UNIVERSITY OF WISCONSIN-SUPERIOR INFORMATION PACKET FOR CONDUCTING CLASS A RAFFLES

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1 UNIVERSITY OF WISCONSIN-SUPERIOR INFORMATION PACKET FOR CONDUCTING CLASS A RAFFLES (Raffles where some or all of the tickets are sold on days other than the day of the raffle drawing.) Any university department or university affiliated organization that is intending to conduct a fundraising raffle in the university s name must first contact the campus Business Office to ensure that the proper procedures for conducting a raffle are followed. The Wisconsin Division of Gaming issues raffle licenses to the university for its exclusive use. All profits derived from their use must support the mission of university affiliated organizations and university departments. The license may not be lent to another organization or individual. Unauthorized use of the license or profits derived from raffles will result in the permanent loss of fundraising privileges. Promoting Organization s Responsibilities: A. Obtain all signatures listed on the approval form. Return the completed form to the Business Office. The Business Office will submit an approval request to UW System if necessary. B. Comply with the Wisconsin State Statutes (a copy is attached) as they relate to the conduct of the raffle. C. Comply with attached campus procedures and complete all applicable forms. D. Complete the final report and submit it to the Business Office. E. Store (within the department) all records and documentation in regard to the raffle for a minimum of 12 months. Business Office Responsibilities: A. Obtain an annual raffle license from the Wisconsin Division of Gaming. B. Prepare and submit the annual report to the Wisconsin Division of Gaming. C. Supply the promoting organization with all necessary forms and instructions. D. Act as the university s representative with Wisconsin Division of Gaming.

2 GENERAL PROCEDURE FOR CONDUCTING CLASS A RAFFLES A. A separate approval form must be completed for each Class A raffle that will be conducted. B. Complete the approval form and obtain the appropriate signatures in the order in which they appear on the form. Please note that only university affiliated student organizations and university departments will be granted permission to conduct a raffle in the university s name. C. When all of the required signatures have been obtained, return the completed form to the Business Office. The Business Office will submit the form to UW System if necessary. D. Design the raffle ticket in compliance with the format requirements as detailed by the Wisconsin Division of Gaming. The raffle license number, which must appear on the ticket, can be obtained from the Business Office. E. One person will be given responsibility for properly accounting for the tickets. This person must be familiar with campus cash handling procedures and is responsible for making sure they are followed. ALL MONEY COLLECTED FROM TICKET SALES MUST BE DEPOSITED WITH THE CASHIER S OFFICE INTO THE UNIVERSITY ACCOUNT (COST CENTER) THAT WAS DESIGNATED FOR THE RAFFLE. MONEY THAT IS COLLECTED CANNOT BE USED TO PURCHASE PRIZES OR TO DIRECTLY PAY FOR EXPENSES RELATED TO THE RAFFLE. F. Market the raffle. Ticket sellers cannot be paid any salary, fee or incentive for this service. Raffle tickets are not tax deductible - make sure that no such claim is made in marketing the raffle. G. Submit purchase requisitions for non-cash prizes to the Purchasing Office at least two weeks prior to the drawing. To assure the timely delivery of the product and for further information, contact the Purchasing Office. All prize winners who receive a prize valued at $50.00 or more will need to fill out IRS Form W-9 and submit it to the Business Office before the prize can be awarded. In the case of cash prizes, the Business Office will have a check ready for the winner within three business days of receiving the required information. H. All non-cash prizes should be items that can be used or consumed by anyone, regardless of their status as either a minor or an adult. Alcohol and tobacco products or gift certificates to purchase alcohol and tobacco products cannot be awarded as prizes. I. General Requirements 1. All raffle tickets will be identical in form and include: i. The license number issued by the Division of Gaming ii. The name and address of the sponsoring organization iii. The price of the ticket and the discounted price (if any) applicable to multiple ticket purchases iv. A place for the purchaser to enter his or her name and address v. The date, time, and place of the drawing vi. A list of each prize to be awarded that has a retail value of $ or more vii. Each raffle ticket sold by an organization shall include a separate identification number, printed on both the purchaser s and the organization s portion of the ticket, numbered consecutively in relation to the other tickets for the same drawing 2. No raffle ticket may exceed $ in cost. 3. Tickets for a proposed raffle may not be offered for sale more than 180 days before the raffle drawing. 4. All raffle drawings shall be held in public. 5. All prizes shall be awarded. The purchaser of a ticket need not be present at the drawing to win a prize. 6. If a raffle drawing is canceled, the organization shall refund the receipts to the ticket purchasers. 7. The organization that holds a raffle drawing shall furnish a list of winners to each ticket holder who provides the organization with a self-addressed stamped envelope and requests the list. 8. All raffle ticket sales must be done face to face in the State of Wisconsin. Tickets cannot be sold through the mail, over the Internet, or over the phone. J. Submit a properly completed final report within five working days of the raffle drawing. Submit the report to the Business Office in Old Main 202 (attention: Administrative Officer).

3 REQUEST TO CONDUCT A CLASS A RAFFLE APPROVAL FORM We submit this application to hold a fund raising raffle in the name of UW-Superior for the purpose of generating funds for the program. We plan on selling raffle tickets priced at $ which will produce total revenue of $. We plan on issuing prizes at a total cost of $. and estimate miscellaneous expenses to total $ which will result in a net income of $. Grand prize will have a value of. We plan to begin selling raffle tickets on and the drawing will take place on during the event. We expect our clientele for these raffle tickets to be. We understand that all receipts must be deposited into a university account (cost center) and all expenditures (including prizes) must be processed in accordance with the established purchasing and accounts payable procedures. We will comply with all regulations of the Wisconsin Gaming Commission and the campus. APPLICANT SIGNATURES Printed Name Title Organization Telephone Signature APPROVAL SIGNATURES Department Chair/Director University Advancement (Old Main 237) Administrative Officer (Old Main 202) UW-System Approval (if Necessary) (The Business Office will submit request to UW-System) NOTICE Raffle tickets are not tax deductible. Please make sure that no such claim is made in marketing this raffle

4 CLASS A RAFFLE CHECKLIST A. Have read and will comply with the regulations of the Wisconsin Division of Gaming. B. Designed the raffle ticket in conformance with the guidelines stated above. 1. License number is listed on the ticket. 2. Name and address of sponsoring organization is listed. 3. Price of ticket is listed. Price does not exceed $ per ticket. 4. Price and discounted price (if any) applicable to multiple raffle ticket purchases is listed. 5. Space is provided for the purchaser to enter their name, address, and phone number. 6., time, and place of the drawing are listed. 7. Consecutive numbers are printed on both portions of ticket. 8. All tickets will be identical in form. 9. All prizes with a value of $ or more are listed. C. One person has been designated to be responsible for properly accounting for raffle proceeds. Person s name & phone D. The raffle is being marketed and monitored to enable the sale of all tickets. You may not pay any salary, fee or incentive to anyone for selling raffle tickets. Tickets will not be offered for sale more than 180 days before the drawing. E. Raffle tickets must be sold face to face in the State of Wisconsin. Tickets cannot be sold over the phone, through the Internet, or through the mail. F. The Purchasing Office (Old Main 206) has been contacted regarding the acquisition of non-cash prizes. 1. Purchase requisitions have been prepared for non-cash prizes. 2. Non-cash prizes have been received. 3. All prize winners who will receive prizes with a value of $50.00 or more (cash or non-cash) have completed and turned in IRS Form W-9 to the Business Office. G. Checks for cash prizes have been received from the Business Office and all prizes have been distributed to the winners. Prizes cannot be reduced or eliminated due to insufficient ticket sales. H. The raffle drawing will be held in public. All prizes will be awarded. I. All proceeds from the raffle have been deposited at the Cashier s Office using 9465 for the four digit revenue code. Be sure to include the word RAFFLE in the description field. J. Final report has been completed and turned in to the Business Office.

5 UNIVERSITY OF WISCONSIN-SUPERIOR CASH HANDLING PROCEDURES FOR CLASS A RAFFLES Before conducting a raffle and handling the corresponding cash proceeds, the promoting organization must do all of the following: A. Order pre-numbered, two portion raffle tickets formatted in compliance with established policy. B. Designate one person to have responsibility for all raffle tickets and raffle proceeds. C. Obtain a locking money bag from the Cashier s Office for storing and transporting proceeds. D. Locate a locking file cabinet or safe for storage of tickets and proceeds which is accessible only to the ticket custodian. Distributing Tickets A. The ticket custodian will distribute tickets to sales people through the use of the attached consignment form. 1. Ticket numbers consigned must be listed next to individual s name. Consecutively numbered tickets must be consigned. 2. The individual s name, signature and phone number are required. 3. Only university students, employees, and sanctioned volunteers are allowed to sell raffle tickets. B. The ticket custodian must advise the consignee that the consignee is responsible for properly safeguarding tickets and proceeds. Any lost or stolen tickets must be purchased by the consignee. C. The consignee cannot receive a salary, fee, commission, or any other incentive for selling the tickets. D. The consignee must be instructed regarding the cash handling procedures listed below which apply to consignees. E. Raffle tickets must be sold face to face in the State of Wisconsin. Tickets cannot be sold over the phone, through the Internet, or through the mail. Cash Handling A. Receipt books are not necessary since receipts do not have to be issued to the purchaser. The ticket acts as the receipt. The consignee is responsible for retaining the ticket stubs. B. Checks transacted should be made out to the campus and the department holding the raffle; i.e., checks transacted for an athletic raffle should be made out to UW-Superior Athletics. C. Post-dated checks and IOU s are not acceptable methods of payment. D. Consignees cannot borrow money collected from raffle tickets. E. Ticket sales are not refundable. F. If a consignee loses any raffle tickets (either through theft or negligence), the consignee is responsible for purchasing them. Deposits A. The ticket custodian is responsible for collecting all money, unsold tickets and ticket stubs from consignees before the raffle is held. B. The ticket custodian is responsible for depositing all money with the Cashier s Office prior to the raffle. The receipts will be deposited directly into the account which was set up. C. The ticket custodian should make copies of the standard campus deposit slip and use one each time a deposit is made. Final Report A. Final report (attached) must be submitted within five business days of the raffle. B. All records and documentation in regard to the raffle must be stored within the department for a period of at least twelve months. The department conducting the raffle is solely responsible for its propriety. In the event of an audit, the department will be relied upon to present all documentation and answer all auditor inquiries. C. The raffle promoters compliance, or noncompliance, with campus procedures will directly influence the promoters ability to conduct future raffles.

6 UNIVERSITY OF WISCONSIN-SUPERIOR CLASS A RAFFLE TICKET CONSIGNMENT FORM Raffle License Number: NAME OF RAFFLE TICKET CUSTODIAN DATE: The following individuals have agreed to take the tickets listed next to their name on consignment with intent to sell. In so doing, the consignee agrees to all of the following: 1. To safeguard all tickets consigned plus any monies collected. 2. To follow all instructions given by the promoter in regard to selling the tickets. 3. To provide all monies, ticket stubs, and unused tickets to the promoter upon request. 4. To provide this service without salary, fee or other financial incentive. 5. I understand that any lost or stolen raffle tickets will need to be paid for. TICKET NUMBERS FROM TO NAME SIGNATURE PHONE = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

7 UNIVERSITY OF WISCONSIN-SUPERIOR CLASS A FUNDRAISING RAFFLE FINAL REPORT DATE: RAFFLE LICENSE NUMBER: NAME OF RAFFLE ORGANIZATION RAFFLE PROMOTERS PHONE TICKET CUSTODIAN PHONE TOTAL TICKETS PURCHASED # TO # LESS: NUMBER OF UNUSED TICKETS TOTAL TICKETS DISTRIBUTED PRICE PER TICKET TOTAL TICKET REVENUE ADJUST: OVER/SHORT TICKET REVENUE DEPOSITED EXPENSES: PRIZES TICKET PRINTING OTHER COSTS TOTAL EXPENSES NET PROFIT/LOSS (REVENUE DEPOSITED TOTAL EXPENSES) This form must be turned in to the Business Office within five business days of the prize drawing.

8 SUMMARY OF CLASS A RAFFLE WINNERS