Objective

To provide guidance regarding the use of Covenant Health Park (Tennessee Smokies’ ballpark) for university events.

Scope

Boyd Sports, LLC leases Covenant Health Park from Knox County, which owns the facility. Because President Boyd is the owner of Boyd Sports, it is important that appropriate controls be implemented to ensure compliance with UT policy and applicable state law regarding UT’s business relationship with Boyd Sports. Accordingly, the following process must be followed for all contracts, purchase orders, or other arrangements with Boyd Sports by a UT department, college, campus, or institute to purchase tickets, merchandise, or food, or to rent space, for Knoxville Smokies baseball games or other events held at Covenant Health Park.

Roles

The campus Chief Business Officer, or designee, must preapprove all events at Covenant Health Park (Tennessee Smokies’ ballpark).

Procedure

A Master Agreement (9500154894) exists between Boyd Sports, LLC d/b/a Knoxville Smokies Baseball (“Supplier”), and The University of Tennessee. University units must follow these steps when planning events at Covenant Health Park:

1. All such requests must be preapproved by the Chief Business Officer (or designee) using the Covenant Health Park Event Pre-Approval Form located at forms.utk.edu. Information including the business purpose of the event, contract pricing option, event date, number of attendees, total cost and cost per attendee must be noted on the form.
2. All such transactions must be paid for using funds from unrestricted donor accounts. No state appropriated funds or student tuition or fees may be used for such purposes.
3. Units must initiate a purchase requisition against Master Agreement 9500154894. Seasonal pricing defined in schedule A of the Master Agreement will be updated annually. Documentation of CBO preapproval must be attached to the purchase requisition in the university ERP.
4. No such transactions should be made with a UT procurement card.
5. This procedure does not apply to (a) any purchases by UT from authorized third-party vendors operating at Covenant Health Park; or (b) any purchases of tickets, merchandise, or food, or for space rentals, by an individual UT employee.

Penalties/Disciplinary Action for Non-Compliance

Any employee failing to gain preapproval for the arrangement, violating signature policy on contracts, or using unauthorized forms of payment is subject to disciplinary action under university policies.

Campus Responsible Official & Additional Contacts

This Campus Responsible Official and Additional Contacts section contains those who are responsible or share certain policy responsibilities, organized by subject matter, such as monitoring compliance with the policy, providing additional guidance on policy clarifications, organizing policy training, updating the policy, etc.

Subject Matter	Office Name	Telephone Number	Email/Web Address
Policy Clarification and Interpretation	AVC, F&A	(865) 974-1000	avcfinadmin.utk.edu
Policy Training	AVC, F&A	(865) 974-1000	avcfinadmin.utk.edu

Related Policies/Guidance Documents

FI0405 – Procurement