1. Sponsor guide & procedures

2. Sales activities
Request Forms should be completed two (2) weeks before the fundraiser begins.
Sponsor is responsible for obtaining Principals approval and signature on request form.
Completed form should be given to school bookkeeper.

3. Sales activities request form by type!

4. PROFIT AND LOSS MONTORING FOR FUNDRAISER IS CRUCIAL
Sales activities
Cash cannot be used to pay any expenses.
All invoices (expenses) should be paid by school bookkeeper.
Use Certificate of Sales/Use Tax Exemption form when ordering/purchasing
PROFIT AND LOSS MONTORING FOR FUNDRAISER IS CRUCIAL
Place sales tax exemption copy in sponsor packets

5. sales Gifts: (awarded as part of the activity)
List the number of prizes (gifts, gift cards, etc.)
Reason for the prizing being awarded
Signature of the student receiving the prize/award
NOTE:
1.All prizes purchased should be used during the school year in which the purchase is made.
2.School Employees cannot be awarded prize/award.

6. Sales activities Ticket sales: (general admission tickets)
Beginning and ending ticket numbers should be indicated on Ticket Re-Cap and reconciled.

7. Ticket sales recap

8. Sales activities Gaming (Split the Pot, Raffle’s)
Permission must be obtained in the form of a “Certificate of Exemption” document from Gaming, fourteen (14) days prior to the event.
Winners must complete a W-9 form for ALL prizes.
Obtain this form before check is written.
Payments of raffle/gaming winnings will be reported to the IRS for all amounts $600 or more.
Relay to the winner the IRS W-9 and 1099 rule – Surprises are not fun. Often times they may decline the award which places the prize money back into the fundraiser.

9. Gaming exemption form page 1 & 2

10. Raffle accountability form

11. Sales activities Reminders:
You as the sponsor is responsible for the activity from beginning to end.
School Bookkeepers cannot be a sponsor.
Procedures must be followed unless the sale is conducted by a legal 501©3 organization. (examples; Booster Clubs, PTO’s)

12. Sales activities
Re-Caps are due to the OPSB School Accounting Department within two (2) weeks after the fundraiser is over.
Should include:
Copies of all invoices
Donation list (if applicable)
Include: Name of Donor; Amount, Phone Number

13. Sales recap