Financial Policies

Fraternities and Sororities Financial Policies

The University, by allowing fraternities and sororities use of facilities on campus, permits them to conduct certain activities, one of which is the collection and management of funds for programs.

Consequently, any funds collected by such fraternities or sororities on University property are considered University funds and are therefore subject to University policies and procedures. As a recognized fraternity or sorority on campus, officers and responsible members agree to abide by University policies governing use of University facilities, collection of funds for on-campus programs and use of University services. Accordingly, the following policies and procedures have been established to govern all University financial involvements of the recognized fraternities and sororities.

Campus Sales and Solicitations (collecting money on or off campus)

By definition, sales and solicitations include solicitation for membership dues, admissions, charges for events, donations and any funds derived from programs and services rendered or sale of goods.

• All funds derived from on-campus sales and solicitation must be deposited within 24 hours to the organization’s University internal account.
• After expenses are paid, the remainder of funds may be used only to support the programming activities of the organization. (Exceptions are made in the case of funds received for off-campus charitable organizations as defined by the Internal Revenue Service.)
• Student organizations may not conduct sales or solicitations on a door-to-door basis in University facilities.
• Student organizations are not permitted to raise funds by reselling licensed products (clothing, mugs, etc.) featuring the UD logo or any licensed UD images. They may, however, resell licensed products that contain their organization’s name only.
• Certain fundraising activities are regulated by the State of Delaware such as games of chance (see policies on raffles and other games of chance earlier in these policies).
• The sale of food that is not commercially prepared and packaged is prohibited by state law. Please review the RSO food policy.
• In all circumstances where an organization is collecting funds at an event on campus, at least one UDPD cadet must be hired for the event. The cadet is to be stationed at the money collection site and then escort the person who makes the deposit of the collected funds. This is not required if the event is occurring in the Perkins Student Center.
• Off-campus individuals or firms are not permitted to conduct sales and solicitations on campus except when sponsored by a University department, student organization or a residence hall government. Specific criteria for the authorization of such sales are available with consultation of the FSLL staff advising the chapter or council.
• Student organizations desiring to use a dining hall as the site for sales and solicitations must obtain authorization from both the dining hall manager and the assistant or associate director of Dining Services, as well as the FSLL staff advising the chapter or council and the assistant director of Residence Life for Residence Education.
• Authorization to sell on campus does not constitute an endorsement by the University of either the product sold or the service rendered.
• Councils are not permitted to collect money, sell tickets, make transfers, nor utilize any online money transfer systems in any way. This includes, but is not limited to, Venmo, Google Wallet, Square Cash,Cash App, Apple Pay, Samsung Pay, PayPal, Zelle and others.
• Councils are not permitted to accept gift cards without prior approval from the FSLL staff advising the chapter or council or designee.
• Individuals or companies who want to donate funds to a chapter or council should be referred to the gift website.
• Any donations to the University specified for a student organization will be deposited into the RSO’s internal account.
• View information regarding sales and solicitations in UD residence halls.
• For online ticket sales, student organizations must submit a box office request form to use UD’s online ticket services. Councils are not permitted to use any other vendor for ticket sales or reservations.

Deposits of Revenue

All funds derived from ANY on-campus sales or solicitations, admissions, charges for events and any funds derived from programs and services rendered or sale of goods must be deposited in the organization’s University internal account. Deposits of these types of revenue require a sales and solicitation form. See the sales and solicitation policies from earlier in this document for further information.

Making a Deposit

See the Event Services Office in 103 Trabant or 112 Perkins to make a deposit.

Retrieving Funds Deposited To The Internal Account

• If there is any outstanding debt in the internal account, the debt will need to be paid by deposited revenue and only the remaining funds will be available to the organization.
• Requests to pull out revenue deposited in your internal account must be submitted via email by an officer of the organization or the FSLL Check Request Form.
• The request must be in writing (email is fine) by an officer of the organization.
• Direct deposits are recommended by the University. Direct depositing of funds can take up to 10 working days to process.
• >Requests for checks can take up to 15 working days to process.
• Alcohol may not be purchased using University funds in your internal account.

University of Delaware Internal Accounts

• University internal account numbers will be maintained for each fraternity and sorority to accommodate billing by University departments.
• Fraternity and Sorority Leadership & Learning will have the internal account numbers assigned to each organization and must authorize the use of the organization’s internal account.
• Service departments on campus will assess charges for services rendered against this internal account after the service has been provided.
• The following University departments will be billed in this manner:
  • Media services
  • Custodial services
  • Dining services
  • Quick copy
  • Movers
  • Motor pool and UD transit
  • Graphic communications 
  • UDPD
  • Facilities
  • Event services
• Internal account statements are generated at the beginning of each semester only when services have been performed and billed during the previous semester.
• Fraternity and Sorority Leadership & Learning will email the treasurer informing them of the bills received throughout the previous semester with the amount due to the University.
  • Please note that some service departments do not bill for delivered services immediately
• Services will not be authorized if bills are not paid on a timely basis.
• Payment for services must be made by check payable to the University of Delaware and delivered to 210 Perkins Student Center.
• The internal account statement then serves as receipt documentation for this expense.
• The FSLL Director may investigate if problems arise in transactions involving a University service department and a fraternity or sorority.