University of Wisconsin-Green Bay
Student Organization Sales Policy
(DRAFT Rev. 8/10/04)
Officially registered student organizations may sponsor sales activities (e.g. fund-raisers and sales in conjunction with events) on the University of Wisconsin-Green Bay campus only after receiving prior University approval. The sponsoring student organization will be expected to fully understand and comply with all sales contract policy requirements. Specific sales activities will be reviewed to ensure that the organization’s purpose is in agreement with the educational mission of the University of Wisconsin-Green Bay. Violation of the Student Organization Sales Policy may result in student organization disciplinary sanctions, potential loss of the privilege to university facilities for sales event, and possible legal action. Authorization of sales activities will be determined by the Office of Student Life on the basis of other nonconflicting activities on the University campus. FINANCES 1. A member of the student organization will meet with an Organizational Finance Office (OFO), University Union Room 110, prior to the event to coordinate cash-handling procedures. 2. All funds collected in connection with sales must be reconciled by OFO and deposited in a university account maintained by OFO. If a vendor is involved in the sale: 1. Prior to the sale, the vendor must sign a copy of the formal University of Wisconsin-Green Bay Vendor Sales Contract and guarantee the student organization 20% (or more) of the gross sales in exchange for access privileges to campus facilities. The vendor is responsible for payment of all sales tax. Vendors may not sell on campus without organization sponsorship and without giving a portion of their sales to the sponsoring student organization. 2. Each transaction will require a cash register receipt provided by the vendor, a written receipt (on a pre-numbered form provided by OFO), or a suitable mutually agreed-upon alternative. The student organization will make prior arrangements with OFO to reconcile receipts daily. The student organization representative and the vendor will be present for the cash reconciliation of daily revenue and will receive an OFO receipt. 3. Funds must be reconciled and deposited by OFO prior to the vendor’s departure from campus. 4. Revenue will be deposited into the organization’s appropriate account, and a check will be issued to the vendor within 24 hours. This process will ensure a complete audit trail for the protection of both student organizations and offcampus vendors. FOOD AND BEVERAGE SALES 1. Only limited foods and beverage sales (bake sales, for example) are permitted without prior University approval (see Food Events Processes and Guidelines policy, dated July 2004). Some foods and beverages will require a Non-Standard Food Event Authorization, signed by the Campus Contract Administrator, UU313. This form must be submitted to the CCA at least two weeks prior to the sale. 2. No food or beverage item may be given away as a sales incentive.
3. The sponsor will be expected to fully understand and comply with food handling standards which are available from the Office of Student Life. (Consult the Food Handling Standards Guide for details.) VENDOR SALES/VENDOR SALES CONTRACT If an organization is working with a vendor, a Student Organization Vendor Sales Contract is required and may be obtained from the Office of Student Life located in the University Union, Room 150. The contract must be completed at least two weeks prior to the fund-raising event. Vendor contract procedures: 1. A member of the sponsoring organization meets with a Student Life staff member to discuss the event and to work out the terms of the contract, e.g. percentage of profit due to the student organization (minimum of 20% of gross sales) and the time, place, and manner of the sale. Special guidelines for credit-card companies: Each credit card company may only solicit on campus once a year. Credit card companies may not give out incentives or gifts (e.g. free Tshirts, water bottles, food/beverages, etc.). Credit card companies must disburse printed materials about financial management and debt to applicants. The sponsoring student organization will receive a pre-negotiated fee per credit card application from the credit card company. 2. The student will secure the vendor’s signature. 3. The student will return the contract to Student Life for a staff member’s signature. 4. OFO will retain the original signed contract and will send copies to the vendor and the student organization. Sale guidelines: 1. The student organization is responsible for reserving space for the sale through Union Reservations. 2. Sales are limited to a two-day span. Organizations that wish to sponsor a vendor beyond this time limit must make a formal request in writing to the Office of Student Life prior to the sales activity date. 3. A member of the sponsoring organization will assist the vendor with the set-up and take-down and be present during the entire sales period to monitor the cash handling procedure. 4. The organization will conduct the activity in a manner which does not interfere with campus operations, instructional activity, or with hallway traffic and be responsible for cleaning up any litter caused by the activity. 5. Groups may not sell, give away, or dispense alcoholic beverages while using university space or facilities (including university housing facilities). 6. The organization and the vendor will comply with all state and federal laws regarding sales, solicitation, and health and safety codes.
Student Organization Vendor Sales Contract
INSTRUCTIONS: At least two weeks prior to the sale, a member of the sponsoring organization must meet with a Student Life staff member to discuss details of the event and completion of the contract. A completed contract with Student Life signature is required before the event can take place. Please type or print. ORGANIZATION NAME: ORGANIZATION REPRESENTATIVE: ADDRESS: COMPANY/VENDOR NAME: ADDRESS: TELEPHONE: TELEPHONE:
DESCRIBE THE PROPOSED SALES ACTIVITY IN DETAIL:
TERMS OF AGREEMENT (student organization) agrees to sponsor asdfasdf (vendor) on the University Wisconsin-Green Bay campus for the purpose of a sales activity on the
following date(s):
. In return, the vendor above agrees
to guarantee this student organization
% of gross sales and/or
.
By our signature, we agree to comply with all requirements of the Student Organization Sales Policy and contractual agreement, including a daily sales revenue reconciliation. We understand that violation of this agreement may result in discipline of the student organization, potential loss of right by the vendor to use university facilities, and other possible legal action. ORGANIZATION REPRESENTATIVE SIGNATURE: COMPANY REPRESENTATIVE SIGNATURE: STUDENT LIFE APPROVAL: Date: Date: Date: