FUNDRAISING AND TRAVEL PAPERWORK TRAINING Prepared and Presented By the Student Leadership Center Shoreline Community College

IMPORTANT REMINDERS This training includes general information about forms needed for fundraising and travel activities. The intent is to help clubs plan ahead and know what to expect. This training includes general information about forms needed for fundraising and travel activities. The intent is to help clubs plan ahead and know what to expect. Keep in mind that all paperwork will still be submitted through the SLC. Keep in mind that all paperwork will still be submitted through the SLC. Clubs are still encouraged to contact SLC staff right away when planning a fundraiser or travel activity, to ensure that all paperwo Clubs are still encouraged to contact SLC staff right away when planning a fundraiser or travel activity, to ensure that all paperwo All forms can be found on the “Club Paperwork” section of our website: slc.shoreline.edu. All forms can be found on the “Club Paperwork” section of our website: slc.shoreline.edu.Club PaperworkClub Paperwork Refer to the General Club Advisor Training and Event Planning Checklist for more information about general forms like food paperwork. Refer to the General Club Advisor Training and Event Planning Checklist for more information about general forms like food paperwork.General Club Advisor TrainingEvent Planning Checklist General Club Advisor TrainingEvent Planning Checklist

PART ONE: FUNDRAISING

TYPES OF FUNDRAISERS Revenue Generating Activities for Club Budget Revenue Generating Activities for Club Budget Funds are deposited into club budget and can be used for activities/expenses like other club funds. Funds are deposited into club budget and can be used for activities/expenses like other club funds. Fundraisers for Eligible, Approved 501(c)(3) Non-Profit Organizations Fundraisers for Eligible, Approved 501(c)(3) Non-Profit Organizations Funds are donated to non-profit on behalf of the club. Funds are donated to non-profit on behalf of the club. One-Time Events One-Time Events Typically on-campus, one-day events/activities. Examples: Charity auction; dance with tickets for admission; etc. Typically on-campus, one-day events/activities. Examples: Charity auction; dance with tickets for admission; etc. Extended Fundraisers Extended Fundraisers Funds are collected over multiple days/weeks. Examples: selling cookie dough; selling tickets leading up to an event; etc. Funds are collected over multiple days/weeks. Examples: selling cookie dough; selling tickets leading up to an event; etc.

PAPERWORK NEEDED FOR FUNDRAISING (OVERVIEW) Revenue Generating Event Forms: Revenue Generating Event Forms: Proposal (with attachments) Proposal (with attachments) Cash-Handling Checklist (submitted with proposal) Cash-Handling Checklist (submitted with proposal) Final Report Final Report Approval for Eligible Non-Profit Organizations (if applicable) Approval for Eligible Non-Profit Organizations (if applicable) Flyers/Signage (with clear details about fundraiser) Flyers/Signage (with clear details about fundraiser) Invoice Payment Vouchers (to get checks written for payment) Invoice Payment Vouchers (to get checks written for payment)

REVENUE GENERATING EVENT PROPOSAL Proposal DUE: At least 3 weeks in advance Proposal DUE: At least 3 weeks in advance Proposal Includes: Description of fundraiser; ticket info; estimates for expenses, revenue, and profits; plan for expenses if revenue doesn’t cover costs; and money collection procedures. Includes: Description of fundraiser; ticket info; estimates for expenses, revenue, and profits; plan for expenses if revenue doesn’t cover costs; and money collection procedures. Submit with Cash-Handling Checklist. Submit with Cash-Handling Checklist. Required Attachments (if applicable) Required Attachments (if applicable) Approval of non-profit organization. Approval of non-profit organization. Description/breakdown of any expenses. Description/breakdown of any expenses. Approved MLR packet if fundraiser/event will include serving food. Approved MLR packet if fundraiser/event will include serving food. If partnering with a fundraiser program, include information about how the fundraiser works (preferably from an official website/brochure). If partnering with a fundraiser program, include information about how the fundraiser works (preferably from an official website/brochure).

CASH-HANDLING CHECKLIST Cash-Handling Checklist must be submitted with Revenue Generating Event Proposal. Cash-Handling Checklist must be submitted with Revenue Generating Event Proposal. Cash-Handling Checklist Cash-Handling Checklist Must list who will be collecting cash, providing change, handling payments, and depositing money. Must list who will be collecting cash, providing change, handling payments, and depositing money. Should be advisors and/or students who are trained as cashiers. Can contact Lisa Smith if cashier training is needed. Should be advisors and/or students who are trained as cashiers. Can contact Lisa Smith if cashier training is needed. Once the approval packet is approved, Financial Services will send an with next steps. Once the approval packet is approved, Financial Services will send an with next steps. This includes a reminder to contact the Cashiers 2 days before fundraiser to reserve cashbox and request specific amount of change. This includes a reminder to contact the Cashiers 2 days before fundraiser to reserve cashbox and request specific amount of change. Attach a detailed description of how tickets/products will be sold, including collection and deposit of funds, dates/times of sales, etc. Attach a detailed description of how tickets/products will be sold, including collection and deposit of funds, dates/times of sales, etc. If doing an extended fundraiser, must include a plan for how donations/purchases will be tracked and how often funds will be turned in to advisor and deposited. If doing an extended fundraiser, must include a plan for how donations/purchases will be tracked and how often funds will be turned in to advisor and deposited.

APPROVAL PROCESS FOR NON-PROFITS Lisa Smith with information about the organization, what proceeds go to, and how the work of the organization is relevant to the focus of the club. Lisa Smith with information about the organization, what proceeds go to, and how the work of the organization is relevant to the focus of the club. Must be approved by Vice President of Human Resources, Stephen Smith. Allow about a week for approval. Must be approved by Vice President of Human Resources, Stephen Smith. Allow about a week for approval. Must be approved before submitting Revenue Generating Event Proposal (approval should be attached to proposal). Must be approved before submitting Revenue Generating Event Proposal (approval should be attached to proposal).

SIGNAGE/PROMOTION REQUIREMENTS All promotion for the fundraiser (flyers, s, social media, etc.) must clearly state where the proceeds are going (club budget, non-profit organization, etc.). All promotion for the fundraiser (flyers, s, social media, etc.) must clearly state where the proceeds are going (club budget, non-profit organization, etc.). If Fundraising for a Non-Profit: If Fundraising for a Non-Profit: Must have clear signs/flyers at the fundraiser indicating what organization the club is fundraising for and what portion of funds will be donated. Must have clear signs/flyers at the fundraiser indicating what organization the club is fundraising for and what portion of funds will be donated. Must indicate whether amount donated will be based off of total revenue or net revenue (subtracting expenses). Must indicate whether amount donated will be based off of total revenue or net revenue (subtracting expenses). Must have information about the non-profit posted and available during the fundraiser. Must have information about the non-profit posted and available during the fundraiser.

EXTENDED FUNDRAISERS Extended Fundraisers: Extended Fundraisers: Funds are collected over multiple days/weeks instead of during one campus event/activity. Funds are collected over multiple days/weeks instead of during one campus event/activity. Must submit a clear plan about how funds will be tracked and how often money will be turned in to advisor and deposited. Must submit a clear plan about how funds will be tracked and how often money will be turned in to advisor and deposited. Advisor is responsible for regularly collecting the funds from students, keeping a clear tally of funds, and depositing money (with deposit slips) within one business day after each collection. Advisor is responsible for regularly collecting the funds from students, keeping a clear tally of funds, and depositing money (with deposit slips) within one business day after each collection.

USING CLUB MONEY FOR EXPENSES Club funds can be used to purchase supplies/cover expenses for fundraisers (including fundraisers for non-profit organizations). Club funds can be used to purchase supplies/cover expenses for fundraisers (including fundraisers for non-profit organizations). Clubs can choose if total revenue or net revenue will be donated (can use budget as seed money and have amount spent subtracted from donation and added back into club budget). Clubs can choose if total revenue or net revenue will be donated (can use budget as seed money and have amount spent subtracted from donation and added back into club budget). Clubs can also choose to have a specific percentage of funds donated to a non-profit and have the remaining proceeds added to their budget. Clubs can also choose to have a specific percentage of funds donated to a non-profit and have the remaining proceeds added to their budget. Must be clear on signage! Must be clear on signage!

REVENUE-GENERATING FINAL REPORT Final Report must be submitted to the SLC after event/fundraiser ends. Final Report must be submitted to the SLC after event/fundraiser ends. Final Report Final Report Lists actual total revenue, expenses, and net revenue. Lists actual total revenue, expenses, and net revenue. Attach deposit receipt from FOSS cashiers. Attach deposit receipt from FOSS cashiers. If donating funds to a non-profit, must attach an Invoice Payment Voucher to request a check for the organization. If donating funds to a non-profit, must attach an Invoice Payment Voucher to request a check for the organization.Invoice Payment VoucherInvoice Payment Voucher Attach copy of entire approval packet for fundraiser and final report. Attach copy of entire approval packet for fundraiser and final report. May also need to attach an FMS Query to show that funds are available. May also need to attach an FMS Query to show that funds are available. Always verify that address for non-profit is correct and up to date to ensure that checks are not sent back. Always verify that address for non-profit is correct and up to date to ensure that checks are not sent back.

PART TWO: TRAVEL PAPERWORK

TYPES OF TRAVEL Daytime Travel: Daytime Travel: Official daytime travel, which qualifies for per diem, is classified as being in travel status for at least three hours outside of normal work hours. Official daytime travel, which qualifies for per diem, is classified as being in travel status for at least three hours outside of normal work hours. It is most common for clubs to do off-campus activities (which may require some travel paperwork), rather than official “daytime travel”. It is most common for clubs to do off-campus activities (which may require some travel paperwork), rather than official “daytime travel”. Overnight Travel: Overnight Travel: Requires additional planning and paperwork for lodging, per diem, etc. Requires additional planning and paperwork for lodging, per diem, etc. Out-of-State Travel: Out-of-State Travel: Requires additional time, planning, and paperwork (even if not overnight). Requires additional time, planning, and paperwork (even if not overnight).

TRAVEL EXPENSE VOUCHERS Travel Expense Vouchers (TEVs) must be submitted promptly after travel is complete. Travel Expense Vouchers (TEVs) must be submitted promptly after travel is complete. Travel Expense Vouchers Travel Expense Vouchers DUE: Within 3 business days after returning DUE: Within 3 business days after returning Used to request mileage and reimbursement for per diem, parking, etc. Used to request mileage and reimbursement for per diem, parking, etc. Bottom of spreadsheet has tabs with instructions, per diem rates, and point to point mileage numbers. Bottom of spreadsheet has tabs with instructions, per diem rates, and point to point mileage numbers. Expenses like parking, ferry trips, etc. should be added to the “Detailed Other Expenses” section, all original receipts must be attached. Expenses like parking, ferry trips, etc. should be added to the “Detailed Other Expenses” section, all original receipts must be attached. There is also a section to subtract any amount that has been paid through a college card and/or cash advance. There is also a section to subtract any amount that has been paid through a college card and/or cash advance. Once each section is complete, the spreadsheet will calculate the reimbursement amount that is owed. Once each section is complete, the spreadsheet will calculate the reimbursement amount that is owed.

TRAVEL REQUISITION FORMS DUE: Two weeks in advance DUE: Two weeks in advance Travel Requisitions (TRs) are not required when only requesting mileage reimbursement for in-state, non-overnight travel. Travel Requisitions (TRs) are not required when only requesting mileage reimbursement for in-state, non-overnight travel. Travel Requisitions Travel Requisitions Required for overnight/out-of-state travel and for requesting cash advances and/or travel credit card. Required for overnight/out-of-state travel and for requesting cash advances and/or travel credit card. Cash advance and travel card are requested with checkboxes on the form. Cash advance and travel card are requested with checkboxes on the form. Bottom of spreadsheet has helpful tabs similar to TEV spreadsheet. Bottom of spreadsheet has helpful tabs similar to TEV spreadsheet.

ATTACHMENTS AND ADDITIONAL FORMS Attachments (Travel Expense Voucher/Travel Requisition): Agenda/Itinerary Agenda/Itinerary Proof of funds available (FMS Query or mini-grant) Proof of funds available (FMS Query or mini-grant) Google map for mileage Google map for mileage Hotel/lodging invoice (if applicable) Hotel/lodging invoice (if applicable) Additional Travel Forms: Travel Consent Travel Consent Waiver of Responsibility Waiver of Responsibility List of Student Travelers List of Student Travelers Student Driver Contract Student Driver Contract Travel Advance Disbursement Travel Advance Disbursement Ticket Disbursement Ticket Disbursement

MILEAGE Club members or advisors who drive a personal vehicle for off-campus activities and travel can be reimbursed for mileage. Club members or advisors who drive a personal vehicle for off-campus activities and travel can be reimbursed for mileage. Mileage is claimed on a Travel Expense Voucher (TEV) form. The TEV spreadsheet has a section at the bottom with point to point distances for travel to other colleges. Mileage is claimed on a Travel Expense Voucher (TEV) form. The TEV spreadsheet has a section at the bottom with point to point distances for travel to other colleges. If not using point to point distances, attach a Google Map that shows distance traveled (start and final end point should be SCC, personal commute miles are not included). If not using point to point distances, attach a Google Map that shows distance traveled (start and final end point should be SCC, personal commute miles are not included). Mileage Reimbursement Rate: Currently $0.54 per mile Mileage Reimbursement Rate: Currently $0.54 per mile Please note that the mileage rate changes over time so always check the TEV spreadsheet on the Intranet to make sure information is up to date. Please note that the mileage rate changes over time so always check the TEV spreadsheet on the Intranet to make sure information is up to date.

PER DIEM The state has different per diem rates for each county and each meal. The state has different per diem rates for each county and each meal. Per diem will come out of club budget. State rates are maximum rates but SLC budget authority and/or club may set lower rates for specific trips. Per diem will come out of club budget. State rates are maximum rates but SLC budget authority and/or club may set lower rates for specific trips. Travelers must be in travel status for specific time periods to be eligible for per diem for each meal. Travelers must be in travel status for specific time periods to be eligible for per diem for each meal. Per diem is typically only used for overnight travel, clubs don’t usually meet requirements for official daytime travel of three hours outside of normal work hours. Per diem is typically only used for overnight travel, clubs don’t usually meet requirements for official daytime travel of three hours outside of normal work hours. Per diem does not require MLR paperwork. Per diem does not require MLR paperwork. Per diem can be paid through a cash advance or through reimbursement. Per diem can be paid through a cash advance or through reimbursement. Students can receive 100% cash advance for per diem but advisors may only receive 90% through advance and will be reimbursed for remaining 10%. Students can receive 100% cash advance for per diem but advisors may only receive 90% through advance and will be reimbursed for remaining 10%. Do not need to submit receipts for per diem because set amounts are received based on what is claimed on Travel Requisitions and Travel Expense Vouchers. Do not need to submit receipts for per diem because set amounts are received based on what is claimed on Travel Requisitions and Travel Expense Vouchers.

CASH ADVANCES FOR PER DIEM Cash advances for per diem can be requested on the Travel Requisition form. Cash advances for per diem can be requested on the Travel Requisition form. Advisor will go to cashiers to pick up travel advance (and travel card if applicable) one business day before trip. Advisor will go to cashiers to pick up travel advance (and travel card if applicable) one business day before trip. Will be given one check that covers per diem for all travelers. Will be given one check that covers per diem for all travelers. Check needs to be taken to US Bank (Central Market parking lot) and can be cashed in correct bill amounts for per diem rate. Check needs to be taken to US Bank (Central Market parking lot) and can be cashed in correct bill amounts for per diem rate. Advisor is responsible for distributing cash between students and tracking distribution with the Travel Advance Disbursement form. Advisor is responsible for distributing cash between students and tracking distribution with the Travel Advance Disbursement form. Form will need signatures from students verifying receipt of per diem and must be attached to Travel Expense Voucher after the trip. Form will need signatures from students verifying receipt of per diem and must be attached to Travel Expense Voucher after the trip.

PER DIEM RATES Meal Periods: Traveler must be in travel status during the entire meal period. MealLeave at or before: Arrive at or after: Breakfast6:00 am9:00 am Lunch11:00 am2:00 pm Dinner5:00 pm8:00 pm

FOOD FOR DAYTIME OFF-CAMPUS ACTIVITIES Clubs may provide food for daytime off-campus activities that do not meet requirements for per diem. Clubs may provide food for daytime off-campus activities that do not meet requirements for per diem. Food purchases for these activities must follow normal college and SCC policies regarding serving food—they are not considered “travel” activities/purchases. Food purchases for these activities must follow normal college and SCC policies regarding serving food—they are not considered “travel” activities/purchases. To provide food for these activities, Meals and Light Refreshment (MLR) paperwork must be submitted and approved before the activity. To provide food for these activities, Meals and Light Refreshment (MLR) paperwork must be submitted and approved before the activity. See our General Advisor Training and Event Planning Checklist for MLR instructions and guidelines. See our General Advisor Training and Event Planning Checklist for MLR instructions and guidelines. If MLR is approved, advisor can receive reimbursement for food after event. If MLR is approved, advisor can receive reimbursement for food after event. All original receipts must be kept and attached to an Invoice Payment Voucher. All original receipts must be kept and attached to an Invoice Payment Voucher. Cash advances are not provided for food purchases that are separate from per diem. Cash advances are not provided for food purchases that are separate from per diem.

RENTING CAMPUS VANS Campus vans can be reserved for travel activities, but drivers must complete approval process. Campus vans can be reserved for travel activities, but drivers must complete approval process. Only advisors are eligible to drive campus vans (no student drivers). Only advisors are eligible to drive campus vans (no student drivers). Contact Safety and Security to get approved as a driver. Contact Safety and Security to get approved as a driver. Submit a copy of license, insurance card, and DOL abstract form (costs $13, can be reimbursed). Submit a copy of license, insurance card, and DOL abstract form (costs $13, can be reimbursed). Schedule a driving test with a campus security officer. Schedule a driving test with a campus security officer. If approved, will be added to a list of eligible drivers and will be able to reserve vans for future trips. If approved, will be added to a list of eligible drivers and will be able to reserve vans for future trips. Club budget will be charged for mileage. Club budget will be charged for mileage.

LODGING The Travel Expense Voucher and Travel Requisition “Per Diem Rate Info” tabs also include maximum lodging rates. The Travel Expense Voucher and Travel Requisition “Per Diem Rate Info” tabs also include maximum lodging rates. To pay for lodging, use a Travel Requisition to reserve a travel card: To pay for lodging, use a Travel Requisition to reserve a travel card: Attach hotel information and reservation (if complete) when submitting Travel Requisition. Attach hotel information and reservation (if complete) when submitting Travel Requisition. Travel cards are picked up (by advisors) from cashiers one business day before trip and must be returned within one business day after returning. Travel cards are picked up (by advisors) from cashiers one business day before trip and must be returned within one business day after returning. Hotel may require an employee ID card OR a business card + photo ID to accept payment from the college travel card. Hotel may require an employee ID card OR a business card + photo ID to accept payment from the college travel card. Keep receipts from hotel and reservation information to attach to Travel Expense Voucher (receipts aren’t turned in with the travel card). Keep receipts from hotel and reservation information to attach to Travel Expense Voucher (receipts aren’t turned in with the travel card).

FOR MORE INFORMATION Student Leadership Website: slc.shoreline.edu Student Leadership Website: slc.shoreline.edu Club Paperwork Page: includes training materials and blank forms Club Paperwork Page: includes training materials and blank forms Club Paperwork Page Club Paperwork Page Contact: Micaela Smith, Program Support Supervisor Contact: Micaela Smith, Program Support Supervisor (206) ; Room 9301 (206) ; Room