Holiday Closure
CU System Administration, the OUC, and FSS Help will be closed on Monday, May 27, in honor of Memorial Day. We will reopen Tuesday, May 28, for normal business hours.
CU System Administration, the OUC, and FSS Help will be closed on Monday, May 27, in honor of Memorial Day. We will reopen Tuesday, May 28, for normal business hours.
The organizational unit hosting a fundraising event is responsible for:
To initiate a campus sponsored material fundraising event, the OUC requires the organizational unit to submit the Fundraising Authorization form, the Event budget, draft publicity , and (if appropriate) the Campus Alcohol Authorization form.
The Fundraising Authorization (FA) form is used to create a new or reactivate an existing SpeedType. This SpeedType must be set up in Fund 34 and is used to account for all financial activity associated with the material fundraising event.
The Event Budget must identify the revenues and expenses for the material fundraising event. The budget should demonstrate that the material fundraising event should either (1) yield a surplus after subtracting the expenses of conducting the event from the revenues collected, or (2) have sufficient funds from other appropriate resources to cover any anticipated deficit in the case where the non-tangible benefits (e.g., donor cultivation) justify proceeding with the material fundraising event. The budget may be submitted in any financial format preferred by the organizational unit; for a suggested format, see the Fundraising Event Budget template in the related resources.
Drafts of planned publicity materials, such as save-the-date cards, written invitations, announcements, online web pages, or flyers demonstrate that the disclosures:
If net proceeds are adding to a pure or quasi endowment:
If net proceeds are establishing a pure endowment:
Org Unit staff should also work with campus Advancement and the CU Foundation to establish appropriate disclosure language if net proceeds are to go to an endowment.
The Campus Alcohol Authorization form must be submitted along with the FA form to activate or re-activate a fundraising event ST if alcohol will be provided at the event.
Additional Event Documentation
Fundraising Agent Agreement - If the organizational unit is using a fundraising agent, complete the Fundraising Agent Agreement, and submit the agreement to the organizational unit’s officer for signature. The Fundraising Agent Agreement must undergo the campus’ contract review process for execution, and a copy of the agreement must be submitted to the Office of University Controller (See the Fundraising Agent Agreement template in the Resource section below). The Fundraising Agent Agreement does not pertain to CU students.
Pre-Event Planning
Fundraising Event SpeedType Set-up
The Office of University Controller will review all submitted documentation and provide any needed changes in order to ensure the material fundraising event is authorized in a timely fashion.
The hosting organizational unit will plan, conduct, and administer the fundraising event, which includes the responsibilities detailed below.
Note: If a donor is requesting to pay for an event using split payments, where the charitable gift portion is paid from a private foundation, donor advised fund, or qualified charitable distribution from an Individual Retirement Account, and the non-gift portion is paid by an individual or company, the University cannot accept these types of split payments for fundraising events, except in very limited circumstances. This applies to events with payments to the University or to the CU Foundation. Please contact the Fundraising Events & Gift Compliance Specialist if you have a donor requesting this type of payment for your event.
Responsibilities:
Event Auctions, then:
No later than 60 days after the conclusion of the material fundraising event, the hosting organizational unit will submit the following documents to the Office of University Controller:
For donors remitting less than $75, where the donor received goods and/or services from the University, the hosting organizational unit may either:
The Office of University Controller will:
Questions about these procedures should be directed to the Fundraising Events & Gift Compliance Specialist in the Office of University Controller, who will consult with the Associate Vice President & University Controller, as appropriate.
Exceptions
Unless approved by the Associate Vice President & University Controller, there are no exceptions to this procedural statement. Requests for approval of exceptions must be submitted through the campus controller's office.
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