Fundraising From & Policy

UUCFW Approved Fundraising Policy
Policy:
Fundraising/special events require the approval of the Stewardship Committee prior to the initiation of any activities related to the event.
  1. When a fundraising/special event is planned, the person initiating the project completes the appropriate form (see fundraising/special event form), including any upfront funds needed for pre-event costs and gives it to the Stewardship Committee chair.
  2. If the Stewardship Committee has any questions, they will ask the person recommending the new activity to respond to questions regarding the proposal.
  3. The Stewardship Committee will review the request considering the need, any perceived conflict with other fundraisers or the missions/values of the congregation, and the application of UUCFW’s Policies and Procedures on Fundraising.
  4. The Stewardship Committee will submit their recommendation for Board of Trustee approval or denial. If approved, the event will be added to the Fundraising Calendar.
  5. If any additional upfront funds are needed for pre-event costs after the initial approval, these will be approved/denied by the Finance Committee chair.
  6. All money collected must be given to the Administrator, Bookkeeper or Treasurer for appropriate handling.
  7. The Administrator shall keep an annual calendar of scheduled fundraising/special events (including soup Sundays) in the Church Center calendar. The calendar will look forward a minimum of 12-months and will be available to any member or committee.
Collection of monies
  1. Groups collecting money will appoint two persons to manage the funds. The group will inform the Administrator of the persons responsible for funds before fundraising begins.
  2. Receipts from fundraising are given to the Administrator, Bookkeeper or Treasurer as soon as possible after received and no later than 30 days after the event.
  3. At or immediately following an approved event, cash is counted by the two assigned representatives. The amount of cash is entered on a cash count slip, signed by both counters.
  4. Cash, checks and cash count slips are sealed in an envelope which is given to the Administrator, Bookkeeper or Treasurer.
  5. Deposits are credited to approved events, or to the sponsoring team/committee if it is intended as a fundraiser. Any funds prepaid to the sponsoring team will be subtracted from the total.
Expense reimbursement
Expenses incurred to conduct an event may be prepaid or will be reimbursed by the Administrator, Bookkeeper or Treasurer following the event. No expenditures are to be paid out of collected cash.
Procedure:
  1. An expense reimbursement form, with receipts or invoices attached, is submitted to the Administrator, Bookkeeper or Treasurer.
  2. The Administrator, Bookkeeper or Treasurer reviews the expense reimbursement form for completeness and then reimburses the expenses by check.
  3. The Bookkeeper will charge the expense to the approved event or the sponsoring team/committee.
Policy approved by the Board of Trustees 2024