Polices & Procedures Regarding Fundraising and Donations

Published July 15, 2021

The following are general guidelines for student organization members who are interested in soliciting donations and hosting fundraising activities.

It is important that you work with your Student Life & Development Advisor on any fundraising, donations, and/or sponsorship processes so that your organizaiton is supported and guided through the appropriate procedures to ensure your fundraising efforts are successful.

  • Student organizations do not have their own Tax ID Number unless they are affiliated with a National Organization that has their own Tax ID Number. 

    • Nationally affiliated student organizations must contact their national organization for information and access to the national organization’s Tax ID Number. 

  • Most student organizations request Associated Students, Inc. (ASI) to share their Tax ID number with potential donors and fundraising activities. The following information provides more details and procedures regarding requesting a Tax ID, setting up fundraisers, solicitating donations/sponsorships, and accepting donations.

  1. It is crucial to meet with your Student Life and Development advisor to assist you with the process, draft solicitation letters, and develop a list of possible donors.

  2. Student organizations soliciting donations and gifts are required to have an Agency Account with ASI, as all donations must be deposited into the organization’s Agency Account at the ASI Business Office.  Monies to be solicited must support the educational mission of the University and activities promoting the general purpose of the student organization.

  3. Student Organizations should prepare a letter to send to potential donors with a closing that states: “Tax ID Number available upon request.”  Download the Sample Donation Letters Word Document and modify as needed for your student organization’s purpose.

  4. If a donor requests a Tax ID Number, complete the W9 Request Form.

    1. The ASI Tax ID number will be sent to the donor directly.

    2. If the donor requests that your student organization complete an application first before receiving a donation, please contact ASI Business Office Associate, Stewart Ohanesian, who will arrange a meeting with your student organization to complete the application process.

Student organizations may set up fundraisers with restaurants by following these steps:

  1. After determining which restaurant you want to work with, complete a W9 Request Form.

  2. The ASI Development Office will complete the section of the restaurant fundraiser form with the Tax ID Number.

  3. The ASI Tax ID Number will be sent to the restaurant directly by The ASI Development Office.

  4. Have the check mailed to the home of an officer of the organization as the campus mail is not as accessible. Complete and mail the Student Organization Gift Record Word Document with the fundraising check to the ASI Business Office with a notation to deposit the check into your organization’s Agency Account (include the name and account number of your club):

ASI Business Office

1212 Bellflower Blvd., USU-229

Long Beach, California 90815

For further information, please contact your Student Life and Development Advisor.

If a donor wishes to donate over $3,000 to your student organization, you must first meet with your Student Life and Development Advisor. Donations over $3,000 are processed very differently due to various university policies and procedures. Your Student Life and Development Advisor will guide you through the appropriate procedure to communicate with your donor and process their $3,000+ donation.

If a donor will receive a benefit for their donation, a description of the benefit and the monetary value of that benefit must be stated in the solicitation with wording that the benefit portion is not tax deductible.  According to IRS regulations, if the value of benefit received equals the amount of the gift, then there is no gift value.  If the value of the gift is more than the value of the benefit received, the tax-deductible gift value is equal to the gift amount minus the value of the benefit the donor received. For example, your organization is selling tickets at $50 each to attend a fundraising event. At the event, your organization is providing diner which is estimated at $20 per person. Therefore, the tax-deductible gift value is $30 ($50 ticket cost minus $20 dinner).

It is important that you meet with your Student Life and Development Advisor before receiving and accepting any donations over $3,000.

If a donor will receive a benefit for their donation, a description of the benefit and the monetary value of that benefit must be stated in the solicitation with wording that the benefit portion is not tax deductible.  According to IRS regulations, if the value of benefit received equals the amount of the gift, then there is no gift value.  If the value of the gift is more than the value of the benefit received, the tax-deductible gift value is equal to the gift amount minus the value of the benefit the donor received. For example, your organization is selling tickets at $50 each to attend a fundraising event. At the event, your organization is providing diner which is estimated at $20 per person. Therefore, the tax-deductible gift value is $30 ($50 ticket cost minus $20 dinner).

  1. When gift/donation funds are received, student leaders should complete the Student Organization Gift Record Word Document with donor information (including complete formal name, address, amount of gift/donation, and the description and VALUE of any benefit received by the Donor).  The student leader should also include the name of organization and the student contact information (email and phone number).

  2. The student organization must deposit the donated funds to ASI Business Office with the completed Student Organization Gift Record Word Document.  A copy of the deposit form will be forwarded to Christina Limon at the ASI Development Office. The ASI Development Office will process the gift/donation and provide the donor with a gift receipt thanking them for their donation to the student organization.

  3. If a donor requests a Tax ID Number, complete the W9 Request Form.

    1. The ASI Tax ID number will be sent to the donor directly.

    2. If the donor requests that your student organization complete an application first before receiving a donation, please contact ASI Business Office Associate, Stewart Ohanesian, who will arrange a meeting with your student organization to complete the application process.

CashNet is the only campus approved online eCommerce program. Student groups are not allowed to use other online eCommerce programs, such as EventBrite, Venmo, PayPal, etc. due to accountability, liability, and safety concerns.

A CashNet site can be used to collect student organization dues, sell student organization merchandise (i.e. t-shirts), and collect online donations. Funds collected through CashNet are directly transferred automatically into the student organization ASI Agency Account.

Please work with your Student Life and Development Advisor to request a CashNet site.

Merchandise (i.e. books, clothing, electronics, etc.) is considered a gift-in-kind.  Donors of Gifts-in-Kind can be given ASI’s Tax ID number if the gift is approved and if the donor requests it.  The ASI Gift receipt will not have a value placed on it, the donor is responsible for claiming the appropriate amount.

  1. When a Gift-In-Kind donation is received, student leaders should download and complete the ASI Gift-In-Kind Transmittal Word Document form, have it signed by the donor, and email the form to ASI Business Office Associate, Stewart Ohanesian,

  2. If a donor requests a Tax ID Number, complete the W9 Request Form.

    1. The ASI Tax ID number will be sent to the donor directly.

    2. If the donor requests that your student organization complete an application first before receiving a donation, please contact ASI Business Office Associate, Stewart Ohanesian, who will arrange a meeting with your student organization to complete the application process.

Student Organizations should prepare a letter to send to potential donors with a closing that states: “Tax ID Number available upon request.”  Download the Sample Donation Letters Word Document and modify as needed for your student organization’s purpose.

Your Student Life and Development Advisor will assist you in preparing a proper donation/sponsorship letter. You should also work with your Student Life and Development Advisor to prepare a timeline, check list, sponsor solicitation list, and brainstorm other ideas/steps to ensure that your fundraising efforts are successful.

For any other questions/concerns regarding donations, fundraisers, and Tax ID information, please contact your Student Life and Development Advisor. They will help guide and explain any unversity policies and procedures that relate to your fundraising efforts.