The University permits student organizations, Greek organizations, and departments to use University card swipe machines ("swipe machines") to support their charitable fundraising, sponsored event, or organizational support. The proposed usage of the swipe machines must be consistent with the University's mission and follow University policies.
Organizations and departments that wish to use a University logo on merchandise for sale must obtain prior approval from the University Store.
T-shirt designs must be approved by the University Store, regardless of the presence of a University logo.
Swipe machines are not allowed for general vendor sales, where the vendor and/or University organization or department earn a percentage of sales or commission such as trunk shows and jewelry shows. The organization or department may purchase the merchandise, sell it, and keep 100% of the profit.
Swipe machines cannot be used for tickets or other items prohibited for on- or off-campus events.
There is a 2% usage charge on all transactions processed through the swipe machines.
The University is required to collect sales tax on items and food sold by departments. This does not include agency accounts (92 Fund Student Organization accounts).
The University will write checks directly to the charities or beneficiaries who are to benefit from the fundraising event. This is a stewardship responsibility on the part of the University as billing agent. The contributing organization will be noted on the stub of the check and may include a letter with the payment, if needed and supplied with check request.
If a swipe machine is not available, student groups or departments are NOT allowed to collect written names, ID numbers and signatures.
A $25.00 late charge will be accessed, per day, on any swipe machine that is not returned to the Business Office at the scheduled time.
If a swipe machine is lost, stolen or damaged, the organization or department will be billed for a replacement machine at a cost of $1,700.
If a swipe machine bag is lost, stolen or damaged, the organization or department will be billed for a replacement bag at a cost of $70.
Organizations and departments that do not follow University policies or Business Office instructions will be denied future use of the swipe machines.
