UT Student Membership Dues & Other Payments

Clubs can collect membership dues, entry fees, general fundraising, and retail deposits via credit card payments online using the RecSports Online Store. This option is available to all individuals that have current UT EID login credentials.

Guest/Visiting Participant & Team Payments

Your club can also collect revenue at the RecSports Online Store from guests off campus. This is mostly done for collecting event entry fees, but we can help set up concession stands, retail items, and other payment options. To get started, complete the Online Store Product Request Form on Internal Services.

All RecSports Online Store deposits will be recorded on Internal Services. Please allow for up to 72 hours (3 business days) for these updates. Email staff if you find any discrepancies. 

Refunds

Individuals may be request to be refunded for their payment on the online store via their original payment method within 90 days of the transaction. To request a refund, submit this online form. A service fee may be charged.

Cash & Check Deposit Procedures

Check Deposit

Reminder: only authorized reps are permitted to make deposits. Deposits are only accepted by appointment via Bookings.

1. All checks should be deposited into a Sport Club's "Student Org" or "Donation" account within 7 days of receipt.

2. Bring all checks you wish to deposit to the programs office in GRE 2.204 during your appointment time. 

3. Please notify staff if any of your deposits are donations. The deposit process is different for donations so the Sport Club staff will handle it.

4. Checks that are stale (due to waiting too long to deposit) will be returned to the club. The club will be charged with any fees associated. 

5. Recreational Sports will return any checks that are made out improperly. Make sure checks are completed using the information below. 

Review Check Information

Open

• Payable to The University of Texas at Austin

  • We recommend the club name in the "For" or "Memo" section

• Signature matches name on check

• Amount written in words matches the amount written in numbers

• Must be written within the last 180 days (typical period before a check becomes stale)

• DO NOT sign the back of the check

Cash Deposit

We strongly encourage clubs to not collect money via cash. If it is absolutely necessary, please let the Sport Club Staff know prior to the collection to review proper cash handling.

1. When receiving the cash onsite, count the cash and record it in an internal spreadsheet so multiple officers/members are aware of the amount.

   1. Have at least two officers count the money onsite.

2. Take the cash to any bank to do one of the following:

   1. Deposit cash into a personal account with another officer present.

      1. That individual should then use their personal debit/credit card to make a Sport Club Deposit in the RecSports Online Store.

   2. Deposit cash to create a Cashier's Check and/or Money Order. You will then follow the check deposit process.

Fundraising Guide

Student organizations may conduct fundraising activities on University property with consultation with the Sport Club Staff and Student Organization Office staff. Some common issues that student organizations encounter in fundraising activities include:

1. Solicitation may be conducted outside University buildings by student organizations.

2. Only membership dues and approved ticket sales may be collected inside academic buildings. 

3. Prior to collecting money or fundraising in any on-campus building, student organizations must receive approval from that facility's building manager.

4. In most cases, raffles and lotteries are prohibited by Texas law.

5. Any distribution of food or beverages, including fundraising projects that involve food items require a Food Distribution Form from University Environmental Health and Safety.

6. Fundraisers may not be conducted for private gain. Crowdfunding websites are not permitted. 

All fundraising activities should be reviewed by the Sport Club Staff to ensure compliance with University regulations. Early review and advice from staff members is always recommended. For further details on this policy refer to the Student Organization Office website.

Partnerships

Student organizations may receive donations from non-university entities; however, non-university organizations may not co-sponsor activities on campus. 

• Sport Clubs are prohibited from using the word "sponsor" for any tabling, events, or apparel.  We encourage usage of the word: donor, partner, or contributor.

• Organizations may thank their donors through public announcement or on a program for a performance (e.g., "Special Thanks to...") but may not advertise for companies or use corporate logos. 

• Student organizations may not conduct fundraisers may for private gain of individuals or for-profit businesses. 

What does this mean?

• We are not permitted to advertise corporate logos on apparel.

• If a company wishes to donate or be a vendor at an event, the Sport Club must contact their Sport Club Office. Clubs are not permitted to accept any donated items without discussing it with the Sport Club Office. Clubs are not permitted to have outside entities on campus without Recreational Sports permission.

• Clubs are not permitted to agree to an exchange without prior approval. For example: we will accept free apparel from a company and the post about them on social media. 

• Sport Club Staff do not have authority to sign an agreement on behalf of the University. If there are any contracts, terms, conditions, or other types of agreements included in a purchase, consult with your advisor prior to asking for approval of the purchase

Donations Guide

Aside from general fundraising activities, Sport Clubs have increasingly found ways to accept tax-deductible donations over the years. This guide will help your organization follow university policy and procedures related to accepting tax-deductible donations.

General Donation Info

• Checks, whether for general fundraising or donations, should always be made out to University of Texas Austin with the club name in the memo line.

• Tax-deductible donation checks should be handed directly to Sport Club staff.

• Mailed donations should be sent to the our mailing address. 

• Donations can be made online through UT Giving. 

• Typically, Sport Club Staff will get all revenue reported to the office updated to your club's Internal Services accounts within 72 hours. 

  • There is no processing fee for physical checks and online giving (your club receives 100% of the money donated).

  • HornRaiser and 40 for Forty campaigns differ due to UT Giving transactional fees (your club may NOT receive 100% of the money donated); therefore, processing typically takes longer.

UT Giving Direct Links: Club Campaigns

Recreational Sports has worked with UT Giving to provide direct donation links for each of our sponsored student organizations. 

Receiving Donated Items

Recreational Sports must approve all donated items before acceptance.

1. Those desiring a tax deduction for donated item (equipment, tournament supplies, etc.) must follow these procedures before the item can be accepted

   1. The donor indicates in writing their desire to donate the item in writing directly to Sport Club Staff addressed to Executive Director for Recreational Sports.

      1. The value of the item (including any shipping costs) must be noted in the letter. If donating several items, it needs to be itemized by cost.

   2. If the Director approves of the donation, a recommendation to accept the gift will be forwarded to the UT Development office for approval.

   3. If approval is granted, the donor is notified and the item is officially accepted.

   4. If the donation is equipment, it must be the listed on the club’s inventory.

      1. All donated items become the property of The University of Texas at Austin for use by the designated club.

2. Those donors who do not wish to make their donation tax deductible may simply give the item to the club after receiving approval from the Sport Club Office. The item is then added to the club’s inventory.

HornRaiser Projects

All sponsored student organizations are eligible to apply for the University’s official crowdfunding platform, HornRaiser. This is a great online tool to help students, faculty members and staff raise money for everything from research projects to class trips, uniforms and competitions. It is important to understand that you will be soliciting your friends, peers, etc. Annual Giving and UT Austin are not actively soliciting for your project on your behalf. RecSports prohibits the raising of funds for non-approved items such as to secure ownership of a vehicle/boat/trailer or pay for non-approved travel.

40 Hours for the Forty Acres

40 Hours for the Forty Acres is an annual university-wide, 40-hour fundraising event designed to inspire students, alumni and friends to make a gift to the university or to the programs or schools on campus that are meaningful to them. It typically runs during the spring semester around the month of April/early May.

Additionally, 40 Hours for the Forty Acres charges transactional fees due to it being a campus-wide giving campaign operated by the Central Development Office. If your club receives money through general 40for40 links, you may be assessed fees! If your club receives money through an ADVOCATE LINK, you will NOT be assessed fees!

Prohibited Crowdfunding Campaigns

Clubs are prohibited in participating in third party crowdfunding campaigns (GoFundMe, SnapRaise, etc.). The only approved crowdfunding is through University portals, such as the Online Giving link, HornRaiser and the 40 Hours for the Forty Acres.