Transcript fundraising - Intramural Recreational Sports

RAISING FUNDS
REVENUE INCOME EVENTS & FUNDRAISING
REVENUE INCOME EVENTS
BUSINESS PLAN
PROCEDURES
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
DURING THE RIE
• Complete a RECONCILIATION FORM
• Update the INVENTORY REQUEST AND LOG
• Follow the INVENTORY, CASH HANDLING AND SALES
POLICIES
AFTER THE RIE
• Complete the RESULTS FORM
• Make an appointment with Administration and
return within ONE business day of the RIE:
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Cash box
Receipt book
Till fund
Unsold inventory items and tickets
Forms (Reconciliation Form, Inventory Reservation and Log,
Results Form)
POLICIES
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
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
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
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:
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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
SALES PROCEDURES-RECEIPTING
• Receipts must be pre-numbered and issued in sequential
order
• Must contain the following information:
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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
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
FUNDRAISING EVENT
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
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.
QUESTIONS?