.	Receive the money, ticket-sales accounting form, and unsold tickets from each seller and reconcile the money collected with the ticket-sales accounting record. Maintain a record of unsold tickets.
		Identify any discrepancies in ticket sales from each seller. Secure written explanation of such a discrepancy from the seller and report all findings to the Treasurer. All discrepancies, even those rectified, shall be reported to the Treasurer.
	E.	Prepare the deposit record and deposit the funds with the building treasurer or secretary.
	F.	Make note of any changes in procedure that should be incorporated into the next ticket sale.

Responsibilities of the Ticket Seller

	A.	If tickets are numbered, make a record of the first and last numbers to verify the number of tickets received from the activity supervisor. Verify the prices, particularly if there are price differentials.
	B.	Complete the information called for on the form heading.
	C.	Collect the money from the purchaser, verify that the amount is correct, and provide the purchaser with the ticket(s).
	D.	At the end of the sale, record the number of the first unsold ticket, and count the number of tickets sold. If tickets have been sold at different prices, record the number sold at each price.
	E.	Organize the money collected by denomination and then count each denomination. For each price category, compare the actual total with the total obtained by multiplying the number of tickets sold by the price of each ticket.
	F.	Provide the activity supervisor with the money, ticket-sales accounting record, and the unsold tickets.

Master Inventory Control of Tickets

This form is maintained by the school office as the master ticket control. As tickets are issued for each event, the quantity is logged on this form. After the event, when unsold tickets are returned, similar notations are made.

Record of Ticket and Cash Accountability for Special Events

This form is used to account specifically for the tickets sold and/or used by each ticket seller at an event and to reconcile that quantity with the cash collected. This form is to be sent to the Treasurer's Office attached to a copy of the appropriate Cashier's report.

Consolidated Box Office Report

This report is completed as a summary of the record of ticket and cash accountability forms for an event. The report lists each ticket seller for an event and is intended to account for all cash involved with the event.