University Sponsored Fundraising Events

Fundraising News

Fall 2012 Fundraising Event Training and Issues Forums

As many of you know, it takes a village to conduct a fundraising event at the university! The fall training sessions included presentations by various university offices and the CU Foundation to assist you in planning and conducting a fundraising event. Here is a brief description of the presentations and a link to the presentation materials.

• Karen Ichiba, Office of University Controller, presented the "how to conduct" a fundraising event session. All handouts are available on the Fundraising Events webpage. Two flowcharts were highlighted in training: the Fundraising Events Process flowchart and the Sponsorship flowchart (process for accepting sponsorship payments at the University).
• Joe Tinucci, Office of the Treasurer, presented information for accepting credit cards. Discussion focused on merchant accounts, online services, associated costs, and credit card security issues.
• Darlene Morrow, Procurement Service Center, made available information covering catering contracts. Although the handouts refer to official functions, the documents pertain to both fundraising events and official functions that are purchasing catering services.
• Mary Beacom, UCD Risk Management, covered procedures and approvals for events on and off the UCD campus. Discussion also focused on campus guidance for events with alcohol.
• Sarah York, UCB Campus Alcohol Agent, covered guidance for events with alcohol on the Boulder campus. Sarah distributed a copy of the new interactive chart that can help you determine what kind of event you are having, and requirements for your event.
• Jamie Duvall, UCCS Risk Management, covered procedures and approvals for events on and off the UCCS campus.
• Susan Szpyrka, UCCS Senior Associate Vice Chancellor, Administration and Finance, briefed attendees of the soon-to-be issued revised campus alcohol guidance and procedures.
• Scott Dunn and Debbie Beachman, CU Foundation, covered the role of the CU Foundation with regards to the university in general and also fundraising events. Discussion focused on common fundraising related issues, IRS compliance, gifts to the CUF, and cost sharing of expenses.
• Jane King, Office of University Controller, presented helpful information for those non-fundraising events that cost share expenses with the CU Foundation. Although the cost sharing of an activity is not part of a fundraising event, many of the session attendees are also responsible for the preparation and submission of this type of activity for their office, so we added this bonus info. session!

Fundraising Events and Alcohol Provision

The Office of University Controller monitors material fundraising events for financial compliance, including the compliance of the purchase of alcohol for your event. Your campus is responsible for the policies/procedures for the provision/serving of alcohol at your event. Each campus has reviewed and revised their alcohol policies/procedures in the past year. If you are serving alcoholic beverages at your event (University purchase, cash bar, or donation of alcohol), please contact your campus Risk Management office to determine if your event complies with all state/local regulations and campus specific policies/procedures.

Please note:

UCD campus - The Fundraising Authorization (FA) form contains an additional signature line if alcohol will be provided at the event but without a university purchase. For example, a cash bar or donation of alcohol to your event, will require the signature of an Organizational Unit Officer. This signature verifies to OUC that the Officer is aware of this event and is certifying the Risk Assessment for Serving Alcohol by University Risk Management.

UCB campus - Events with alcohol are required to complete the Event with Alcohol Authorization form. The approved Alcohol Authorization form is required to be attached to the Fundraising Authorization form to activate an event Speedtype.

UCCS campus - New policies/procedures will be issued in early 2013.

Event Timeline

We have developed an Event Timeline that the OUC will complete and periodically distribute to the event contact so we all may keep on track in closing out the event finance. Note: The OUC continues to maintain a process for escalation of those events that are unable to closeout after the 60 day requirement. Please see the Escalation Process Timeline and Sample Escalation Letter.

 

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