UNIVERSITY OF NOTRE DAME
POLICIES AND PROCEDURES FOR FOOTBALL PARKING PASS ALLOTMENTS
2014 Football Season
Certain key University faculty and administrators are authorized to receive a special allotment of
parking passes for football games. The purpose of these allotments is to assist these key faculty and
administrators in addressing their business and personal parking pass needs, as well as those of their
colleagues and staff.
An allotment recipient may sell the parking passes at face value (preferred method of dispersal) or
issue them as complimentary at their discretion. Parking passes cannot be sold for more than face
value and/or traded for goods or services that benefit the allotment holder personally.
Procedures for all parking pass transactions are documented in the following sections.
PARKING PASS ALLOTMENT ACCOUNT CHARGES
The Athletic Department Ticket Office will charge the face value of the allotment parking passes for
the entire season to the allotment recipient’s budget (100000-xxxxx-72403-xxxxx). The account
code 72403 – Parking Passes should only be used to record this charge and related parking pass
allotment transactions such as interdepartmental transfers (department to department), or for
deposits and payments.
The transactions in this account will be included on the monthly budget reports. At the end of the
season, the allotment recipient is required to reconcile the balance in this account to the game-bygame Parking Tracker sheets submitted to Audit & Advisory Services to support the use of the
parking passes (see the 2013 Parking Pass Allotment Distribution Tracker reconciliation spreadsheet).
PARKING PASS SALES
Parking passes should be sold at face value. All funds received for allotment sales should be
deposited to the Parking Passes account (100000-xxxxx-72403-xxxxx). Any postage, donations or
other miscellaneous amounts received in connection with these parking passes should be identified
as such and deposited to the appropriate account in your budget.
UNUSED PARKING PASSES
The Ticket Office does not accept returns of allotment parking passes. Therefore, the
allotment holder should make every effort to sell their parking passes rather than allow them to go
unused. If there are an excessive number of unused allotment parking passes (i.e., deadwood),
evaluation and adjustment of the allotment amounts may be necessary.
Any deadwood parking passes must be retained and submitted on a weekly basis to Audit &
Advisory Services with the Parking Tracker for each game to serve as verification that the parking
passes were not used. The departmental budget will absorb the cost of these parking passes.
Moreover, any deadwood parking passes not submitted by the conclusion of the season may be
deemed as personal comps and included as taxable income to the allotment holder.
Policies and Procedures for Football Allotment Parking Passes
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COMPLIMENTARY PARKING PASSES
All unsold parking passes must be accounted for as complimentary or unused (i.e., deadwood).
Complimentary parking passes (comps) can be issued for business or personal reasons. The IRS
requires that business comps be substantiated (i.e., name of recipient, company/organization and
bona fide business purpose for the comp). This information must be documented on the Parking
Tracker reconciliation form for each game.
The IRS also requires that the value of personal comps be included as income to the employee
receiving the benefit. Thus, all comps used by the allotment holder or issued to other Notre Dame
employees must be recorded. If a bona fide business purpose is not provided on the game
parking tracker sheet, the complimentary parking pass will be deemed personal. At the end
of the season, the total value of personal comps used by Notre Dame employees will be included in
their W-2 wage total (you should inform any employee to whom you distribute parking passes of this consequence).
Appropriate income taxes will be withheld from individual payroll checks.
RECORD KEEPING REQUIREMENTS
After each game, the allotment recipient (or their designee) should complete a Parking Tracker
reconciliation form, which is a tab included within the Parking Pass Allotment Distribution Tracker
spreadsheet (available on the Audit & Advisory Services website: auditservices.nd.edu). The Parking
Tracker should be signed by the allotment holder and submitted, along with any deadwood parking
passes, to Audit & Advisory Services within one week after the game (i.e., by the following Friday;
see attached 2013 schedule).
At the end of the season, the entire parking pass allotment must be reconciled to the AllocationFootball Tickets account in general ledger using the Season Parking Pass Summary form included within
the Parking Pass Allotment Distribution Tracker spreadsheet. This form must be signed by the
allotment holder and submitted to Audit & Advisory Services by December 5, 2014, to
ensure compliance with Internal Revenue Service tax reporting regulations for the 2014
calendar year.
The net amount in a department’s Parking Passes account is considered an entertainment expense.
Therefore, the cost of deadwood and complimentary parking passes absorbed by the department
should remain in the Parking Passes general ledger account rather than be transferred to another
account code such as entertainment, miscellaneous, or discretionary. This will also facilitate the
reconciliation of allotment activity to the general ledger.
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Questions regarding these policies and procedures should be directed to Jeremy Miller, Assistant
Director in Audit & Advisory Services, at 631-6616.
UNIVERSITY OF NOTRE DAME
FOOTBALL PARKING PASS ALLOTMENTS
2014 Reconciliation Due Dates
Home Games:
Rice
Michigan
Stanford
North Carolina
Northwestern
Louisville
Submit Reconciliation Forms by:
Friday, September 5, 2014
Friday, September 12, 2014
Friday, October 10, 2014
Friday, October 17, 2014
Friday, November 21, 2014
Friday, November 28, 2014
Neutral Site Games:
Purdue
Submit Reconciliation Forms by:
Friday, September 19, 2014
The Season Ticket Summary reconciliation to the general ledger must also be submitted to Audit &
Advisory Services by Friday, December 5, 2014, to ensure compliance with Internal Revenue
Service tax reporting for the 2014 calendar year.