University of Colorado - Fundraising Events Procedures - 2026-07-06

Sep 16, 2026

University of Colorado fundraising events procedures define how organizational units conduct fundraising intended to raise gift monies for a CU organizational unit. The guidance distinguishes immaterial versus material fundraising events based on thresholds for meal purchases, goods or services sales, and expected donor payments. For material fundraising events, units must obtain prior authorization from the Office of University Controller before publicity or procurement, submit required forms and budgets, manage SpeedType accounting, and ensure compliance with procurement, sales tax remittance, internal controls, and cash revenue receipt functions.

LanguageEnglish

CategoryLetters

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Pages8

Reading Time3 min

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In Brief

Organizational Unit Responsibilities

Procedures for a Material Fundraising Event

Published on University of Colorado ([https://www.cu.edu](https://www.cu.edu)) Home > Fundraising Events Procedures Fundraising Events Procedures [1] In Brief A material fundraising event is an event that is held with the intent to raise gift monies for a CU organizational unit, and that generally provides goods and/or services to the attendees. Organizational units need to ensure that their material fundraising events comply with certain requirements, including obtaining prior approval for publicity and procurement activities. Quick Look Procedural Statement-effective date: 02/08/2019 Organizational Unit Responsibilities The organizational unit hosting a fundraising event is responsible for: Determining if the fundraising event meets the requirements of an immaterial fundraising event or material fundraising event. An immaterial fundraising event is an event that does not involve purchase of meals, sale of goods or services valued at more than $75 (individual item value), nor the expectation that a donor would make a payment equal to or greater than $250. A material fundraising event is an event that is held with intent to raise gift monies for a specific purpose of the University organizational unit, and generally provides goods and/or services to the attendees. The attendance fee is generally comprised of both a gift and non-gift component. The Office of University Controller has the authority to make the final ruling on whether a fundraising event is animmaterial fundraising event or a material fundraising event. Planning, conducting, and administering the fundraising event. Ensuring fundraising events have the intent to yield net proceeds to the University (i.e. , yield a surplus after subtracting the expenses of conducting the event from the revenues collected), or have sufficient funds from other appropriate resources to cover any anticipated deficit in the case where the intangible benefits (e.g. , donor cultivation) justify proceeding with the fundraising event. Obtaining a fully executed agreement with a fundraising agent, in situations where the organizational unit is enlisting the services of an active volunteer to assist with the conduct of the fundraising event. The fully executed agreement should comply with the Fundraising Agent Agreement template and also with all university policies and procedures related to contracting. Ensuring compliance – for both immaterial and material fundraising events – with university procurement rules, sales tax remittance requirements, and all other university policies and procedures including the design and operation of effective internal controls, especially over the cash revenue receipt functions. Ensuring compliance – for material fundraising events – with the specific procedures set forth below, including obtaining authorization from the Office of University Controller prior to conducting any publicity or procurement activities related to the material fundraising event. Procedures for a Material Fundraising Event To initiate a campus sponsored material fundraising event, the OUC requires the organizational unit to submit the Fundraising Authorization form, the Event budget, draft publicity , and (if appropriate) the Campus Alcohol Authorization form. The Fundraising Authorization (FA) form is used to create a new or reactivate an existing SpeedType. This SpeedType must be set up in Fund 34 and is used to account for all financial activity associated with the material fundraising event. The organizational unit should provide the SpeedType number that was used previously for a recurring material fundraising event. (Note – Multiple SpeedTypes should only be used when planning for the next year’s material fundraising event and it begins before the current year material fundraising event is closed out) . The FA form requires a signature from the Organizational Unit’s Officer that confirms that the unit has other appropriate fun

FAQs

How does the policy define a material fundraising event versus an immaterial fundraising event?

A material fundraising event raises gift monies for a specific University organizational unit and generally provides goods and/or services to attendees. An immaterial event does not involve certain meal purchases, goods or services valued above $75 per item, or an expectation of donor payments of $250 or more.

What approvals are required before a material fundraising event’s publicity or procurement activities?

The organizational unit must obtain authorization from the Office of University Controller prior to conducting any publicity or procurement activities related to the material fundraising event.

What documents and information must an organizational unit submit to initiate a campus sponsored material fundraising event?

The Office of University Controller requires submission of the Fundraising Authorization form, the event budget, and draft publicity; if appropriate, a Campus Alcohol Authorization form is also required. The unit also must ensure proper SpeedType setup and budget journal entry steps.

Sep 16, 2026

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