Fundraising Events and Project Approval and Coordination Policy

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 at least three weeks prior to the event to one of the following individuals:

  • Director of Athletics – All athletic related projects. Upon approval the Director will forward a copy of the project form to the Executive Director for Institutional Advancement and Alumni Relations and Vice President of Finance and Operations.
  • Vice President of Instruction – All instructional program and activity (rodeo, performing arts, e-sports, and dance) related projects. Vice President will forward a copy of the project form to the Executive Director for Institutional Advancement and Alumni Relations and Vice President of Finance and Operations.
  • Vice President of Students/Enrollment Management – All student clubs/organization related projects. Vice President will forward a copy of the project form to the Executive Director for Institutional Advancement and Alumni Relations and Vice President of Finance and Operations.

The office of the Executive Director for Institutional Advancement and Alumni Relations will serve as a central coordinating office for tracking all fundraising projects and initiatives. The Executive Director will maintain a master list of fundraising projects approved by the Vice Presidents and Athletic Director.
The project coordinator/sponsor/coach 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/sponsor/coach 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 Director of Athletics/Vice President 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. Artwork must be coordinated and approved by the Coordinator of Marketing Communications prior to purchase or printing.
  • 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/sponsor/coach is personally responsible for all financial liabilities which occur. Operational funds will not be used to offset any costs associated with fundraising projects.

Revision Dates: 06-18-2019, 04-18-2015, 01-15-2008, 01-30-2007, 09-20-1999.

Policy Number: 

500-30

Policy Type: 

Administrative Policy

Adoption Date: 

Monday, October 19, 1998

Review Date: 

Tuesday, June 18, 2019

Revision Date: 

Tuesday, June 18, 2019