USU Group/Organization Fundraising

Group/Organization Fundraising is defined as any event where the group/organization intends to raise additional funds through solicitation (funds and/or items), charging admission to a fundraising event, or selling products or services. This excludes, collecting membership fees or dues. This includes fundraisers that may benefit the group/organization, other charitable groups or an individual.

Only group/organizations that have been pre-approved by completing the Application to Raise Funds at least ten business days prior to the day of the fundraiser will be allowed to fundraise.

FAQ

Go to https://www.usu.edu/advancement/forms/group-fundraising.  Applications must be completed at least ten business days prior to the day of the fundraiser. 
The application will determine the workflow and approval process that your fundraiser event will go through.  The following information will be requested in the application:

  • Name of Student Club, Group, or Organization
  • Contact name or student club advisor name
  • Campus location
  • Email
  • Banner index to deposit funds
  • Web link to the mission statement of Student Club, Group, or Organization.
  • Will the fundraiser be a vendor at a special event?
  • Will the fundraiser have an online presence facilitating sales?
  • Fundraising event date, start time and location
  • If the fundraiser is part of a class assignment and details.
  • Purpose of the proposed fundraising event
  • Will donations be solicited from off campus persons, organizations & corporations?  If yes, you will be requested to submit a list of names, type of donation seeking, amount you hope to obtain, if they have previously supported your group and how they are related to your group or proposed activity. 
  • Who will benefit from the funds and/or profits of your fundraiser?
  • If you are co-sponsoring with another student club or organization.
  • Are you planning on charging admission, selling books, t-shirts, food, or other items in conjunction to your fundraiser?  If yes, please include the admission prices as well as a list of all items with details of the merchandise to be sold.
  • Does the event have a performer/artist who would like to sell merchandise (such as CD, posters, clothing)?  If yes, please include a list of items with details of the merchandise to be sold.   
  • Will the donor receive anything of value in return for their contribution? If yes, include description and FMV of items to be received.

Applications must be completed and approved for each fundraiser, unless the event is for the same activity on a regular basis.  For example, if the group/ organization plans to sell items every Tuesday at a table outside the Student Center for fall semester, only one application is necessary.  For multi-day fundraising, the group/organization will need to supply an end date.

Emergency fundraisers (eg. Raising money for injured student, hurricane victim):  You will need to work directly with your Financial Officer in your unit.

Applicants can expect a response via email within five business days of submitting a completed application. 

If the fundraiser has been approved, the response will include instructions pertinent to your fundraiser.

If the fundraiser is not approved, the group/organization is not allowed to hold the fundraiser.  Appeals to this decision must be directed to the Unit’s Development Officer and Financial Officer. 

A Sponsorship is a gift of cash from a business to support a university event in exchange for specific promotional benefits.  Only group/organizations pre-approved by completing the Sponsorship Application at least ten business days before reaching out to businesses will be allowed to raise additional funds through Sponsorship.

Because the University is required to pay Federal income tax on net income from advertising, it is important that the contribution be structured as a qualified sponsorship rather and not taxable advertising. 

The IRS has created guidelines to help distinguish between sponsorship and advertising.

Sponsorship:

  • Mention of location, phone number, website.
  • Value-neutral descriptions, including displays or visual depictions, of the sponsor’s product line or services.
  • Displays of brand or trade names and product or service listings.
  • Logos or slogans that are an established part of the sponsor’s identity.
  • Mere display or distribution (free or at a cost) of the sponsor’s product at a sponsored activity.

Advertising:

  • Qualitative or comparative language.
  • Price information or other indications of savings or value.
  • An endorsement or inducement to purchase, sell, or use the sponsor’s service, facility, or product.
  • A single message containing advertising and acknowledgement is considered 100% advertising.
  • Payments that are contingent on the level of attendance at events, broadcast ratings or other factors indicating the degree of public exposure.
  • The right to limit distribution of competing products or services in connection with the payment.

Group/organizations receiving advertising revenue will work with their Business Manager to report revenue amounts to the Controller’s Office.  Net income from advertising will be taxed at regular corporate rates and charged back to the group/organization.

Receiving a tax-deductible gift receipt for a donation is often referred to as a charitable contribution by the IRS.  Charitable contributions can be in the form of cash, check, credit card or personal property.  The contribution must be made voluntarily and made without getting or expecting to get, anything of equal value.  Charitable contributions received will generate a gift receipt issued by the USU Advancement Office that substantiate a donor’s charitable contribution that can then be used for tax purposes.    

A currently registered Student Organization or club sport in good standing may qualify to receive charitable contributions for their fundraiser as long as the contributions support the charitable purpose of Utah State University.   

The Application to Raise Funds process will determine if your fundraiser qualifies to receive charitable contributions.  All charitable contributions received:  

  • Must be used to benefit the group/organization as a whole and not a specific individual
  • Must be used in accordance with the purpose for which they were collected
  • Must have a USU Banner index that can accept donations
  • Must be processed through the University Advancement Office
  • Must use an on-line secure donation form created by the University Advancement Office if collecting funds via credit card.  You will need to allow 3 business days for a form to be created.
  • Must use AggieFunded as the crowdfunding platform.  More information can be found at http://www.usu.edu/aggiefunded.   Note, crowdfunding campaigns require a minimum of 4-6 weeks to plan and execute a successful campaign launch.
  • Must include description and fair market value of anything the donor received of value in return for their contribution
  • Must be familiar with USU Cash Handling Policy 530 at https://www.usu.edu/policies/530/ and complete the following:
    • Use the authorized on-line secure donation form created by University Advancement Office
    • Identify money flow and reconciliation process
    • All employees, students and/or volunteers that handle cash, credit card or e-commerce devices, must annually participate in USU’s Cash and Credit Card Handling Training.  The on-line training can be found at https://captivateprime.adobe.com/app/learner?accountId=1538#/course/517964.
  • Sponsorships sold for your group/organization or event must be processed through the University Advancement Office.  For more information, sponsorship guidelines can be found at https://www.usu.edu/advancement/staffresources/.

Yes, those types of fundraisers will fall into one of the following three categories:

  1. Groups/Organizations that are fundraising for their own organization but do not qualify to receive charitable contributions.  All donations received:
    • Must have a USU Banner Index
    • Must be familiar with USU Cash Handling Policy 530 at https://www.usu.edu/policies/530/ and complete the following:
    • Must make it clear the fundraiser is not raising funds for USU nor give the impression the donation is tax-deductible
    • Must not use the university’s tax-exempt status in organizing or operating the fundraiser

  2. USUSA club, Fraternity or Sorority fundraisers:
    • Must make it clear the fundraiser is not raising funds for USU nor give the impression the donation is tax-deductible
    • Must not use the university’s tax-exempt status in organizing or operating the fundraiser

  3. Group/Organizations that are fundraising where USU is not the intended beneficiary.  All donations received:
    • Must not deposit the funds into your Banner group/organization account
    • Must instruct donors to make checks out directly to the charity organization. If cash is collected, at the end of the event the advisor or other responsible party will take the cash and turn it into a cashier’s check or money order written to the charity. The advisor or responsible party will make sure the check is sent to the charity.
    • The sponsoring group/organization must be responsible for all costs incurred in connection with the fundraising activity
    • The charitable organization must be responsible for ensuring that its activities comply with all applicable local, state and federal laws
    • Must make it clear the fundraiser is not raising funds for USU nor give the impression the donation is tax-deductible
    • Must not use the university’s tax exempt status in organizing or operating the fundraiser

  1. Collecting donations at meetings and events.

  2. Charging admission to scheduled events such as speakers, conferences, films, tournaments, dinners and dances.

  3. Conducting sales at approved events or at Student Center outdoor tables.

  4. Soliciting donations via letter/email campaign. Solicitation letters must be pre-approved by University Advancement Office. The solicitation must be clear that donations are not tax- deductible if your organization has not received approval to solicit for charitable contributions.

  5. Crowdfunding through AggieFunded is available to Student Organizations or club sports in good standing that qualify to receive charitable contributions for their fundraiser as long as the contributions support the charitable purpose of Utah State University. For more information on how to get started go http://www.usu.edu/aggiefunded.

  6. Groups/Organizations may solicit donations from family, friends and alumni under the following criteria:
    1. Your organization must possess an internal list of contacts. USU will not provide a list or database of alumni, friends or family.
    2. The list of contacts must be vetted through the USU Advancement Office to determine potential conflicts with other USU fundraising priorities.

  7. Drawings/Raffles – The State of Utah defines raffles as a “lottery”. Such games are considered gambling in the State of Utah and as such, organizations cannot hold raffles. Instead, organizations can hold drawings for prizes, so long as no money for specific tickets are exchanged. An exemption to this is when the individual purchases a ticket for an event and their name goes into a drawing. This means they have purchased the right to be at an event and receive benefits from attending. 

  1. Fundraisers must comply with licensing and tax laws, as well as University and campus regulations.

  2. Solicitation of donations in outdoor areas is prohibited except immediately outside the Student Center, without sponsorship by an approved University Organization and/or approval of the Vice President of Business and Finance as per University Policy 343.  

  3. Student Clubs, Groups, or Organizations may not sign any contracts on behalf of the University or act as its agent as per University Policy 528.

  4. Group/Organizations planning to use an off-campus or commercial promoter to help sponsor or organize an on-campus event must contact their team club/advisor for special guidelines before making any arrangements or contractual agreement. All publicity and promotion must be clear that the function is sponsored by that organization and not as a representative of the University.

  5. Student Clubs, Groups, or Organizations must clearly identify itself when raising funds.

  6. No individual member may profit from an organization’s fundraising nor may a member be a paid participant in a fundraising event.  This is not intended to prevent legitimate and fair compensation for performance by an individual member who contributes to the event through his/her artistic, musical, dramatic, or other talent.

  7. If you are charging admission or planning on selling goods at the fundraising event, you may need to collect sales tax for the admission charge or any items sold at the fundraiser.  The Application to Raise Funds approval email you receive will indicate if sales tax needs to be collected

    1. If you are selling branded goods, you are required to pay royalties on those goods. The licensee will collect and pay the royalties to the university on your behalf.

  8. Student Clubs, Groups, or Organizations should be aware of and adhere to the brand standards of Utah State University per University Policy 510.

    1. No restricted logos will be used (Bull or President Seal)
    2. All prints, uniforms, clothing, etc. must be produced by a USU Licensed vendor only.
    3. The University Trademark Review Process must be followed.

  9. Students and advisors should participate in the Cash and Credit Card Handling Training to learn and agree to the University cash handling procedures.  The on-line training can be found at https://360.articulate.com/review/content/1d178468-1a9b-4dba-8fff-4dd13c6d2ac8/review

After approval, please contact USU Event Services at https://events.usu.edu/ to reserve a space on campus to hold your fundraiser.

Useful Links:

USU Cash Handling Policy
USU AggieFunded
Sponsorship Guidelines
Cash and Credit Card Handling Training
Event Services