Theatre Cash Handling Procedures
Any individual involved in the collection, control, and deposit of amounts received by the
University from cash sales, credit card sales, concession sales, and any other sources, must be
trained on the following cash handling policies and procedures.
BEGINNING OF FISCAL YEAR - JULY 1st (or when students arrive)
Prior to requesting a cash box, the Department Head assigns a Box Office Manager and
a House Manager (both Theatre students) for the academic/fiscal year. After those
students are identified, a Long Term Change Fund Request Form is completed and
submitted to CSI Fiscal Manager for issuance. CSI Fiscal Manager will enter
appropriate transaction in Banner for initial cash box payment. When the check is
prepared, the Box Office Manager and/or House Manager will pick up the check to cash
in the Accounts Payable Office. At this point, it is the responsibility of the Department to
ensure funds are adequately secured.
Policy - https://www.eou.edu/busserv/files/2012/08/change_fund_policy.pdf
Forms - https://www.eou.edu/busserv/files/2012/09/Long-Term-Change-Fund.pdf
PRE-SALES IN BOX OFFICE (during regular hours before event date)
The Box Office Manager and House Manager are responsible for making timely
deposits at the Student Accounts Office for all revenue generated at the Box Office in
Loso Hall, generated during regular business hours outside of Theatre event dates.
BEFORE EVENT
1. Verification of cash in each Long Term Change Fund Box Office Manager
2. Prepare both cash boxes for the event Box Office Manager
and give to House Manager and Ticket Sellers
3. Verification of beginning cash in each box Ticket Sellers
House Manager
AFTER EVENT
4. Reconcile total remaining cash in each box Ticket Sellers
with the appropriate transaction report House Manager
Ticket Sales - Online Vendini Reporting
Concessions Sales - Manual Inventory List
5. Verification of remaining cash in each box Ticket Sellers
(a ticket seller can’t verify the cash in their own box) House Manager
6. Verification of total ending cash after event Box Office Manager
7. Reconciliation of both cash boxes after Box Office Manager
they are verified by the ticket sellers
NEXT BUSINESS DAY - THIS TIMING IS VERY IMPORTANT
8. Preparation of deposit Box Office Manager
9. Reconciliation and verification of deposit and CSI Fiscal Manager
total revenue earned for the event
10. Make deposit at Student Accounts as soon as possible CSI Fiscal Manager
(make sure to include credit card receipts)
NEXT BUSINESS DAY AFTER DEPOSIT IS MADE
11. Verify that the deposit receipt from the CSI Fiscal Manager
Student Accounts Office matches the
transaction recorded in Banner.
END OF FISCAL YEAR - JUNE 30th
When returning the cash box at the end of the year, please see the Accounts Payable
Office to reconcile and prepare final year-end deposit.
