Fundraising Guidelines

Once you’ve decided on your fundraiser, you’ll need to follow the guidelines below to ensure that college requirements are met:

Checklist you’ll need to follow:

1. Complete a Donation Request.  Bellevue College has ongoing fundraising activities and your club or program’s fundraising must not be in conflict with these activities.

When you submit a Donation Request, we’ll send it to the BC Foundation for review. We’ll notify you if we find any conflicts and can work with you to come up with an alternate plan.

2. Provide a Receipt to any individual or organization donating items or services worth $20 or more. Visit here to see a sample receipt.

3. If donated items are to be auctioned, submit a list of all donated items/services received to us one business day prior to the auction.

4. Goods or services left unsold: Your club or program retains ownership of any items or services not sold at the auction. Bear in mind those items must be kept on campus, so you’ll need to plan for storage.

5. Deposit Your Funds: After the event, bring all revenue to our office within 24 hours to deposit and reconcile funds.

6. Unsolicited donations: Keep a log of unsolicited donations, and ask us about using a lockable donations box.

Fees and dues can be a part of a student organization’s membership with an outside organization (local, state, or national), or be decided on and administered by a club or program itself.

1. Complete a Dues/Membership Fees Request prior to collection of any dues/membership fees.

2. Reconciling and Depositing Funds: Bring all collected fees to the Student Programs Finance Office within 24 hours to deposit and reconcile funds.

 

  1. Fill out the Events Authorization Form (visit the Funding & Travel Office in C212C for this form.)
  2. When holding an event or performance such as a dance, dinner, play, or musical concert, for which admission is charged, you will need to use tickets and must abide by the Ticket Sale Guidelines.
  3. Reconciling and Depositing Your Funds: Revenue and remaining Change Fund along with used ticket stubs and unsold intact tickets must be brought to the Student Programs Finance Office within 24 hours to deposit and reconcile funds.
  1. Fill out a Sale Authorization Form.(visit the Funding & Travel Office in C212C for this form.)
  2. Keep A Log: As you sell your items, record each sale in a log.
  • Bake Sale Log (visit the Funding & Travel Office in C212C for this form.)
  • Ticket Sale Log (visit the Funding & Travel Office in C212C for this form.)
  • Tangible Item Log (visit the Funding & Travel Office in C212C for this form.)
  1. Change Fund: If fundraising activity needs to provide change, the Cashiers (B126) can issue a change fund. The change fund is considered a temporary “loan” of change and must be deducted from the funds raised. All change fund requests must be requested no less than 3 business days prior to a fund-raising activity and must use the Change Fund Request Form.
  2. Raffles need to follow the Ticket Sales Guidelines.
  3. Reconciling and Depositing Your Funds: Bring any revenue and the remaining Change Fund along with any used ticket stubs and unsold intact tickets (if holding a raffle) to the Student Programs Finance Office within 24 hours to deposit and reconcile funds.

Things to Remember for Sales

  • A program or club may hold a maximum of three bake sales per quarter.
  • No more than two bake sales put on by different programs/clubs may take place within a single week.
  • Raffle tickets that are

Last Updated July 8, 2019