Administrative Procedure 8.571 Administrative Procedure 8.571

Administrative Procedure AP 8.571, University of Hawai‘i at Mānoa Athletics Ticket Sales for Events that are not University of Hawai‘i Athletic Competitions and that Involve Payments to Non- University of Hawai‘i Entities

Administrative Procedure Chapter  8, Business and Finance
Administrative Procedure AP 8.571, University of Hawai‘i at Mānoa Athletics Ticket Sales for Events that are not University of Hawai‘i Athletic Competitions and that Involve Payments to Non- University of Hawai‘i Entities
Effective Date:  October 2014
Prior Dates Amended:  November 2012
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: RP 8.201, Contracts and Official Documents
Review Date:  August 2018

To establish procedures when any event conducted by UH Mānoa Athletics or for which tickets are sold using the UH Mānoa Athletics ticket system which (1) is not a University of Hawai‘i athletic competition and (2) which requires or may result in a payment to a non-UH entity shall require a written agreement with the non-UH entity regarding the rights to and disposition of proceeds of ticket sales.

No policy specific or unique definitions apply.

A.  Background:

Executive Policy EP 8.110, Authority to Execute Contractual Documents for Ticket Sales for Non-University of Hawai‘i Athletic Events Using the University of Hawai‘i at Mānoa Athletics Ticket System, delegates to the Vice President for Budget and Finance/Chief Financial Officer the authority to execute contractual documents relating to the rights to and disposition of proceeds of ticket sales for non-University of Hawai‘i (non-UH) athletic events using the University of Hawai‘i at Mānoa(UH Mānoa) Athletics ticket system which require or may result in a payment to a non-UH entity of $25,000 or more. (For purposes of this administrative procedure, non-UH entities include groups and organizations which may be affiliated to the University of Hawai‘i for other purposes such as fund raising, and any other entities which are not under the authority and control of the Board of Regents of the University of Hawai‘i.)

Executive Policy EP 8.110 further delegates authority to Chancellor to execute contractual documents relating to such ticket sales which require payments of amounts less than $25,000.

B.  Procedure:

Any event conducted by UH Mānoa Athletics or for which tickets are sold using the UH Mānoa Athletics ticket system which (1) is not a University of Hawai‘i athletic competition and (2) which requires or may result in a payment to a non-UH entity shall require a written agreement with the non-UH entity regarding the rights to and disposition of proceeds of ticket sales.    Such agreement shall not allow payments from proceeds of the ticket sales to be made to non-UH entities until after the event has been conducted, and then only after all costs incurred by the University of Hawai‘i (including ticketing and transactional fees) have been recovered and any facilities use fees, rentals and other fees agreed upon and owing to the University of Hawai‘i have been received by the University.  In addition, payments shall not be made to an entity who is not a party to the agreement, except in the case of donations received in conjunction with ticket sales using the University of Hawai‘i at Mānoa Athletics ticket system. Such donations may be paid to the University of Hawai‘i Foundation. 

The agreement must be approved by the Athletics Director and the Chancellor with a copy of such approval being sent to the President.  Agreements under this procedure which require or may result in a payment to a non-UH entity of $25,000 or more may only be executed by the President or designee. Agreements which require payments of lesser amounts shall be executed by the Chancellor.

No ticket sales may commence until and unless such an agreement has been executed, and then only in accordance with such agreement and upon approval by the Athletics Director, which approval shall be an indication that all necessary requirements of the agreement have been complied with prior to such sales.    

Exceptions to this procedure may be made only with approval of the Athletics Director, the Chancellor and the President.

There is no administrative procedure specific delegation of authority.

Office of the Vice President for Budget and Finance/Chief Financial Officer at 956 8903 or kalbert@hawaii.edu.

    A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
    B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php

No Exhibits and Appendices found

    Vice President for Budget and Finance/Chief Financial Officer