Section 4. Fundraising

Our Student Organization Handbook is currently being reviewed and updated. Please note that some information may be outdated or inaccurate during this time. Stay tuned for the latest version coming soon. If you have any questions, feel free to contact the Student Involvement and Leadership Center at getinvolved@boisestate.edu or (208) 426-1223.

The term “fundraising” in this policy refers to recognized student organizations that intend to raise additional funds through the solicitation of donations (funds and/or items), charge admission, or sell products or services. Fundraising may be for the benefit of student organizations themselves or for charitable groups.

1. If you fundraise for charity, non-profit, or philanthropic organization:
   1. Money cannot be deposited in your on-campus student organization financial account.
   2. It is recommended that the money go directly to the charity, non-profit, or philanthropic organization.
   3. Any checks from donors should be made out to the charity, non-profit, or philanthropic organization. 
2. Before a student organization plans any kind of activity to raise money, the organization is required to complete an Event Registration. Depending on the complexity of your fundraising efforts, recommended timelines may vary from one (1) week to six (6) months prior to the beginning date of the fundraiser.

Fundraising, solicitation for donations, and general publicity for a commercial purpose by recognized student organizations either on or off-campus require pre-approval from Student Involvement and University Advancement to ensure existing contracts and donor relationships are honored. On-campus, these activities may take place only at designated, reserved locations, if available. Complete an event registration through your organization’s page on CampusGroups to get approval for your activity and request space if needed. On-campus activity must remain at the assigned location. See Boise State Policy 1100 for additional details.

Online crowdfunding campaigns are a popular and effective fundraising tool for student groups. Resources such as GoFundMe, Kickstarter, Fundly, Givebutter, Bonfire, Snowball and 99Pledges, cannot be used in connection to your on-campus student organization financial account or Boise State University.  All funds from these types of resources must be deposited in an off-campus bank account. 

University Advancement has an online fundraising platform available for student groups called PonyUp. Using this platform allows you to collect donations through the Boise State University Foundation and will allow your donors to make tax-deductible donations. To learn how to start a PonyUp campaign for your organization visit PonyUp Crowdfunding.

Cash and noncash donations can be accepted into an on-campus student organization financial account if those donations meet specific criteria. After submitting an Event Registration, Student Involvement will connect you with University Advancement if you are soliciting donations or sponsorships from off-campus groups. Organizations may only solicit tax-deductible donations that will contribute to the mission of the university — in other words, each event or activity must have an educational, research, cultural or public service purpose. In addition:

• Donations must be used in accordance with the purpose for which they were collected.
• All donations that are tax-deductible must be processed with the University Foundation.  
• Tax-deductible donations can be made via check (made out to Boise State Foundation) or via credit/debit card on the Boise State University Foundation website.
• Cash donations are not eligible for a tax credit and must be deposited into the student organization’s on-campus financial account. 

The Boise State University Foundation can help a student organization set up a special Foundation account to receive tax-deductible donations. Student Involvement will connect you with the Foundation to set-up the account. 

All Foundation account deposits are made at the University Advancement office. A Foundation deposit form for student clubs is required along with the funds. Once the deposit is processed, the Foundation will provide the business or individual with a form they can file with their taxes. 

All funds raised through the Foundation become university-based funds. Use of these funds must follow the standard university-based funds process and policies.

1. If your organization wants to fundraise by selling tickets, t-shirts, buttons, books or other items and deposit the funds into your on-campus student organization financial account, you must fill out an Event Registration via CampusGroups and attach a list of all items to be sold at least one (1) week prior to the date of the proposed fundraiser. Review of promotional items takes longer and must be submitted at least three (3) weeks in advance. 
2. If your organization has an event on campus with a performer/speaker/vendor who would like to sell merchandise (such as books, posters, or clothing), the performer/speaker/vendor must submit a  Merchandise Exemption Form with University Event Services. The BroncoShop has exclusive selling rights for merchandise on campus (similar to Dining Services and catering rights and Coke and pouring rights), so any entity selling similar items must be reviewed for approval of sales on campus. If books will be sold, an ISBN must be included on the form. 
3. If an organization wishes to sell items that include the Boise State University name, the student organization must use a licensed vendor from the university. 
4. Food is rarely allowed to be sold on campus due to existing university food contracts, along with health and safety regulations. Be sure to consult with your Student Organizations Coordinator in advance to ensure that the activity is within the university policies. This process does require submitting an Event Registration and advanced planning. 
5. If your organization chooses to sell merchandise or food off-campus and deposit the funds into your off-campus bank account, it is recommended to have procedures in place for: 
   1. Inventory control – controlling access to inventory, issuing items to be sold, verifying quantities of unsold items returned, physical inventory counts, ordering merchandise, and receiving purchases.
   2. Revenue control – safeguarding assets under your control, receiving sales proceeds, reconciling cash and sales, and depositing sales proceeds. 
   3. Accounting – verifying deposit of proceeds, verifying the accuracy of inventory receiving, preparing vouchers, reviewing physical inventory results, preparing financial reports, and reconciling change in inventory. 
   4. Authorization – approving invoice payment and reconciliations and reviewing asset variances. Student organizations wishing to conduct sales of food or beverages on university property must receive approval prior to the sale, and are responsible for meeting all health and safety regulations.

Raffles may not be held by student organizations recognized by the university. A raffle is defined as purchasing a chance to win something (a pen, TV, gift cards, etc.).  Using an actual raffle ticket for a door prize is permitted, as long as attendees are not required to pay for the raffle ticket and everyone has an equal chance of receiving it. Any chance drawing must be open to all without restriction.   

Raffles are considered gambling in the state of Idaho and a $10,000 per incident fine may be assessed by the state of Idaho to any agency that does not comply with federal, state, and university policies.

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Section 5. Planning and Hosting Events