Fundraising Guide

Registered student organizations may conduct fundraising activities on University property. Consultation with the Sport Club Staff and Student Activities Office staff in the early planning stages can save time and effort and will ensure compliance with appropriate institutional regulations. Some common issues that student organizations encounter in fundraising activities include:

1. Solicitation may be conducted outside University buildings by student organizations.

2. Only membership dues and approved ticket sales may be collected inside academic buildings. 

3. Prior to collecting money or fundraising in any on-campus building, student organizations must receive approval from that facility's building manager.

4. Student organizations cannot co-sponsor activities on campus with non-university enterprises or organizations. 

5. When admission is charged for attendance at an event, the University ticket procedure must be followed. Information about the ticket procedure can be obtained in the Student Activities Office.

6. In most cases, raffles and lotteries are prohibited by Texas law. To find out if the club qualifies, contact the Student Activities Office.

7. Any distribution of food or beverages, including fundraising projects that involve food items require a Food Distribution Form from University Environmental Health and Safety.

8. Fundraisers may not be conducted for private gain. Crowdfunding websites are not permitted. 

All fundraising activities should be reviewed by the Sport Club Staff and the Student Activities Office staff to ensure compliance with University regulations. Early review and advice from staff members is always recommended. For further details on this policy refer to the Student Activities Office website.

Partnerships

Student organizations may receive donations from non-university entities; however, non-university organizations may not cosponsor activities on campus. 

• Sport Clubs are prohibited from using the word "sponsor" for any tabling, events, or apparel.  We encourage usage of the word: donor, partner, or contributor.

• Organizations may thank their donors through public announcement or on a program for a performance (i.e., "Special Thanks to...") but may not advertise for companies or use corporate logos. 

• Student organizations may not conduct fundraisers may for private gain of individuals or for-profit businesses. 

What does this mean?

• We are not permitted to advertise corporate logos (including on apparel).

• If a company wishes to donate or be a vendor at an event, the Sport Club must contact their Sport Club Office. Clubs are not permitted to accept any donated items with discussing it with the Sport Club Office. Clubs are not permitted to have outside entities on campus without Recreational Sports permission.

• Clubs are not permitted to agree to an exchange without prior approval. For example: we will accept free apparel from a company and the post about them on social media. 

• Sport Club Staff do not have authority to sign an agreement on behalf of the University. If there are any contracts, terms, conditions, or other types of agreements included in a purchase, consult with your advisor prior to asking for approval of the purchase

Any club found in violation with anything above will receive disciplinary sanctions.  

Donations Guide

Aside from general fundraising activities, Sport Clubs have increasingly found ways to accept tax-deductible donations over the years. This guide will help your organization follow university policy and procedures related to accepting tax-deductible donations.

General Donation Info

• Checks, whether for general fundraising or donations, should always be made out to University of Texas Austin with the club name in the memo line.

• Tax-deductible donation checks should be handed directly to Sport Club staff, not deposited in the same manner as general fundraising checks.

• Mailed donations should be sent to the our mailing address. 

• Donations can be made online 24/7/365 through UT Giving. 

• Typically, Sport Club Staff will get all revenue reported to the office updated to your club's HornsLink accounts within 72 hours. 

  • There is no processing fee for physical checks and online giving (your club receives 100% of the money donated).

  • HornRaiser and 40for40 campaigns differ due to UT Giving transactional fees (your club may NOT receive 100% of the money donated); therefore, processing typically takes longer.

UT Giving Direct Links: Club Campaigns

Recreational Sports has worked with UT Giving to provide direct donation links for each of our sponsored student organizations. 

Historically, Sport Clubs have found particular success in administering letter-writing campaigns. It is an easy way for students to reach out to family and friends in a personal manner. In the past, it was all snail mail! Actual letters were handwritten and copied to be stamped and sent; the letter provided our mailing address and instructions for check-writing (which can still be done). Nowadays, it's easier and more efficient to send emails with direct online links. 

Prior to initiating a letter/email-writing club giving campaign, your club MUST meet with its primary advisor to review university guidelines. We need to ensure checks are written properly, donation links are secure and accurate, and all donations are properly recognized for the donor(s).

Receiving Donated Equipment

Recreational Sports must approve all donated items before acceptance.

1. Those desiring a tax deduction for donated item (equipment, boat, etc.) must follow these procedures before the item can be accepted

   1. The donor indicates in writing his/her desire to donate the item.

   2. The value of the item (including any shipping costs) must be noted in the letter.

   3. The letter is addressed to the Director of Recreational Sports.

   4. If the Director approves of the donation, a recommendation to accept the gift will be forwarded to the UT Development office for approval.

   5. If approval is granted, the donor is notified and the item is officially accepted.

   6. The donation is the listed on the club’s inventory.

   7. All donated items become the property of The University of Texas at Austin for use by the designated club.

2. Those donors who do not wish to make their donation tax deductible may simply give the item to the club after receiving approval from the Sport Club Office. The item is then added to the club’s inventory.

HornRaiser Projects

All sponsored student organizations are eligible to apply for the University’s official crowdfunding platform, HornRaiser. This is a great online tool to help students, faculty members and staff raise money for everything from research projects to class trips, uniforms and competitions. You are given the technology, taught how to use it, and then you raise funds from your own network. It is important to understand that you will be soliciting your friends, peers, etc. Annual Giving and UT Austin are not actively soliciting for your project on your behalf, that is up to you and your project leaders and champions!

If your organization wishes to submit a HornRaiser project application, you should schedule a meeting with your primary advisor prior to completing and submitting the application. Your advisor MUST review your application before submission as there are certain RecSports related rules and pieces of information to understand before you can submit. Additionally, RecSports prohibits the raising of funds for non-approved items such as to secure ownership of a vehicle/boat/trailer or pay for non-approved travel.

40 Hours for the Forty Acres

40 Hours for the Forty Acres is an annual university-wide, 40-hour fundraising event designed to inspire students, alumni and friends to make a gift to the university or to the programs or schools on campus that are meaningful to them. It typically runs during the spring semester around the month of April.

All participating organizations MUST have their #40for40 webpage text/media reviewed by their primary advisor prior to completing and submitting the information. This is to ensure your organization complies with university rules and regulations and RecSports approved expenses. RecSports prohibits the raising of funds for non-approved items such as to secure ownership of a vehicle/boat/trailer or pay for non-approved travel.

Additionally, 40 Hours for the Forty Acres charges transactional fees due to it being a campus-wide giving campaign operated by the Central Development Office. If your club receives money through general 40for40 links, you will be assessed fees! If your club receives money through an AMBASSADOR LINK, you will NOT be assessed fees! We must stress the importance of utilizing your 40for40 Ambassador, the individual connected with UT Giving on the web project!

Prohibited Crowdfunding Campaigns

Clubs are prohibited in participating in third party crowdfunding campaigns (GoFundMe, SnapRaise, etc.). These types of services take significant percentage fees of all monies raised and they also are able to save and store user data. The only approved crowdfunding is through University portals, such as the Online Giving link (open 24/7/365), HornRaiser (month-long to semester-long projects) and the 40 Hours for the Forty Acres (two-day giving campaign). If a club participated in an off-campus / third party crowdfunding, the club is subject to disciplinary sanctions. 

Grants

Texas Parents Grant

Every fall, Texas Parents awards nearly $45,000 in grants to registered student organizations’ activities, events and projects that work to enhance the UT Austin community through community service and enrich the UT Austin student campus experience. In awarding these grants, Texas Parents supports students’ efforts to put the university’s core values into practice and create a better UT Austin community.

The Student Organization Grants have been combined into one application and selection process and are awarded each fall semester in hopes of assisting student organizations in planning events for the entire academic year. Funding for these grants is made possible through the contributions and generous donations of parents, families, members and friends of the Texas Parents Association.

Grants are awarded in two categories:

• Community Service: awarded to projects that create a meaningful and safe service experience for UT students in the UT and/or Austin community.

• Student Experience: awarded to activities working to enhance and enrich the UT student campus experience.

For more information, go to the Texas Parents Grant website.