Policies for Student Government Organizations

Because your organization receives funding from Mandatory Student Activity Fees, you must follow the SUNY Trustee Guidelines for Revenue Control.

This policy states that:

1. A third party agent must regulate all funds collected by your organization.
2. This includes fundraisers such as:

A. Merchandise Sales including but not limited to:

1. Hats
2. T-shirts
3. Sweatshirts
4. Mugs
5. Banners

B. Ticket Sales (any event with a fee) including but not limited to:

1. Parties
2. Dinners
3. Movie Nights
4. Auctions
5. Conferences
6. Tournaments
7. Raffle sales

C. Exceptions to this policy are:

1. Flowers
2. Candy
3. Jewelry
4. Baked Goods
5. Merchandise other than T-shirts in which the price is $2 or less
6. Donations WHERE NOTHING IS RECEIVED in return
7. Co-sponsorship Grants

The SBI Ticket Office is your third party, revenue control agent. We serve to safeguard your organization from potential theft and errors in collection. We also provide your organization with the necessary accounting trails required by auditors in their review of the Mandatory Student Activity Fee usage.

PROCEDURES FOR ALL MERCHANDISE AND TICKET SALES EVENTS:

1. Pick-up an SBI Ticket Office Event Data Form at your student government.
2. Complete the form.
3. Have the form signed by a government officer.
4. Schedule an Event Set-up Meeting with a member of the SBI Ticket Office Management Team by calling our office at 645-2353.
5. Appointments are scheduled between 11am-4pm, Monday through Friday and must be made at least 10 business days prior to the Event Date or Date of Sales.
6. There is a $10 per day Late Fee, for each day under 10 days before the Event Date or Date of Sales.
7. All Late Fees collected from those organizations who do not set up the event 10 business days prior to the Event Date or Day of Sales will be distributed to all clubs that follow the SUNY Trustee Guidelines properly.
8. Bring the signed SBI Ticket Office Event Data Form to your SBI Ticket Office Event Set-up Meeting.
9. At the SBI Ticket Office Event Set-up Meeting you will need to follow additional guidelines specific to either Merchandise Sales or Ticket Sales. The specific guidelines are outlined below.

I. May be sold on Consignment

A. Consignment means that you will sell the merchandise independently. In order to do so, you must sign a contract for personal liability of the dollar value of the items to be sold. This process is explained in further detail later in this document.

II. May not exceed a period of 6 months.
III. Must be verified by an SBI Ticket Office Merchandise Receipt Form
IV. Must be given away or destroyed and documented on the Merchandise Receipt Form at the end of the 6-month selling period.

I. Collect the funds prior to ordering the merchandise.

A. Bring the signed SBI Ticket Office Event Data Form to your Event Set-up Meeting.

1. We need the price that is being asked for each item and an estimated date of arrival.
2. Pick up an SBI Ticket Office Merchandise Receipt Form.

B. Collect the money for the merchandise and have each purchaser sign the SBI Ticket Office Merchandise Receipt Form.
C. Set a second appointment with the same member of the SBI Ticket Office Management Team that you met with for the Event Set-up Meeting.

1. At the second meeting you will deposit funds collected and sign the Consignment Contract.

D. When you receive the merchandise from the vendor, make the third and final appointment with the SBI Ticket Office.

1. Bring a copy of the receipt from the merchandise vendor that clearly states how much merchandise was purchased.
2. Bring the merchandise so that it may be counted and verified against the vendor receipt.

II. Order the merchandise prior to collecting funds.

A. Schedule an Event Set-up Meeting with the SBI Ticket Office at least 10 days prior to the first day of sales.
B. For the Event Set-up meeting:

1. Bring the signed SBI Ticket Office Event Data Form.
2. Bring a copy of the receipt from the merchandising vendor that clearly states how much merchandise was purchased.
3. Bring the actual merchandise to be counted by SBI Ticket Office Management to be verified against the vendor receipt.
4. Complete and sign a Consignment Contract that holds you personally liable for the dollar value of the merchandise to be sold.

C. Take merchandise and begin selling.

1. All customers must sign the SBI Ticket Office Merchandise Receipt Form at the time of purchase.
D. Make deposits when needed to the SBI Ticket Office by appointment, with the Student Manager who set-up your event.
E. At the close of your 6-month Consignment Contract give away or destroy all remaining merchandise and document these transactions on the SBI Ticket Office Merchandise Receipt Form.
F. Make an appointment with the SBI ticket office to close out the consignment.

1. Bring your SBI Ticket Office Merchandise Receipt Form and any funds that have not yet been deposited.

G. All funds will be deposited into your account at the close of the Consignment Contract. This process takes 1 to 2 weeks.

NOTE: Because you are limited to a 6-month selling period, be careful not to order too much merchandise. You may end up losing more money than you make. Because of this, we suggest that you collect the funds BEFORE ordering merchandise.

PROCEDURES FOR TICKET SALES ONLY

I. Bring the signed SBI Ticket Office Event Data Form to your Event Set-up Meeting.

A. Choose any or all of the 3 ticketing options listed below.

1. Pre-Sale

a. Having tickets sold at the SBI Ticket Office during regular business hours.
b. The SBI Ticket Office provides the ticket stock at no additional cost to your organization.
c. you will assist in the design of your ticket.

2. Consignment

a. A Consignment Sale occurs when a representative from your organization signs for personal liability of the dollar value of the tickets to be sold.
b. This allows for you to sell tickets at your club office or classroom etc.
c. This service is provided at no additional cost to your organization.
d. You will assist in the design of your ticket.
e. You must order a separate set of tickets for each price.
f. This allows each ticket to act as a receipt and no further documentation is required.
g. Allow 3 days for the tickets to be designed and printed.
h. The representative who signs the Consignment Contract must be the person to pick up the tickets.
i. A Ticket Consignment must be closed at least 1 weekday prior to the Event Date.
j. If the unsold tickets and monies collected are not returned at least 1 weekday prior to your event, an administrative fee will be imposed.
k. All funds will be deposited into your revenue account at the close of the Consignment Contract. This process takes 10 days to 2 weeks.

3. On-Site

a. Having tickets sold at the door the day of your event.
b. We supply you with an SBI Ticket Office Cashier for On-Site Sales at no additional cost to your organization.
c. If we are not notified of On-Site sales at least 10 business days prior to the Event Date, we may not be able to secure a Cashier.
d. In the above case, you must cancel On-Site Sales or let customers in free of charge.
e. If there is a cancellation of On-site Sales or of the event itself, you must notify the SBI Ticket Office at least 2 days prior to the event. If not, you will be charged a fee to cover the cost of the On-Site Cashiers.
f. You will need to fill out an On-Site Sales Agreement acknowledging that you understand our function at your event.