FINANCIAL MANAGEMENT

Student Government Association Funding**

Most recognized student organizations in good standing with Student Involvement are eligible to receive funding through the Student Government. If an organization is in the Media, Honorary, or Club Sport cluster, please contact the advisor or respective university department regarding the funding allocation process for the organization. All Elon University students and organizations are also eligible to request one-time funding for an event or program through the Fun Fund or Special Allocation process with SGA.

For information regarding the use of SGA funds and requesting funding, please visit the SGA Treasurer’s Manual.

Fundraising**

Student groups at Elon University have the privilege of fundraising on limited situations.  There are many different types of fundraising activities: internal fundraisers, external fundraisers, and solicitations, donations, or in-kind contributions.  All fundraising events (including philanthropy events) must be registered through PhoenixCONNECT. All fundraising activities must follow University policies and risk management guidelines.  Student groups (including registered student organizations, University programs, classes, etc.) should consult with the Director of Campus Center Operations (Moseley Center Information Desk) before planning any fundraisers.

If recognized student organizations, campus programs, and campus groups wish to sell articles or CDs, conduct fundraisers for their philanthropies, or canvass for political or other reasons, they may do so after obtaining approval through PhoenixCONNECT.  No publicity concerning the sale may be posted prior to receiving the approval through PhoenixCONNECT. The Moseley Center staff or the Student Involvement staff may consult with the Director of Auxiliary Services and the Assistant Vice President for Administrative Services to assure any such solicitation is in compliance with existing vendor contracts.  When approved, it is often stipulated that such activities be conducted in a manner such that students are not approached but, instead, students may choose to approach the solicitor, vendor, or canvasser. No door-to-door solicitation or canvassing is allowed on the Elon University campus except as specified in the Student Government Association Election Guidelines. Students should ask solicitors, vendors or canvassers for proof of authorization and report unauthorized solicitors to Campus Safety and Police. Students should be free from unnecessary distractions and be able to live and study in an environment that is predictable and orderly.

  • Raffles and chance drawings are not permitted as per NC state law.
  • Student groups may offer door prizes for an event. Groups that want to solicit prizes and gifts (including monetary gifts and sponsorships) from companies must first submit an Event Registration form in PhoenixCONNECT and then obtain permission from the Moseley Center and the Office of University Advancement.
  • The use of Elon University internet or e-mail resources for private business or commercial activities, fundraising, merchandising, solicitation or advertising on behalf of non-university organizations, or the reselling of Elon University internet resources to non-University individuals or organizations, and the unauthorized use of the University’s name are prohibited. The Vice President for University Communications and the University’s Web Policy Advisory Committee may specify rules and specific forums to allow limited use of university internet resources by organizations for commercial exchange.
  • Occasionally, student groups may request to host off-campus fundraisers at local establishments, an example of this are “profit shares” at local establishments. These off-campus fundraising events should be centered on food and/or activities, even when located at a host site that sells alcohol. Profit shares cannot benefit from the sale of alcohol in establishments. Additionally, marketing materials for profit shares cannot include the mention of alcohol. All groups must follow these policies:

o   The business must be located in Alamance County.

o   Profit shares may not start before 9:00am and must end by 11:00 pm.

o   All funds raised in a profit share must come from the sale of food.  No money in a profit share may be collected from the sale of alcohol.

o   All alcohol at events occurring off campus must be provided by a licensed and insured vendor. The host site must be willing to contractually assume all responsibility for the purchase, sale and distribution of alcohol.

o   If a host site sells alcohol it must account for less than 50% of its business.

o   If a host site sells alcohol, it is required to enforce state law regarding minimum drinking age.

The North Carolina laws on alcohol can be found here: https://alcoholpolicy.niaaa.nih.gov/APIS_State_Profile.html?state=NC.  In NC, the legal drinking age is 21 years old.

All funds raised by student groups must be deposited through their University account at the Bursar’s Office. Please contact Kera Hinton in the Accounting Office with any question at khinton4@elon.edu.

The University prohibits using personal Venmo-type services to collect funds. Students are welcome to serve as a conduit for awareness by providing marketing for a cause, but are not permitted to personally collect money on behalf of an external organization. If your organization engages in fundraising efforts, please provide a direct link to the fundraising site of the philanthropy that is being supported.

No student group should use the Elon tax ID for any fundraising purposes without specific permission which they need to obtain from Kera Hinton and the Office of Annual Giving in University Advancement. In addition, no student group should give a tax receipt unless they are part of a inter/national organization that has 501(c)(3) status, in which case it would be given under that group’s name and not as Elon. All tax receipts under the Elon name and using the Elon tax ID are issued through the Office of University Advancement.  All gifts given using the Elon name and Elon tax ID must be received and processed by University Advancement.

Internal Fundraisers

Internal fundraisers are defined as events sponsored to raise money for internal organizational use (e.g., operating expenses, organizational activities, etc.).

External Fundraisers

External fundraisers are defined as events sponsored to raise money for charitable, tax-exempt organizations external to the University.

General examples of both internal and external fundraisers include:

  • Selling baked goods or other homemade items at a Moseley table (must get approval from the Director of Auxiliary Services).
  • Hosting a sport tournament or activity event with an entry fee.
  • Planning an on-campus event (host a band or karaoke night at Taphouse, spaghetti dinner, pancake breakfast, decorating contest, pie in the face, cook-off, etc.).
  • Profit-shares at a local restaurant.
  • Photo booth or other novelty take-a-ways – everyone loves SWAG!
  • Photos with the Phoenix.
  • Just asking for spare change and donations at registered events or a tables in Moseley.

Solicitations, Donations, or In-Kind Contributions**

These efforts include asking for funds or donations of goods or services either for internal organizational use, activity, or in support of an approved internal or external fundraiser.

This policy provides a means for recognized student organizations to occasionally solicit funds or contributions (in contrast with conducting a fund-raising activity or event) from students, faculty/staff, alumni, individuals who are not alumni, parents, corporations, and/or foundations, for the student organization’s internal use directly related to its stated purposes, for an approved campus event, or in support of an approved internal or external fundraiser.


Best Practices for Fundraising

  • Know your purpose – be able to share why you are fundraising and for what purpose.
  • Be sure to register all fundraising activities in PhoenixCONNECT.
  • Review University fundraising policies and consult Student Involvement before planning all fundraising events.
  • Ensure organization-wide support and involve members in the planning and implementation of all activities.
  • Seek involvement, support, and collaboration from other student organizations and leaders on campus.
  • Be creative and think outside the box – have fun getting creative with your approach to soliciting funds and donations for your organization.
  • Set a reasonable goal.
  • Marketing broadly across campus is key – be strategic about how and where you will market your fundraising event.
  • Be professional – remember you are representing your organization and Elon University to potential new members and the larger community.
  • Recognize all those who contribute to your fundraising efforts – “thank you”, email, campus mail, etc…