RAISING FUNDS

1. RAISING FUNDS REVENUE INCOME EVENTS & FUNDRAISING

2. Revenue Income Events BUSINESS PLAN

3. PROCEDURES

4. PRIOR TO RIE • FOUR weeks-submit PURCHASE REQUEST if any merchandise/material is needed for fundraiser • Five business days submit: • RIE REQUEST FORM • BUSINESS PLAN • INVENTORY RESERVATION & LOG • LAST business day prior to fundraiser pick up: • Cash box • Receipt book • Till fund • Inventory • Tickets

5. DURING THE RIE • Complete a RECONCILIATION FORM • Update the INVENTORY REQUEST AND LOG • Follow the INVENTORY, CASH HANDLING AND SALES POLICIES

6. AFTER THE RIE • Complete the RESULTS FORM • Make an appointment with Administration and return within ONE business day of the RIE: • Cash box • Receipt book • Till fund • Unsold inventory items and tickets • Forms (Reconciliation Form, Inventory Reservation and Log, Results Form)

7. POLICIES

8. INVENTORY • Ship ordered merchandise to UREC • University Recreation-Club Sports 155 N. Stadium Drive HPER 225 Fayetteville, AR 72701 • Administration will complete inventory with UREC system • Pick up merchandise and/or tickets ONE business day prior to RIE and return items ONE business day after fundraiser

9. CASH HANDLING • Keep RIE monies separate from personal monies • Inventory/Fund Manager-one at a time • DOCUMENT…DOCUMENT…DOCUMENT all exchanges of monies • Use a locked cash drawer

10. SALES PROCEDURES-cash • Accept cash ONLY when an official receipt can be produced • Count coins if packaged/strapped • Reconcile monies at the end of each shift and DOCUMENT on RECONCILIATION FORM • Make sure inventory matches cash on hand • Return all monies and till fund ONE business day after completion of fundraiser

11. SALES PROCEDURES-check • Make payment to the University of Arkansas with club name in check memo line • Endorse checks immediately with provided Club Sports stamp • Make sure each check has the following information: • Customer’s name • Local address • Telephone number • Routing number • Check number • Student, employee, or other identification number • Verify identity of each check with photo-id • Never accept a post-dated check, IOU’s, or third party checks

13. SALES PROCEDURES-receipting • Receipts must be pre-numbered and issued in sequential order • Must contain the following information: • Date issued • Receipting cashier (Inventory/Fund Manager) • Name of payer • Net amount received • Sufficient info to identify purpose of payment • Form of payment (check or cash) • Give top copy to payer, retain bottom copy • Never alter receipts-always VOID them • Never issue a receipt for a zero or negative net amount

14. SALES PROCEDURES-ticketing • Tickets may be used in lieu of receipt for admission • Complete both portions of ticket. • Retain kept portion of ticket and return to Administration

15. FUNDRAISING Event

16. Differences between events • Fundraising Event • Cannot give any goods/services in exchange for money • Checks must be written to “University of Arkansas Foundation” • Inventory Reservations and Give-Away Log does not need to be completed if no items will be given away during the event

17. remember • All money, receipts, inventory, and forms MUST be returned within one business day of the event. • All events must be approved first before any type of advertising can begin. • Plan ahead for events and give yourself enough time to organize the event and purchase any needed supplies/merchandise.

18. QUESTIONS?