S.H.E.L.L.S.
At THE BEACH
Successful Higher Education Leadership Learning
Skills
FINANCIAL & BUDGETARY MANUAL
A guide to developing a strong financial and budgetary plan. Included are tips on
the Associated Students, Inc. Grant Application process, suggestions on how to
develop a budget, information on fundraising, and several useful sample forms for
ensuring a successful financial budgeting.
Office of Student Life and Development USU-215
California State University, Long Beach
(562) 985-4181
http://www.csulb.edu/sld
Table of Contents
What Makes a Good Budget? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Three Steps to Creating a Successful Budget . . . . . . . . . . . . . . . . . . . . . . . . . 2
Top Ten Features of a Successful Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Sample Program Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Sample Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Fundraising Ideas
Associated Students Incorporated Funding Tips . . . . . . . . . . . . . . . . . . . 9
Augmenting Your Current ASI Budget . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Soliciting Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Other Fundraising Ideas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Cash Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Fundraising Policies
Soliciting and Receiving Monetary Donations . . . . . . . . . . . . . . . . . . . . 14
TV Show Tapings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Gift In Kind Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Donations Flowchart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
ASI Gift Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Sample #1 Donation Letter for Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Sample #2 Donation Letter for Gifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
ASI Admission Charges and Ticket Sales Policy . . . . . . . . . . . . . . . . . . . . . . 19
What Makes a Good Budget?
This manual is intended to be used as a supplementary
tool, in consultation with your Student Life and
Development Advisor and/or your Faculty/Staff
Advisor to help your organization maximize and
maintain a successful budget. For many student
organizations budgeting is one of the least favorable
issues to deal with when planning their events. One of
the tasks your organization will face is preparing a
budget. A budget is a tool used for planning and
controlling an organization’s financial resources and
provides a guideline for future plans of action,
expressed in financial terms, within a set period of
time.
Without a budget, many organizations just muddle through, trying to stay one
step ahead of their bills. If the word "budget" makes you cringe, think of the
process as (1) summarizing how you spend your revenue and (2) creating
guidelines for your spending. The purpose of a budget is to: (a) clarify financial
goals; (b) compel organization members to use funds effectively and efficiently;
(c) aid in decision-making; (d) provide accurate information to analyze, adjust,
and evaluate programs and activities; and (e) provide a historical reference to be
used for future planning.
1
Three Steps to Creating a Successful Budget
Step One: Pre-Budget Considerations
When preparing an organization budget, it helps to know the organization’s priorities, objectives, and goals. As
you begin, ask yourself the following questions:
 What is the time period with which you are working (semester,
entire year, etc.)?
 What does your group most want to accomplish?
 How will you accomplish this?
 How much will it cost?
 Where will you get the money to pay for this?
Step Two: Preparing Your Budget
 Review previous year’s activities and expenditures for
insight.
 Prepare an outline of the organization’s planned activities.
 Determine and record available funds (previous balance,
allocated funds, etc.).
 Estimate and record expected income and when it will be
available (dues, sales, fund raisers, etc.).
 Define and record expenses (supplies, duplicating, phone
charges).
 If possible, have a little extra money reserved for unexpected incidentals.
 Review, revise, and prepare the final budget.
 Have members approve the final budget.
2
Step Three: Managing the Budget
 Set and maintain a minimum balance.
 Develop general financial policies and procedures (allow only
approved expenditures, etc.).
 Keep accurate written records of all financial transactions
including income and expenditures. Organizations are highly
encouraged to use a receipt book.
 Periodically compare the budget to actual expenditures.
 Regularly report the financial status to the organization.
As the budget period is ending, determine the outcome of each expense and revenue item. Review actual costs
in order to establish priorities for the next budget period.
Determine the outcome of each expense and revenue as the budget period is ending. Review and judge actual
costs in order to establish priorities for the next budgeted period. Begin preparing for the next budget a month
or more prior to the current budgeted period and then begin the process anew.
3
Top Ten Features of a Successful Budget
1. Categories that fit your event needs. List all areas where funding is required, such as Refreshments;
Entertainment; Facility; and Advertising. Then, under each of these categories you would list a
breakdown of actual items of need, for example: Refreshments: food, drinks, linen, china, etc.
2. Accurate revenue projections.
3. Enough categories to give you a meaningful picture of
where your money goes and where you might be able to cut
costs, but not so much detail that tracking becomes a chore.
4. Inclusion of expenses for items that you would like to have
but that may not be a necessity for the event, such as parting
gifts for all your attendees. This way you know a true
projection of expenses.
5. Regular review of categories to determine if you need more
or fewer, review of expenses, and brainstorming about ways
to trim costs in each category.
6. Cash expenditure tracking and recording. Cash spending is the biggest leak in most budgets. Cash
disappears quickly and if you don't write down everything you spend it on, you'll have a distorted look at
your spending.
7. Getting into the habit of always saving your receipts, bills, and invoice slips. Making a copy of these
items is also a good idea one, because you’ll have to submit original receipts for reimbursements from
your ASI accounts and second, so you can use the cost information for your following year’s budget.
8. Realistic written goals. Budgeting isn't about tracking your costs; it's about setting financial goals
(attending a conference, having an end-of-the-year celebration, etc.) and finding ways to meet them.
Without goals, your budget is just a pair of handcuffs.
9. Make sure you include even the smallest of items such as scotch tape
or a few folders or pens.
10. Most importantly, making sure your organizational members have a
copy of your budget and an understanding of what their spending
limit is for their specific committees.
4
Sample Program Checklist
Event/Program Title: ______________________________________ Event Date: __________________
Location: _______________________________________________ Time: _______________________
Sponsor(s): __________________________________________________________________________
With the guidance of your SLD Advisor, this checklist is a vital tool for the success of your event. Please
seek the assistance of your SLD Advisor often and early.
Assigned
Target
When
To
Date
Done
A. Facilities
1. Meet with SLD Advisor to pick up and fill out PRC (Program
Regulation Clearance Form)
2. Return completed PRC to the USU Conference and Events
Center & reserve on-campus facilities and equipment
3. Determine facility set-up and reserve equipment for program
and fill out Facility Management work order form if necessary
4. Check accommodations for disabled presenter or audience
Assigned
To
Target
Date
When
Done
Assigned
To
Target
Date
When
Done
B. Program Development
1. Determine program goals and objectives
2. Look at possible featured attractions (i.e., speaker)
3. Decide on featured attraction (cost vs. availability)
4. Verify qualifications (e.g., CPR trainer)
5. Confirm event with attraction
6. Arrange transportation, parking, campus escort as needed
7. Determine program format
8. Type list of members on the program committee and distribute
to all members
C. Finances
1. Estimate expenses and outline budget
2. Request funding from ASI
3. Determine co-sponsored, if applicable
5
4. Forms from A.S. Business Office (ASBO)
- Request for Purchase or Payment (RPP)
- Service Contract/Artist Agreement
5. Set-up ticket sales (See ASBO early), if applicable
6. Change and cash box/money bag (See ASBO), if applicable
Assigned
To
Target
Date
When
Done
Assigned
To
Target
Date
When
Done
Assigned
To
Target
Date
When
Done
Assigned
To
Target
Date
When
Done
D. Publicity
1. Target audience (on campus and/or community)
2. Event must be approved by SLD and confirmed by the USU
Conference and Events Center
3. Send special invitations (VIPs), if applicable
4. Flyers, stakes, kiosks (follow posting regulations)
5. Display cases
6. Banner site reserved and approved
7. Banners finished
8. CSULB newspapers (ads, articles, announcements)
9. Off-campus publicity
E. Safety
1. Notification of University Police by SLD (security, money,
parking, etc.)
2. Tape down electrical cords
3. Do a safety walk through (unstable stage, no open walk way,
etc.)
F. Parking
1. Notify Parking Office
2. Fill out Special Event Parking Information form
G. Food/Refreshments/Decorations
1. Plan menu or refreshments
2. Discuss with food providers and place order
6
3. Review Hot Food Safety Guidelines with SLD Advisor
4. Clear unusual or off-campus food
5. Understand campus alcohol regulations
6. Balloons, helium, ribbon, nametags, centerpieces, etc.
7. Secure clean-up volunteers
Assigned
To
Target
Date
When
Done
Assigned
To
Target
Date
When
Done
H. Program Day
1. Directional signs to event
2. Verify equipment and room set up
3. Registration/welcome table (cash box/change, sign-in sheet,
name tags, pens, etc.)
4. Volunteers to welcome people
5. Introduction of speaker or artist to audience
6. Check food/refreshments
I. Wrap-up Section
1. Evaluate the program
2. Send Thank-you notes and acknowledgements
3. Pay bills
4. Prepare event/program report for next year’s planner
7
Sample Budget
INCOME
Allocation from Student Government
Money raised from Student
Organization fundraiser
Estimated
$1,000
Estimated
total
$1,000
$2,000
EXPENSES
Professional Services
Disk Jockey
Slide Show
Supplies and Equipment
Rentals: platforms
Decorations:
Paper Goods
Thermos -2 @$10
Serving trays - 4@$5
Ice
Invitations
Printing
Postage
Flyers
Food and Refreshments
Catering: 100 people @ $10 pp
Refreshments: 100 @ $3
$335
$250
$85
$179
$181
$10
$102
$19
$20
$20
$10
$127.50
$127.50
$75
$50
$2.50
$1,300
$1,300
$1,000
$300
$1,956.50
$1,943.50
$10
$100
$19
$20
$20
$10
$75
$50
$2.50
$1,000
$300
8
Actual
Total
$765.38
$1,765.38 ($178.12)
$350
$250
$100
TOTALS
Actual
$1,000
$13
Fundraising Ideas
Associated Students, Inc. Funding Tips
1. All ASI related forms can be found at the Associated Students, Inc. website
www.csulb.edu/asi under “General Information and Forms” as well as with
Student Life and Development’s website www.csulb.edu/sld under
“Forms”.
2. When applying for funding from the Associated Students, Incorporated
(ASI), neatly type the forms and provide the most honest and accurate
information to the best of your ability. At the time you turn in your forms,
find out when your funding request will be addressed by the Board of
Control. You may request a "time certain" (time slot) for the Board of
Control (BOC) meeting during which you must present your request and answer any questions.
3. When you have been granted funding from ASI you must complete the ASI Fiscal Certification process.
You must first attend the Orientation and Event Planning Workshop, offered by Student Life and
Development, and then attend the ASI Fiscal Certification Workshop offered by ASI, or take the ASI
Fiscal Certification Test at the AS Business Office. Once you have completed the ASI Fiscal
requirement, you must fill out a "Signature Authorization Card” at the AS Business Office. Up to two
student representatives may be placed on an organization's Signature Authorization Card.
4. Familiarize yourself with the ASI policies on funded activities, the allowable purchases that can be made
with ASI funds, and the allotment schedule timeline by which your budget must be expended. Unless an
exception is granted by the ASI Treasurer and Board of Control, organizations which do not spend funds
within specified fiscal quarters will lose their program funding.
5.
Familiarize yourself with the types of purchases that are not allowed under ASI fiscal policy. These
include, but are not limited to: awards, scholarships, office supplies, refreshments, and alcohol.
6. Don't procrastinate! Allow ample time to obtain the appropriate signatures and documents required to
submit purchasing forms to the AS Business Office, especially with Service Contracts, Speaker
Contracts, and Performing Artist Agreements. Keep in mind the turnaround time required to process
requests for checks and purchase orders: a MINIMUM of seven (7) working days for purchase orders,
regular checks, and contract checks. Rush orders cannot be guaranteed.
7. Service Contracts, Speaker Contracts, and Artist Agreements must be filled out completely and
submitted to the AS Business Office prior to the date services are rendered (no exceptions).
8. The preferred means of payment for purchases is by purchase order due to the greater protection and
control it provides the consumer.
9.
When submitting requests for payments or reimbursements to the AS Business
Office, include a flyer or other printed material advertising the event. Bring a
copy of the approved Program and Regulation Clearance (PRC) form for the
purpose of verification.
10. Don't forget to use the ASI logo or a line regarding ASI support on all printed
material used for ASI funded programs, i.e. flyers, posters, invitations, tickets, etc.
The ASI logo may be picked up at the AS Business Office (USU-229).
9
11. And finally, if your organization has been granted $1000 or more for an event, you must complete the
“Post Event Assessment Report” 30 days after your event.
12. If your organization has been granted $3000 or more for an event, you must complete the “Post
Assessment Event Budget” form 30 days after your event.
Augmenting Your Current ASI Budget
1. Augmentations to your ASI Grant funds are only permitted if there is a dramatic change in the program
of your event.
2. Download a Grant Augmentation Request form from the ASI website listed under “General Info and
Forms”: www.csulb.edu/asi.
3. Complete the augmentation form and submit it to the ASI Treasurer located in University Student
Union, Room 311.
4. Requests submitted by 12:00 pm on Tuesday will be placed on the following Tuesday's BOC agenda.
5. A representative from your organization must attend the BOC meeting and present your organization’s
augmentation request. The request for augmentation is reviewed by the
BOC, and recommendations for funding are recorded in the meeting
minutes.
6. The BOC minutes are forwarded to the ASI Senate for review and
approval on Wednesday of the following week.
7. After the minutes are passed by the Senate and signed by the ASI
President, the new budget information is forwarded to the AS Business
Office.
8. Program accounts will be established approximately 3-4 weeks from
the date of your BOC meeting.
Note: In order to access your ASI funds, you must attend an Orientation and Event Planning Workshop
conducted by the Office of Student Life and Development and you must have attended the ASI Fiscal
Certification Workshop or passed the ASI Fiscal Certification Test.
Soliciting Donations
Short on funds? There are several ways to raise money for your organization:
charging membership dues and fees, hosting a special event, selling a product or
service, or by simply asking for donations. Each method is useful depending on your
funding needs. However, soliciting contributions person-to-person is the most
successful and least costly, with up to a 65% response and 5% cost rate.
Sounds easy, doesn't it? So why aren't more people doing it? Because to be
successful, you need to do your homework just like preparing for a final exam or job
interview. Effective fundraising is 90% organization and 10% solicitation.
10
Asking for donations from corporations, foundations, friends, or strangers often conjures up images of anxious
begging. But, when you share your enthusiasm for your organization and its mission, you engage the
excitement of others. You give potential donors the opportunity to participate in your vision and worthy
projects. The larger the gift request, the more critical it is to do this face-to-face. To ensure success it is
important to follow the steps outlined below.
1. Conduct a Needs Assessment
Potential donors will have many questions about your group, such as its
mission and goals. Begin to prepare by answering these questions: what
is your organization all about; what problems are you trying to solve; why
is your organization qualified to address the problem; how much do you
need in cash, services or equipment; what do you hope to accomplish with
this gift; why would someone want to give to your cause; what are other
funding sources?
2. Identify Potential Donors
More than $125 billion is given away each year by individuals, corporations, and foundations. Charitable
giving is a two-way street; you must offer psychological value to a donor to receive a contribution. Who is
most likely to fund your project: alumni members; friends and family; corporate sales; marketing; public
relations, or college relations department; private non-profit foundations...? It is important to enlarge your
network of contacts.
3. Prepare Marketing Materials and Cultivate Prospects
Prepare a brochure, proposal, photo album or video tape on your organization or project that will positively
describe who you are and what you need. Then form a relationship with each potential donor so that he or
she can understand your organization first-hand. Invite
potential donors to your meetings as guest speakers,
guests at an annual banquet and give awards for their
involvement.
4. Contact Donors and Make Solicitations
The best donor is one you develop as a friend and
supporter, first. If this is not possible, have an inside
contact who can make a formal introduction. Ideally, you
should speak with each potential donor personally to
request funds. But in some cases, a letter or phone call
must do the job. Before requesting a donation, make sure
you know what types of projects and organizations the
potential donor supports, how much is typically given and if CSULB is currently pursuing the prospect for
another gift. There is more to gift solicitation than simply asking for money. Don't just stress your needs.
Address how it is important for the potential donor to get involved.

Focus on human needs, not organizational needs.

Show enthusiasm for your projects.

Show empathy with their objections. Explain how you will
overcome their concerns.

Be business-like. This is a serious commitment.

Share the marketing materials you've brought.
11

Pause and answer questions. Listen carefully.

Share the gift size you're requesting.

Share what others have given.

Ask for the gift.

A "No!" is not always a rejection. It is often a request for more information.
Expect objections from the donor. Increase your success by practicing your responses ahead of time to the
following: why should I help you; I already give to other organizations; I cannot afford to give right now; I
am not interested.
5. Follow Up
Always thank the prospective donor, whether or not you receive
a gift now; they may give later. When you receive a gift,
recognize each donor several times with thank you letters,
mementos, banquet award presentations . . . as appropriate.
Appreciated donors will give again.
6. Additional Help
The fundraising techniques discussed in this section are a time
consuming effort which can pay rich dividends. To assist you in
achieving success, especially if you plan to solicit a large gift
($1,000 or more) from a potential donor, contact the Director of
Development, CSULB Division of Student Services at (562)
985-5255. The Director of Development can provide the following services:


present a fundraising workshop to a whole group or consult with individuals

identify fundable opportunities

recognize potential donors and go on request calls

help thank the donor and receipt the gift

recognize significant donations with a plaque, gift, or name on a
donor wall

help organize campaigns and special events
develop marketing materials and brochures
The Director of Development must also be contacted after a gift is received to facilitate formal University donor
recognition.
When soliciting a monetary donation (doesn’t matter the amount) from an individual donor, you must first
coordinate this effort with the Director of Development, Division of Student Services. Submit your written
request, including the purpose for which the funds will be used and the name and address of the potential donor
(individual or corporation), to the development officer via your SLD advisor.
12
Other Fundraising Ideas
In addition to cultivating donations, traditional ways of generating funds for your organization are also useful.
Check with your SLID advisor before you commit to any purchases, contracts, or publicity. Consider the
following products, services, and special event fundraisers:
Auctions and Sales, including:
 Baked goods
 Magazines and books
 Candy
 T-shirts
 Rummage sales
 Jewelry
 Bookmarks






Posters
Flowers
Balloons
Calendars
Pottery and Crafts
Coupons
Shows and Performances, including:
 Movie nights
 Plays


Concerts
Fashion shows


Talent shows
Magic shows
Services, including:
 Textbook redemption
 Gift wrapping
 Tutoring
 Resume preparation




Photography
Car-wash
Singing telegrams
Banquets




House cleaning
Recycling
Dog walking
Baby-sitting
Events, including:
 "Game Shows"
 Contests
 Sports tournaments
 TV tapings




Walk-a-thon
Banquet
Haunted house
Karaoke night
Dunk tank
Cash Handling
Whenever a recognized student organization intends to conduct a sale on
campus or to collect admission fees at the door of their event, they may request
a locking cash box from the ASI Business Office (USU-229).
The cash box must be requested from the ASI Cash Operations Coordinator no less than 5 days prior to the
scheduled sale or event.
13
Fundraising Policies
Soliciting and Receiving Monetary Donations
The Foundation’s Tax ID Number is available for your student organization to use when soliciting monetary
donations. Mary Ann Messing, Gifts and Donations Supervisor for the Foundation, (562) 985-8491 or
mmessing@csulb.edu, must speak to the donor directly to release the tax id #.
If a donor wishes to make a tax deductible monetary contribution to your
organization, they must make the check out to “CSULB Foundation.” In
addition, the donor must make a notation on the check that it is designated for
your organization. Full spelling of your organization’s name is a must – no
acronyms.
Next, you must deposit the check to the CSULB Foundation cashier’s office
(6300 State University Drive, Suite 332, Long Beach, CA 90815), which is
located immediately south of the SS/PA Building.
The Foundation office will mail a receipt to the donor. Your funds will then be transferred to your Associated
Students Agency Account which your organization will need to open in advance if you don’t have one already.
You may then withdraw the money from this account using standard A.S. Business Office forms and
regulations. Note that there is a 4% services charge for each transaction.
T.V. Show Tapings
If your organization is planning on attending a T.V. Show Taping as a form of fundraising, you must meet with
Mary Ann Messing, (562) 985-8491 or mmessing@csulb.edu, to have the W-9 form filled out. The check from
the T.V. company must be made out “CSULB Foundation” and follow the same process as cash donations (see
Soliciting and Receiving Monetary Donations above).
Gift-In-Kind Donations
If you are receiving in-kind services you must fill out an ASI Gift Form. This form is used to document gifts,
in-kind gifts and services, giveaways to students, donations, or sponsorships. See page 15. Submit the form to:
Development Associate
Associated Students, Inc.
1212 Bellflower Blvd., Suite 229
Long Beach, Ca 90815
(562) 985-2402
Fax: (562) 985-8942
CSULB Tax ID #: 93-115-0363: To be used ONLY when requesting “Gift-in-Kind”
donations. Any questions, contact the Student Life and Development office at (562) 985-4181.
14
Donations Flowchart
Remember, any monetary donations made to a student organization must go through the CSULB Foundations
Office. The check must be made payable to: CSULB Foundation with a notation on the check of the student
organization’s full name (no acronyms). Once the check clears, the donation will be transferred to your ASI
Agency Account at the AS Business Office.
* Have a check from a corporation? Don’t forget to bring paperwork in with name and title of contact person
Donation received by student
organization. Deposit
immediately with Foundation
Cashier on 3rd Floor.
Mon–Fri 8:00am-5:00pm
Receive Deposit Transmittal
Form from cashier & enter
required info. (Associated
Students Clearing Account 06062500, General Ledger #
370500) any questions, ask for
Mary Ann Messing.
Gift Processing department
records donation in BSR
(University fundraising &
donation database).
Acknowledgment of the donation is
forwarded to the University
Relations and Development Office,
where a receipt of the donation is
then mailed to the donor. (A
thank-you letter is included if the
donation is $250.00 or greater).
At the end of each month, funds
are wired from Foundation to
student organization’s ASI
Agency Account at the
Associated Students Business
Office.
15
ASSOCIATED STUDENTS, CALIFORNIA STATE UNIVERSITY, LONG BEACH
GIFT FORM
Use this form to document gifts, in-kind gifts, give-aways to students, donations, or sponsorships.
Describe Donation (Example: 10 t-shirts, movie screening, CD’s, etc.)
Approx. value of donation (if unsure, leave blank)
____________________________________________________________________________________________________________
_______
Reason for donation (Example: student event, food for meeting)
 Yes
Business Name
 No
Would you like us to send the donor a thank you letter and University receipt?
Contact Person Name
Telephone Number
Mailing Address
City
State
Zip
Your Name (print)
Department/Organization
Date
Documenting gifts helps: (1) Provide the donor with a University gift receipt and thank you letter. (2) Allows Associated Students to keep a record of
support that can be used in an Annual Report and future grant applications. (3) Assists CSULB fundraising objectives.
Submit form to:
Development Office, Associated Students, asi-development@csulb.edu
1212 Bellflower Blvd., Suite 313, Long Beach, CA 90815 Tel: 562-985-2402 Fax: 562-985-2082
ASSOCIATED STUDENTS, CALIFORNIA STATE UNIVERSITY, LONG BEACH
GIFT FORM
Use this form to document gifts, in-kind gifts, give-aways to students, donations, or sponsorships.
Describe Donation (Example: 10 t-shirts, movie screening, CD’s, etc.)
Approx. value of donation (if unsure, leave blank)
____________________________________________________________________________________________________________
_
Reason for donation (Example: student event, food for meeting)
 Yes
Business Name
Contact Person Name
 No
Would you like us to send the donor a thank you letter and University receipt?
Telephone Number
Mailing Address
City
State
Zip
Your Name (print)
Department/Organization
Date
Documenting gifts helps: (1) Provide the donor with a University gift receipt and thank you letter. (2) Allows Associated Students to keep a record of
support that can be used in an Annual Report and future grant applications. (3) Assists CSULB fundraising objectives.
Submit form to:
Development Office, Associated Students, asi-development@csulb.edu
1212 Bellflower Blvd., Suite 313, Long Beach, CA 90815 Tel: 562-985-2402 Fax: 562-985-2082
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Sample #1 Donation Letter for Cash
Long Beach State
Water-Ski and Wakeboard Team
2007-2008
Dear Community Member:
The Long Beach State Water-ski and Wakeboard Team was established in 1988 by a group of students with a
common interest in water skiing. Since then, the development of water sports has brought about Wakeboarding
and Wake-skating, which have also been integrated into this team. What started out small has now developed
into a well rounded, competitive and highly dedicated collegiate team.
We have an exciting year planned and we are asking for donations to help offset our general expenses. To keep
the team progressing each season requires a significant budget that cannot be met by student dues alone, and
although much of this budget is derived from member dues, we try to keep the dues down in order to allow
more members to participate. We depend on businesses as well as individuals in the community to support our
team in order for us to continue to not only compete but also represent the City of Long Beach and our
University. Our expenses for the 2007-2008 season consists of team registration, league fees for each member,
lodging, boat maintenance, insurance, registration, gas, launch ramp fees, team apparel, travel to and from
tournaments, as well as some new equipment for the team’s progression.
Our goal is to acquire sufficient funds from sponsors to strengthen the foundation of our team and to ensure the
future success of the program. Given that we are a non-profit organization, your donation is tax-deductible and
serves as an excellent way to give back to your community. We graciously accept any assistance you can offer,
and we thank you in advance for your support for our team and our University.
Attached is a form to be returned with any contributions. Donors will be presented with a letter of thanks as
well as an acknowledgement certificate for your tax-deductible donation. Also any donor that gives over $500
in cash or product will receive a sponsor status which we will recognize on the boat and in apparel. Thank you
for your consideration.
Sincerely,
Alex Treasurer
Team Treasurer
Tony Captain
Team Captain
Rita Hayes
Director
Club Sports & Recreation
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Sample #2 Donation Letter for Gifts
CALIFORNIA STATE UNIVERSITY, LONG BEACH
AMERICAN INDIAN STUDENT
COUNCIL
37th Annual CSULB Pow Wow Committee
February 27, 2007
Dear Donation Manager,
We, the American Indian Student Council, a student organization at California State University, Long Beach
(CSULB), humbly request the donation of any of the following items:
Fruit and vegetables (for the singers and dancers)
Snack items such as crackers (for the singers and dancers)
Ricola or cough drops (for the singers)
Water and coffee (for singers and dancers)
The 37th Annual CSULB Pow Wow, held on March 10 and 11, is one of the University’s largest and longest
running student organized events. It is a Native American Indian social gathering with singing, dancing, food
and arts and craft vendors. The Pow Wow draws over 6000 people over the two-day event. Your generously
donated items will feed and comfort over 300 dancers and 100 singers.
As we only make up 1% of the entire CSULB student population, we feel it is crucial that we educate the
campus and surrounding community about Native American Indians.
We thank you for your consideration and welcome you to experience the sights, sounds and tastes of Native
America.
For your records, our Federal Tax ID number is: 93-115-0363.
With appreciation,
American Indian Student Council
2007 Executive Pow Wow Committee
(562) 985-4963 · 1250 Bellflower Boulevard · USU-215 · Long Beach, CA 90840
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ASI Admission Charges and Ticket Sales Policy
Every time admission is charged for an event supported either directly or indirectly by ASI, admissions must be
accounted for by the use of tickets. Ticket sales must be conducted under the supervision of the ASI Vault
Teller who must be contacted at least 15 working days before the date upon which tickets are to be sold. The
design of the tickets must approved by the ASI Vault Teller before printing. All such tickets must bear the ASI
logo or other form of acknowledgement.
Once printed, tickets must be delivered directly to the Vault Teller
along with the original ticket manifest. The Vault Teller will verify
the design and numbering of tickets. Only the Vault Teller may
release tickets for sale. The Vault Teller must likewise be informed
of any tickets given away as complimentary. All off-campus
promoters must coordinate with ASI to have tickets printed.
Organizations may arrange to have tickets sold at the University
Student Union Information Center by completing and submitting a
"Request to Sell Tickets" no later than 15 days before the event. The
Information Center will sell tickets only for 10 days before an event and only on a cash basis. The Assistant
Director, U.S.U. Commercial Services must approve any advertising for an event that states availability of
tickets at the Information Center before its being published.
Funds raised through ticket sales for events that are not financially supported by ASI may be deposited directly
to an Agency Account. Proceeds from tickets sales for events that are financially supported by ASI must be
deposited to the budget area’s revenue account, unless the sponsor is a student organization. In these cases,
proceeds MUST be deposited to an Agency Account.
Due to the complexity of current tax laws, it is the position of
the Associated Students that admission charges to events are
NOT charitable contributions for which the participant would
qualify for a tax deduction.
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