UNIVERSITY ADVANCEMENT
FUND RAISING CLEARANCE FORM
Per Ohio University Policy 37.001, “The Office of Development is the official unit of the University for fund
raising from all sources. The Vice President for University Advancement, or his or her assignee, is to be
consulted before initiating or announcing any fund raising activities involving administrators, faculty, staff,
alumni, friends, foundations, corporations, or other organizations, either within or outside the University.”
All fund raising initiatives to raise philanthropic dollars must be cleared by the Director, Annual
Giving prior to any activity taking place. Fundraising events are those conducted for the sole
or primary purpose of raising funds for Ohio University. (Examples are: personal solicitations
for cash and in-kind gifts; sponsorships; dinners; golf outings; raffles; auctions; and other
activities for which there is the expectation that the proceeds will be deposited into an account
in The Ohio University Foundation.)
Part A of this form must be completed no less than two weeks prior to the fundraising event.
Part B of the form must be completed and returned to the Office of Annual Giving within two
weeks following the event. This is required for IRS 990 reporting. Failure to complete “Part B”
could result in future event clearance being denied.
Clearance Form Part A:
1. Date form completed: 4-4-12
2. Name and title of person completing form:
3. Description of proposed event/activity:
4. Date(s) of proposed event/activity:
5. Foundation account name and number to which charitable gifts will be deposited:
6. Foundation or University account name and number to which non-charitable proceeds
MAY BE deposited (if providing a Foundation account, please provide a University
account as an alternate):
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7. How will the costs of the event/activity be paid?
8. How will information about the event/activity be distributed?
9. Will advertising and/or sponsorship be sought? Please provide details about the nature
of each and what will be offered in exchange. (Attach sponsorship form if available.)
10. What are the costs of the event/activity? (Please include the per person cost for all
meals, refreshments, gifts, entrance fees, etc. as well as any fixed expenses.)
11. Will there be an auction or raffle? If yes, please describe.
12. Does any portion of the fee to attend allow participants to be entered into the raffle or
door prize drawing? Please explain.
13. If you will be seeking cash donations or in-kind gifts, please provide a list of those who
will be solicited and the approximate amount you will be requesting.
Name
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Amount to be requested
14. If the activity is an event, who will be invited (please attach invitee list)?
15. Will participants receive anything in return for a donation (meal, item, etc.)?
 Yes
 No
If yes, please list the item(s)/benefit(s) and the market (not cost) value for each:
Donation from participant
Item/Benefit received by participant
Market Value
$_________________
__________________________
$_________
$_________________
__________________________
$_________
$_________________
__________________________
$_________
$_________________
__________________________
$_________
$_________________
__________________________
$_________
$_________________
__________________________
$_________
16. Please attach any supporting documentation (brochures, invitations, etc.).
Signature of person submitting form
E-mail & telephone of person submitting form:
_____________________________
___________________________________
Signature of Budget Unit Manager
(required)
E-mail & telephone of Budget Unit Manager:
_____________________________
___________________________________
Return this form to: Billie Handa, Director, Annual Giving, 310 McGuffey, Ohio University,
Athens, Ohio 45701. 740.597.1641. Email: handab@ohio.edu.
When/if activity is approved, copies will be sent to the individual completing the form, the
appropriate Budget Unit Manager, the Asst. VP of Advancement Services, and The Ohio
University Foundation Accounting Office.
Approved By:_______________________________
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Date:________________________
Clearance Form Part B (required for IRS 990 reporting):
Event Name: ________________________________________________________
Event Date: _________________________________________________________
Fundraising events revenue and expenses report
Revenue
(a) Dollar Total
1. Gross Receipts
2. Less: Charitable
contributions
3. Non-charitable
income (line 1a
minus line 2a)
4. Cash prizes
Direct Expenses
5. Noncash prizes
6. Rent/facility
costs
7. Food and
beverages
8. Entertainment
9. Other direct
expenses
(b) Act# deposit - 1
(include amt)
(c) Act# deposit -2*
(include amt)
AMT: $
AMT: $
ACT#:
ACT#:
AMT:
AMT:
ACT#:
ACT#:
(b) Act# payment
(include amt)
(c) Act# payment
(include amt)
AMT: $
AMT: $
ACT#:
ACT#:
AMT: $
AMT: $
ACT#:
ACT#:
AMT: $
AMT: $
ACT#:
ACT#:
AMT: $
AMT: $
ACT#:
ACT#:
AMT: $
AMT: $
ACT#:
ACT#:
AMT: $
AMT: $
ACT#:
ACT#:
$
$
$
(a) Dollar Total
$
$
$
$
$
$
10. Direct expense summary (add lines 4a-9a).
($
11. Net income summary (line 3a minus line 10c).
$
)
* Include second account number for deposits/payments only if revenue/expenses are being split
among multiple accounts.
For account number, please include the full: “FT-Fund-Org-NA-Project”.
For internal use only.
Date form received: ___________________________
Reviewed by (name): __________________________
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UNIVERSITY ADVANCEMENT
FUND RAISING CLEARANCE FORM
Additional Instructions and Important Information
1. Funds that are charitable in nature may be deposited into The Ohio University
Foundation. All non-charitable proceeds may be deposited into a Foundation account
(upon approval) or to an Ohio University account.
2. The market value of any goods or services received by participants is deducted from
the amount paid to determine the charitable amount. If the charitable amount is less
than $5, no receipt will be issued.
3. Advertising and sponsorship differ. Sponsorship is charitable in nature; advertising is
not. Please provide all details on the “Fund Raising Clearance Form” so that the funds
may be properly accounted for.
4. The purchase of raffle tickets is not charitable in nature, even if the purchaser does
not win a prize.
5. Auctions:

The price of an auction purchase is generally assumed to be the fair market
value of the item. Therefore, the transaction is considered to be a sale and
there is no charitable component. However, if the winning bid is clearly in
excess of a well-documented value (an example would be the face amount of a
gift certificate) the bid amount in excess of the amount may qualify as a
charitable gift. In those instances, a charitable gift receipt will be issued for
that amount.

Auction proceeds will be deposited as a charitable gift from the sponsoring
organization (for example, Friends of the Library).

Donors of items to be auctioned will receive a charitable gift receipt for the
item(s) to be auctioned. The auction coordinator should acquire a written
description of the item donated; a note/letter stating that the item is being
donated and if possible, documentation of the value of the item, such as a
purchase receipt. The auction coordinator should provide written confirmation
that the item was donated and the date it was received.
6. Receipts for in-kind contributions do not include an amount, per Internal Revenue
Service guidelines. The receipt will include a description of the item donated. The
value of the in-kind gift will be recorded on the donor’s gift record.
7. No reference should be made to the tax deductibility of any portion of the amount paid
in printed materials.
8. All proceeds and accompanying documentation, including a Deposit Transmittal Form,
must be received in The Ohio University Foundation Accounting Office, 218 HDL
Center, no later than three working days after the event OR three working days after
the close of the fund raising activity.
9. The Director of Annual Giving must approve all printed materials prior to their
distribution.
10. Fund Raising Clearance Form Part B must be submitted to the Director of Annual
Giving within two weeks following the approved event.
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