For treasury and business offices.
Every office’s tickets, registrations, fees, merchandise and gifts, paid into your college’s own bank account and coded by department, GL code and fund from the sale to the deposit. Nobody splits a deposit by hand, and nothing goes live without the codes you require.
Department is for one office: $240 a month or $2,400 a year, and you sign up with your college email. Bringing the whole campus? Talk to sales
From the finance journal
A made-up day: each line carries its department, GL code and fund, and the money a chargeback holds posts against the department that made the sale.
| Date | Line | Department | GL code | Fund | Amount |
|---|---|---|---|---|---|
| Oct 14 | Sales | Athletics | 4410-ATH | 10-OPER | $3,240.00 |
| Oct 14 | Sales | Alumni Relations | 4620-ALUM | 20-AUX | $1,875.00 |
| Oct 14 | Refunds | Athletics | 4410-ATH | 10-OPER | −$90.00 |
| Oct 14 | Chargeback held | Continuing Education | 4730-CE | 10-OPER | −$225.00 |
Many offices, one card account
Your offices can share one card processing account. Every sale, refund and chargeback carries the department, GL code and fund of the page it came from, so athletics, alumni relations and continuing education each see their own money, and the business office sees all of it.
Card payments land in your college’s own bank account, never with TicketTuck. Card numbers are typed into fields hosted by the payment gateway, so they never touch TicketTuck’s servers, and a PCI responsibility summary for your treasury office is available on request.
Your department list
Keep your offices and departments in one list, with each one’s usual GL code and fund, and departments nested under the office they belong to. Pages pick from the list, and a page that takes money can’t go live without a GL code and fund.
Offices & accounts shows the whole structure on one page: each office, its codes, how many pages and staff it has, and where its pages are paid, with anything that needs attention in plain words.
Controls you can require
Two settings, for your college’s admins. Turning either one off asks the admin to confirm it’s them again, and emails the other admins.
Lock codes to the list
Every paid page must use a department on your list, with exactly its GL code and fund.
Approval before going live
Paid pages wait for an admin’s approval. An admin approves exactly the version sent, or sends it back with a note.
Codes stay put
Only your college’s admins can change a live page’s department, GL code or fund, and each change is logged with what it was before.
Refunds by admins only
Only admins refund, an office admin for their own offices, and every refund is logged.
Office-only access
Limit a staff member to their own offices. They see and edit only those offices’ pages and orders, and their finance export covers only that money.
A reconciler can be given the finance files, the Deposits file and card disputes without seeing buyers’ contact details, because the files hold none.
A Deposits file that matches the bank
Card payments reach your bank in settlement batches, not by the day of each sale, so a journal by sale day never matches the deposits. The Deposits file does: each batch as it was deposited, its total beside the bank’s, split above it by department, GL code and fund, with payments still settling shown as pending.
If your card fees are taken from each deposit, the file says so and leaves a column for the fee from your processor’s statement. TicketTuck never estimates fees.
From the Deposits file
The same day’s card payments as they reached the bank: the batch total matches the deposit, split by department.
| Settled | Line | Department | GL code | Fund | Sales | Refunds | Net |
|---|---|---|---|---|---|---|---|
| Oct 15 | Allocation | Athletics | 4410-ATH | 10-OPER | $3,240.00 | $90.00 | $3,150.00 |
| Oct 15 | Allocation | Alumni Relations | 4620-ALUM | 20-AUX | $1,875.00 | $0.00 | $1,875.00 |
| Oct 15 | Batch total | $5,115.00 | $90.00 | $5,025.00 |
Chargebacks, gifts and checks
A chargeback is recorded against its order, so against the office that made the sale. The journal posts the held amount under the sale’s codes when it opens, and posts it back if you win. Its tickets not yet used are held at the door, and released if you win. Every dispute is listed with its office and codes, ready to download.
A gift to a named fund, or one added to a ticket order, can post under its own GL code and fund, apart from the sale, and so do its refunds. Receipts can state the tax-deductible part of a gala ticket.
When a school or company pays an invoice by check or transfer, your admins record it with its reference, and it posts on the day it was paid, under the order’s own codes.
Questions
How is each office’s money kept apart?
Every order carries its office’s department, GL code and fund, and so does every refund and chargeback against it. The finance export breaks payments out by department, GL code and fund, net of refunds, and the Deposits file splits each bank deposit the same way.
Can we require GL codes before a page goes live?
Yes. A page that takes money can’t go live without a GL code and fund, and you can require that every paid page uses a department from your list with exactly its codes, and waits for an admin’s approval.
Can staff see only their own office?
Yes. Limit a staff member to their offices, and they see only those offices’ pages, orders and money. Their finance export covers only that money.
Why doesn’t our journal match the bank deposit?
Card payments settle in batches, not by sale day. The Deposits file lists each batch as it reached the bank, split by department, GL code and fund, so the batch total matches the deposit.
Who can issue refunds?
Your admins, and an office admin for their own offices. Every refund is logged, and a refund posts against the office, GL code and fund of the sale.
Does TicketTuck ever hold our money?
No. Card payments go straight into your college’s own bank account.
More for your campus
Athletics
Game pages, season tickets and series passes, and scanning at every gate on any phone.
Conferences
Passes, early rates, a workshop each guest picks, and invoices or purchase orders.
Campus merchandise
Caps and gowns, apparel with names and sizes, yearbooks, pickup or shipping, and sales tax.
Or see every office on campus.
Your next event can be on sale today.
Department is for one office: $240 a month or $2,400 a year, and you sign up with your college email. Campus covers every office on campus from $4,800 a year, billed yearly by invoice, and System is priced with you. TicketTuck never adds a ticket fee.
Bringing the whole campus or a system? Talk to sales
Talk to us about your business office
Tell us how your offices take payments today and how deposits are reconciled. We’ll show you the finance export and the Deposits file with your own departments and codes.
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