unexpended SGA funds remaining after completion of the activity return to the SGA.
402.6 Step 5: Planning Review Planning Fundraisers( Section 403) and Marketing Activities( Section 204) for planning and download the Fundraiser Checklist for a helpful timeline. If your fundraiser includes tabling or an event, check out Planning Activities( Section 203) for more information and an Activity Checklist. All fundraising expenses should be tracked to ensure proper management of funds; the Budget Tracking form is available for use.
402.7 Step 6: Post-Fundraising Requesting parties are required to submit the Post Event Report and budget to the Student Life Coordinator within one( 1) week of the fundraiser and present the results at the next SGA meeting. A Budget Tracking form is available for use. Fundraisers that utilized significant funding or resources may be required to do additional presentations.
Students are responsible for the appropriate disposal of all marketing materials after the fundraiser is over. All funds should be deposited within one( 1) week of the fundraiser completion.
403 Planning Fundraisers
When planning fundraisers, students must adhere to the parameters listed under Planning Activities( Section 203), as well as the stipulations listed below. If the fundraiser will utilize any print or digital marketing, students must follow the steps outlined in Marketing Activities( Section 204).
403.1 Prohibited Activities Any activity that is construed as gambling is strictly prohibited. Prize drawings and contests must adhere to the stipulations outlined in the Promotions Process at EFSC. Students are also not permitted to sell commercial items off campus on a door-to-door basis. Off-campus fundraising is generally denied as it presents a conflict with the College Foundation’ s fundraising efforts for student scholarships; exceptions may be made on a case-by-case basis.
403.2 Management of Funds All fundraisers must manage donations through a college agency account. The club or group may request to open one if they plan on recurring activities, or they may utilize a designated campus account for a one-time fundraiser by contacting the Student Life Coordinator. The process for opening and maintaining a college agency account is outlined in Club Finances( Section 109).
If the club or group is donating the funds to a charity, the agency account will have to be set up with the EFSC Foundation. The Foundation will then be able to generate a donation check for the recipient with a confirmation for tax purposes. The Student Life Coordinator can help the club or group identify the need for a Foundation account when the Fundraising Request is submitted.
Legal tender( cash, checks, drafts, money orders, credit cards, etc.) must be thoroughly documented and kept secure. The fundraising sponsor and involved students are directly responsible for the money raised. Any mismanagement of the funds will be immediately reported to the Associate Dean of Student Life and the Dean of Students and could result in serious consequences.
All funds should be deposited within one( 1) week of the fundraiser completion. Deposits shall be made through the Cashier’ s Office, and the deposit forms should clearly note the fundraiser and club or group
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