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Category:
Financial
Student Affairs


Responsible Office:

Procedure Title:
Intercollegiate Athletics, Fiscal & Accounting Procedures

Document Number:
7008

Effective Date:
September 01, 2008


This procedure item applies to:
State-Operated Campuses

Table of Contents
Summary

Process
Forms
Related Procedures
Other Related Information
Authority
History
Appendices

Summary

The State University of New York Board of Trustees has demonstrated a long standing commitment to intercollegiate athletics as an integral component of the University’s educational experience. These procedures provide greater flexibility in the operation of intercollegiate athletics programs in recognition of upgraded campus athletics programs and associated National Collegiate Athletic Association (NCAA) policies. These procedures apply to all levels of intercollegiate athletic competition (i.e., NCAA Division I, II, III, or other authoritative body). Institutional control requirements are governed by the prescribed mandates contained in the NCAA constitution - Article 6 of the annual NCAA Manual for each of the three membership divisions. For intercollegiate athletics programs not associated with the NCAA, institutional control requirements will be governed by those applicable to NCAA Division III institutions (excluding section 6.3 Self-Study and Evaluation). 

Process

I. General

In accordance with State University Board of Trustees policy, the campus Intercollegiate Athletics (IA) Board shall formulate the annual intercollegiate athletics budget and recommend it to the campus president for approval. The annual budget shall include all available and expected funds for intercollegiate athletics from any and all sources and shall set forth total expected expenses for intercollegiate athletics.


II. Fiscal and Accounting Procedures

III. NCAA Reporting Requirements

NCAA reporting requirements with respect to each of the three membership divisions are detailed in the respective divisional manuals. For intercollegiate athletics programs not associated with the NCAA, reporting requirements will be governed by those applicable to NCAA Division III institutions (excluding section 6.3 Self-Study and Evaluation).

NCAA Division I

To comply with the requirements outlined in the NCAA Division I Manual – Constitution (Section 6.2.3) all expenses and revenues for or on behalf of a Division I member institution’s intercollegiate athletics programs, including those by an outside organization, agency or group of individuals (two or more), shall be subject to an annual agreed upon procedures engagement approved by the Division I membership (in addition to any regular financial reporting policies and procedures of the institution) conducted for the institution by a qualified independent accountant who is not a staff member of the institution and who is selected either by the institution’s president or by an institutional administrator from outside the athletics department designated by the president.

NCAA Division II

To comply with the requirements outlined in the NCAA Division II Manual – Constitution Article 6 Institutional Controls (Section 6.2.3.1) at least once every three years, all expenses and revenues for or on behalf of a Division II member institution’s intercollegiate athletics programs, including those by an outside organization, agency or group of individuals (two or more), shall be subject to an agreed upon procedures engagement approved by the Division II membership (in addition to any regular financial reporting policies and procedures of the institution) conducted for the institution by a qualified independent accountant who is not a staff member of the institution and who is selected either by the institution’s president or by an institutional administrator from outside the athletics department designated by the president.

NCAA Division III and other programs

To comply with the requirements outlined in the NCAA Division III Manual – Constitution Article 6 Institutional Controls (Section 6.2.3) all expenses and revenues for or on behalf of a Division III member institution’s intercollegiate athletics programs shall be subject to the institutions regular financial audit. In particular, additional revenue and expenses associated with outside groups or individuals shall be included in this audit. 


The independent accountant will perform procedures in accordance with Attestation Standards established by the American Institute of Certified Public Accountants. A Statement of Revenues and Expenses must be presented in conformity with generally accepted accounting principles (GAAP) or with a comprehensive basis of accounting other than GAAP.

The independent auditor shall also issue a report on the internal control structure based on the assessment of control risk made as part of the audit of the statement of revenues and expenditures. In addition, as part of the audit requirement, campuses shall provide a comparison of actual revenues and expenditures related to the intercollegiate athletics programs (from both internal and external sources) to budgeted amounts.

The independent accountants agreed upon procedures report and any other related reports or correspondence on internal controls are to be presented to the campus president. The agreed upon procedures report should be completed and presented to the campus president on or before the January 15 following the end of the fiscal year.  For Division I and II institutions, the president shall transmit a copy of the agreed upon procedure report and any other related reports to the University Controller’s Office within 30 days of issuance.

The campus president, IA Board or the university auditor may request additional information, agreed upon procedures, internal control evaluations or other procedures to be performed on the athletic department and affiliated outside groups.

 


Forms

There are no forms relevant to this procedure.


Related Procedures

There are no related procedures relevant to this procedure.


Other Related Information

Intercollegiate Athletics

NCAA Agreed Upon Procedures Guidelines

NCAA Manual.


Authority

Tuition, Fees and Charges (8 NYCRR 302.1) 

State
University
Board of Trustees Resolution 98-86 adopted June 23, 1998.

 

State University Board of Trustees Resolution 98-85, adopted June 23, 1998.

 

State University Board of Trustees Resolution 98-84 adopted June 23, 1998.


History

Amended – September 2008

Amended – December 20, 2000

Amended – August 25, 1989

State University Board of Trustees Resolution 98-86 adopted June 23, 1998.

 

State University Board of Trustees Resolution 98-85, adopted June 23, 1998.

 

State University Board of Trustees Resolution 98-84 adopted June 23, 1998.

 

State University Board of Trustees Resolution 96-171, adopted October 25, 1996.

 

State University Board of Trustees Resolution 96-73, adopted May 29, 1996.

 

State University Board of Trustees Resolution 93-263, adopted December 14, 1993.

 

State University Board of Trustees Resolution 88-219, adopted October 26, 1988.

 

State University Board of Trustees Resolution 88-79, adopted May 24, 1988.

 

State University Board of Trustees Resolution 86-105, adopted May 28, 1986.

 

State University Board of Trustees Resolution 86-104, adopted May 28, 1986.

 

State University Board of Trustees Resolution 84-170, adopted September 26, 1984.

 

State University Board of Trustees Resolution 73-112, adopted April 25, 1973.

 

State University Board of Trustees Resolution 67-386, adopted November 9, 1967.


Appendices

Appendix A - Sample Statement of Revenues and expenditures