Fundraising Events, Project Approval and Coordination

Any Pratt Community College organization, group, department, or individual, including the PCC Foundation, its subordinate organizations - Alumni Committee, Booster Club, athletic teams, student groups, and sponsors of fundraising events or projects must complete a Request for Fundraising Project Approval Form prior to holding the fundraising activity. The form should be submitted online to the Vice President of Students/Enrollment Management at least three weeks prior to the event.

The fundraising activity must be approved by the Vice President of Students and the Vice President of Finance & Operations. The Vice President of Students/EM will maintain an annual calendar of events/projects. A list will also be on file in the Vice President of Students/EM office and a list may be accessed via K:\users\common\Fundraising. The sponsor will contact the Vice President of Finance & Operations before the event or project is promoted to ensure that all laws and regulations concerning sales taxes and accountability/deposit of funds will be observed. The Request for Fundraising Project Approval Form is available on the intranet list of online forms.

If the project includes one of the following transactions:
• Contractual agreement with vendor
• Purchase of goods and services with an outside vendor (t-shirt printing, candles, food, etc)
• Payment of registration fees, airline tickets, deposits, pre-payment
• Awarding of cash prizes

The project coordinator is responsible for:
• Providing a summary sheet outlining the process and details of the fundraising project, including the auxiliary account where the funds will be deposited. This should be submitted to the Vice President of Students when the approval form is submitted.
• For printed items, such as t-shirts, calendars, hats, the artwork for the item must be submitted with the approval form.
• Collecting and retaining receipts for all funds deposited into auxiliary account.
• For projects which award cash prizes, a purchase receipt or ticket must be provided to all participants. This receipt will be requested from the recipient when cash prize is awarded.
• For projects which award cash prizes, an expense/revenue report, including a listing of award recipients must be provided PRIOR to the awarding or pay out of cash prize.
• Projects which award cash prizes, require pre-payment, or require deposits – all funds must be raised prior to transaction.
• Project coordinator is personally responsible for all financial liabilities which occur. Operational funds will not be used to offset any costs associated with fundraising projects.

This replaces policy dated Jan-30-2007, Oct-25-2005