The Eagle Source: A Guide for Student Organizations P a g e | 8
Fundraising/Corporate Sponsorships Fundraising is generally deposited into your SG account, but fundraising to cover a portion of the cost of an event or program must be deposited into the allocated smartkey. Off campus fundraisers and corporate sponsorship or in‐kind donations from for‐profit companies or businesses are allowed in limited situations. If your group is interested in contacting corporations for support, please contact Jessi Arnidis at (404) 712‐4682 or email@example.com. Jessi can also help you set up (tax letter) donations for your group through www.emory.edu/give. Fundraising/ Donations to Charity‐ The SAF cannot be donated. SAF can only be used to host the event. Fundraising/ Making money off the SAF‐ student organizations cannot make money off the Student Activity Fee. This means that groups receiving funding from their division, a different division, and/or SGA (SAF funds) for the event must deposit all proceeds (sale of tickets must be approved by SGA treasurer prior to sale) into their allocated fund. Once the amount given (in SAF funds) from these sources has been deposited into your allocated Smartkey, then and only then can you begin to deposit the additional money into your self‐generated fund. For example, if your club is granted $500 from your division and then sell $2000 in tickets, then you would deposit $500 into your allocated Smartkey and $1500 into your self‐generated Smartkey. Likewise, when events are sponsored through the SAF and co‐ sponsored by university departments, ALL FUNDS must be kept in your ALLOCATED smartkey. You may not give university departments your SG smartkey for event co‐sponsorship transfers. Raffles‐ Raffles are NOT allowed. Small door prizes may be give (generally from the SG smartkey). Travel/Defensive Driving‐ ALL travel must be registered and expenses related to renting vehicles will only be reimbursed for individuals who complete the defensive driving process. Go to the online Eagle Source for Presidents and Programmers for more information, including liability issues with using your own vehicle for club trips. Additionally, International Travel must be registered and itineraries must be reviewed with OSLS before departure. You must also use Emory’s approved travel agencies when booking your trip, ensuring you are also registered with ISOS (the university’s 3rd party emergency evacuation service provider). You must comply with the travel policy on page 20 for all trips. FOOD‐ For on campus events, you must use Emory Catering (Sodexo) or Emory’s online catering ordering system “America To Go” available through Emory Express. ATG and Procurement will screen the local market of restaurants and caterers selecting reliable, certified, insured, and sustainable food providers for your online ordering. See the Finance division website. Also remember you must include a list of attendees names if less than 10 people are at an event with food. Additionally, the SGA Finance Code sets a limit that SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event (large events may be exempt with Divisional/SGA approval). ALCOHOL‐ must always be separated out from food and coded 56510. Clubs chartered through College Council are NOT allowed to have alcohol. All events with alcohol must be registered through OSLS and age verification processes (found on the OSLS website) must be adhered to, including an alcohol specific training video that must be completed before the event.
PREFERRED VENDORS: HOW TO BUY
The University requires that student groups choose from an approved list of vendors for certain purchases. You can read more about how to make these purchases and about the vendors in each category by Use a preferred visiting the procurement website. The areas of particular interest to student groups are vendor or the Catering, Office Supplies, Printing, and Promotional Items. Many of the vendors that student groups have used in the past are not on the list of approved vendors. Club members may be check request reimbursed when using a vendor outside this list, but the process may be involved and will NOT be reimbursement is not guaranteed.
Published on Aug 27, 2014