MODULE 4Fundraising, Cash Handling & Food Sales

Overview

• Many clubs spend some time raising money for things such as scholarships, trips, conferences,

and events.

• There are lots of different ways to fundraise, both on-campus

and off-campus. This module will share some ideas.

Overview

• Because PVCC is a community college & 1 of 10 in the district, certain guidelines must be followed for:• handling cash• rules for types of fundraisers

(ex: food sales, raffles, etc.)• tax-deductible donations

Cash Handling Policies

1. The person(s) responsible for the cash handling have read and understand Administrative Regulation 1.17 on cash handling. In addition, the club advisors have completed the (online) annual acknowledgement form.

2. The person(s) responsible for collecting and overseeing the collection of cash are held accountable for the funds. This applies to club members and club advisors.

3. All cash collected must be kept in a secure location, such as a lockbox. A lockbox can be checked out from the PVCC Cashiers Office.

4. A receipt will be provided for the sale, whenever possible.

5. The number of items sold will be tracked.

6. Always count cash in dual custody and record all totals on a summary sheet. This means that 2 people should be responsible for counting the cash.

Definition: Cash Handling refers to the process for collecting & overseeing the collection of funds.

Cash Handling Policies7. The summary sheet, deposit totals, and cash should be provided to a

Supervisor, who will then verify all totals recorded for accuracy. This should be done in dual custody. (The Supervisor ideally is the Club Advisor.)

8. All cash (and all supporting documentation) should then be secured and delivered to the Cashiers office, during their regular business hours.

DO NOT WAIT UNTIL THE NEXT DAY to deposit funds even if you sale is more than one day!(If the delivery is made after regular business hours, all cash (and supporting documentation) should be delivered to the Public Safety Office for them to lock the cash box up until the next business day.

9. The deposit is counted by the Cashier, and verified against the supporting documentation.

10. A deposit is completed and a Cashiers receipt is given to the Club Members.

11. The Cashiers receipt and all documentation is kept and filed by the department. As a result, please ask for 2 copies of the receipt. One copy with a copy of the supporting documentation must be returned to the Student Life & Leadership department to be kept in the club’s file. The other copy can be retained by the club, such as by the Club Advisor or the Treasurer.

Confused?? Let’s PracticeLet’s say our club is going to have a hamburger and hotdog sale. Here are the cash handling steps:

1. On the day of the event, pick up a cash lockbox from the Cashier’s Office.

2. Pick two people to be responsible for handling the cash at the sale. If these people can’t be there the whole time, make sure to count the money before they leave and the new people start. Record the amount of money and the time and have them sign acknowledging it.

3. During the sale, provide a receipt if possible. Receipt books are available at the Cashier’s office when you check out the cash box.

4. Keep a log sheet throughout the sale with the cash box detailing items sold. For instance, list the items you are selling and as they sell, put a mark next to that item.

Confused?? Let’s PracticeClub Sale Continued…

5. At the end of your event, have 2 people count the cash. Compare the totals for your log sheet.

6. Have your club advisor or a 3rd person verify the cash and the summary sheet totals.

7. You or your club advisor should bring the summary sheet and ALL money to the Cashier’s Office that same day of the sale to deposit in the club account.

8. Return a copy of the summary sheet, receipts for money spent on the fundraiser, and the deposit receipt from the Cashier’s Office to the Office of Student Life & Leadership. Keep an additional copy for the club records.

Hooray you’re done! Yummy burgers, great sale,

perfect cash handling!

Donations

• It is great when someone wants to give you money!

• IMPORTANT: PVCC is not a tax-deductible organization. However, we can make arrangements for you to work with the Maricopa Foundation for donations to be tax-deductible depending upon how you will use the money.

Club Fund-raising Forms

How do I keep track of all this stuff? • To help your club with fund raising, club fund raising forms

have been developed & are part of the event planning process if your event is on campus. Completing these forms will help you think through some of these processes.

• Notifying the Office of Student Life & Leadership of your fundraising activities is mandatory!

• For off-campus events use the Off-Campus/ Non-Facility Usage Fund Raising Form. This

Let’s Practice

My Club has been selling name

tags for the past month. We

should:

A. Reconcile and deposit all funds daily

B. Hold all the money until the end of the sale and then deposit it

C. Use the proceeds to buy more supplies for our next sale without depositing the original funds

The answer is A!

You must always reconcile and deposit all funds daily. Never

hold funds and never use funds to purchase anything without

first depositing them and going through the proper funds

spending process.

Scenario

Types of Club Fundraisers

2 Basic Types of Food Sales

Snack Sales or pre-packaged food sales. No-preparation required and all food items are individually wrapped.

Cooked or preparation based (cutting, slicing, wrapping, making, scooping, etc.) food sales that require food handling.

Food Sale Policies

You are not allowed to sell food that has been cooked at someone’s home. It must be prepared

in a commercially licensed kitchen.

Cooked or preparation based sales are limited to 1 per week for all clubs & organizations. That is one sale total

per week for all clubs and organizations, not one sale per week per club or organization.

Snack sales or prepackaged food sales can occur more than once per week, but never two clubs or

organizations on the same day unless they are collaborating together.

Prohibited Activities

• We are not allowed to do raffles on campus because of gaming regulations. You can, however, have a drawing. For example: A student buys a candy bar for $1.00, but they also get entered in to a drawing to win an iPod. This is not a raffle because they receive something for their money.

What Activities Can We Do?

• Your Club Resource Manual lists some other suggestions for fundraising. Here are a few:

Contests

Corporate Sponsorships

Drawings for door prizes

Community Service-A-Thon

Businesses w/ fundraising opportunities, such as restaurants

Recipe Books

Product Sales

Spirit Sales

Conclusion• There are many, many ways to fundraise.

• Remember the Student Life & Leadership Office is happy to help you brainstorm fundraising ideas or review the fundraising policies.

• Finally, make sure you are using INTEGRITY when handling money. Use the “newspaper test”. How would you feel if your actions were tomorrow’s headlines? Could you feel proud of how you acted? Or could someone question what you did? Let’s take a look at two headlines.

Which Club Officer Do You Want to be?

TODAY’S HEADLINE “Local college club raises $3,000 for

student scholarships! Club Advisor says, “my club officers were just awesome, they really

handled the whole fund drive so professionally. We are so thrilled that we can give students in need

a chance to go to college!”.

TODAY’S HEADLINE “College students lose $1500 of scholarships funds and the county sheriff office is investigating all the club accounts on campus to see if even more funds have been ‘lost’.

Future of club programs now in jeopardy as criminal charges are being discussed for the students involved. The club advisor, who may be fired over the incident says, “I just don’t know what happened, I gave them the cash handling procedures, but

they just did not listen”.

Go to Module #5

• The next module will not start automatically. To enter the next module, you must first exit this module and then select MODULE 5 from the menu.