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Trips may have the option of fundraising to cover the non-academic portion of their trips. Depending on how the leader approaches this function will dictate weather whether the funding can be considered a tax-deductible donation to the donor.  Before a leader makes this decision they should meet with the Gift Receipting Processing Manager/and or Student Accounts Manager Controller who will assist the trip leader in evaluating what method would work best for the group they are leading.

1. Deposits:
1. If a trip deposit is required from the participant in advance of the trip, those payments would not be deductible.  Typically these funds are used to secure their place on the trip and to cover any airfare/lodging deposits that are due in order for UNW to begin planning the trip. 
2. Deposits are non-refundable.
   
   
2. Fundraising or Payment of Student Accountfor approved trips: 
   1. A gift to the University to support a particular student or employee identified by name, including gifts to support expenses incurred by the University as a result of a particular individual’s participation in University activities are not deductible.
   2. A gift made to the University to satisfy a payment required of an individual participating in a University trip such as trip deposits or payment of billed installments are not deductible.Because the funds are applied to an individual account, if the student ends up withdrawing from the trip, these funds could be refunded back to the student.
   3. Appeals should go out with an appeal card/envelope addressed to UNW, PO Box 130517, Roseville MN 55113.  Gifts should NOT be mailed to any other offices on campus.
   4. Each month these funds will be transferred to the student account.
   5. Gifts to the University from parents, relatives and the participants themselves that are placed in a common pool for the benefit of all persons participating in a University activity, these gifts would not pay a student account bill, trip deposit, or be restricted to be paid directly toward the student’s trip expense. We call this the Pooled ConceptThe Gift Processing department will process the gifts with a gift code specific to the trip and donations will be applied to the department's trip fund.
   6. Students and advisors may be given a recommended goal when they are fund raising using the pooled concept, but they cannot be denied participating in the trip if they fall short of the goal. The trip leader should help set a goal for fundraising for the mission portion of the trip.  For example, if there are 15 participants going on a trip and the mission portion of the trip is $4000$4,000, the pooled total goal would be $60,000.  (The goal should be set higher than the actual anticipated need to create a modest cushion for unexpected expenses.)  In the pooled concept each Each participant could be given a goal of $4,000, provided the University pools all received allocates donations equally to support each participant regardless of the amount of contributions raised by any one student. 
   7. Support letters must clearly indicate that we are using the “pooled fund” concept approach and not lead the donors to believe they are funding their donations will fund the trip as a whole and will not fund a particular student.
   8. Donations to pooled University-controlled funds are tax deductible as charitable contributions, including those from parents, relatives, and participants.
   9. Gifts will not be returned because an individual cancels out of the trip. The gift was given to the trip, not the individual. This message must be clearly conveyed to the donors.
   10. If the group falls short of the pooled fundraising goal, it is permissible to charge a specific and equal amount to each participant at the conclusion of the trip (regardless of the funds generated by an individual’s efforts). This amount would not be tax-deductible.  If, however, the sponsor creates a new pooled goal that equals the deficit, and asks (but does not require) each participant to work toward that goal, those donations would be tax-deductible.

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1.  Fundraising is an option on the Trip form within the UNW Travel App.
   
   
2. Trip leader to create an appeal card for their trip.  Appeal card sample: https://unweagles.sharepoint.com/:i:/s/ERT/travel/EcoUkLdybf1Ao67nmVr9TzwBaSJ53i--uDUoEu_-TYvTjw?e=E1cITM
   
   1. Card needs to be approved by the Gift Receipting Processing Manager to insure ensure they are:
      1. Payment card industry (PCI) compliant
      2. Family educational Rights and Privacy Act (FERPA) compliant
      3. Required information for entry into Banner. (Sample available)
         
         
3. Trip leader to create the labels for the appeal cards. Labels need to be approved by the Gift Receipting Processing Manager.
   1. All trips will have Campaign, Solicitation, Designation, Gift Class and the student ID (encoded for FERPA) so we can track giving by appeal.
   2. If funds are non-deductible we will be using a CN (College Non-Tax) gift type.
      1. It would be nice to have Dymo label for people to use maybe for Mary Hawley 
         
         
4. Trip Leader creates a fundraising letter template for either: 
   1. For Pooled Concept Department Trip Fund - Letters should explain pooled concept that donors are supporting the trip as a whole and not lead donors them to believe they are funding one particular individual.
   2. For Individual Concept An individual participant's trip cost – Letters should explain the non-deductibility of the gifts.