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% _& 0 & " . 5, f 5, $# $# J 5, n# " " f " " " " " 4& 4& f " " " & " " " " 5, " " " " " " " " " : GRANDFORKSAFBI 34-223
BY ORDER OF THE COMMANDER GRAND FORKS AIR FORCE BASE
GRAND FORKS AIR FORCE BASE INSTRUCTION 34-223
Date TBD
Force Support Squadron
FUND-RAISING FOR ALL GRAND FORKS AFB PRIVATE ORGANIZATIONS AND UNOFFICIAL ACTIVITIES
COMPLIANCE WITH THIS PUBLICATION IS MANDATORY
ACCESSIBILITY: Publications and forms are available on the e-Publishing website at HYPERLINK "http://www.e-publishing.af.mil"www.e-publishing.af.mil for downloading or ordering.
RELEASIBILITY:There are no releasibility restrictions on this publication.
OPR: 319 FSS/FSR
Certified by: 319 FSS/CC (Maj Regina D Castro)
Supersedes: GRANDFORKSAFBI34-223, 1 January 2004
Pages: 4
______________________________________________________________________________
This instruction establishes procedures for private organizations in organizing and executing fund-raising eventsfor Grand Forks AFB.Ensure all records created as a result of processes prescribed in this publication are maintained in accordance with AFMAN 33-363, Management of Records, and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at HYPERLINK "https://www.my.af.mil/gcss-af61a/afrims/afrims/"https://www.my.af.mil/gcss-af61a/afrims/afrims/. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Forms 847 from the field through the appropriate functionals chain of command.
SUMMARY OF CHANGES
This document has been substantially revised and must be completely reviewed. Major changes include: Deleted all references to Services and replaced with Force Support. Clarified customer responsibilities in regards to requesting approval, organizing, and executing fund-raising events on Grand Forks AFB. AFI 34-223, Private Organizations (PO) Program,remains the prescribing directive for Private Organization fund- raising activities.
1. Responsibilities.The primary purpose of this instruction is to implement guidance for organizing and executing fund-raising events for Private Organizations on Grand Forks AFB. The Air Force Private Organization Guide, HQ AFSVA, 2007 and AFI 34-223, Private Organizations (PO) Program, 8 March 2007set forth policies and procedures for the management of all Private Organizations activities.
2. Policies.
2.1. The installation Commander designates the MSG/CC as the approving official for fund-raising events held on Grand Forks AFB.Fund-raising events must be requested on a fund-raising request form.
3. General Provisions.
3.1. Fund-raising events must be requested on a fund-raising request form located on the Grand
Forks AFB Force Support website. Your request will be routed through the appropriate coordinationprior to submission to the 319 MSG and 319 FSS Commanders. Fund-raiser requests need to be submitted at least two (2) weeks prior to the proposed fund-raising event. Private organizations and unofficial activities may not begin fund-raising efforts (including advertisement) until you have written approval from the 319 MSG/CC.
3.2. Coordination for fund-raising events depend on the type of activity proposed. Military PublicHealth must coordinate on all events involving food. The Security Forces Squadron will coordinate onall events affecting traffic or security. The facility manager of location of event must coordinate toensure knowledge of the event. Coordination with state government agencies may be required for certain type of activities such as raffles or games of chance. All coordination must be complete prior tosubmission to the 319 MSG and 319 FSS commanders.
3.3. Private organizations and unofficial activities are prohibited from soliciting donations from any off-base business, firm, or corporation without prior approval from 319 FSS Marketing or 319 ABW/CCC. Private organizations and unofficial activities must notunder any circumstances present themselves as representatives of the US Air Force or Grand ForksAFB. Private organizations and unofficial activities are prohibited from requesting or soliciting donations on base, to include squadron Christmas parties.
4. Procedures for Resale Activities.
4.1. Sales must be limited to infrequent occasions. Any request for frequent or continuous sales ofmerchandise requires an AF- level waiver.
4.2. The Installation Commander or designated representative may approve the occasional sale ofmerchandise for fund-raising; however, the merchandise must not be listed in AFI 34-211(I), Morale, Welfare, and Recreation Army and Air Force Exchange Service Operations.
4.3. Private organizations, unofficial activities and/or any non Force Support Squadron or AAFES activity may not conduct fund-raising activities in Non-Appropriated Fund Instrumentality (NAFI)facility unless coordinated with or, under contract to that activity. The hosting activity must be receiving benefit or reimbursement (financial or otherwise) for the use of the facility or services being provided.
4.3.1. Private organizations, unofficial activities, and/or any non Force Support Squadron or AAFES activities are categorized into three groups for this purpose:
4.3.1.1. Favored support: Activity manager determines that the event or activity will support
or enhance the facilitys mission. NAF cost will be recovered through the details of the event,
i.e., food or bar sales.
4.3.1.2. Complimentary support: Activity manager determines that the event compliments the
operation or mission, and access an at cost fee for the use of the NAF services provided.
4.3.1.3. Private enterprise support: Activity manager determines that the event is not necessarily
favored or complimentary and is in fact mostly beneficial to the event owner and not the public.
Manager will assess a fee commensurate with expected event revenue generation, i.e., 20% of receipts.
5. Procedures for Other Fund-Raising Activities.
5.1. Any food sales must be coordinated through the Military Public Health office. When other thanpre-packaged food or traditional bake sale cookies and brownies are served, all food servers and preparers must have food handlers training. All food purchased for resale must be purchased from anapproved source. Proper food preparation and storage requirements must be maintained IAW applicableregulations.
5.2. Private organizations and unofficial activities using the commissary to purchase items to be
resold during fund-raising events must insure that all customers are authorized commissary use.
Commissary items may not be purchased with the intent to resell to unauthorized users, to include sales at squadron funded snack bars to civilians.
5.2.1. Private organizations and unofficial activities are encouraged to register with the IRS for
tax purposes. Private organizations and unofficial activities should request to be issued a tax exempt number which would allow organizations to purchase resale items from commercial sources without having to pay sales tax. The Mission Support Group and Force Support Squadron sometimes contracts officially registered organizations to conduct operations for services at carnivals and air shows. All organizations must report earnings in accordance with the US Federal tax code. The tax ID number would allow the organizations to be compensated with the resulting IRS Form 1099 being assigned to the organization and not to an individuals income statement.
6. Prescribed and Adopted Forms.
6.1.Prescribed Forms: No Forms prescribed by this publication.
6.2. Adopted Forms: AF Form 847, Recommendation for Change of Publication.
CHRISTOPHER R. MANN, Colonel, USAF
Commander, 319th Air Base Wing
Attachment 1
GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION
References
AFI 34-223, Private Organizations (PO) Program, 8 March 2007
Air Force Private Organization Guide, HQ AFSVA, 2007
Abbreviations and Acronyms
AAFES Army Air Force Exchange Service
AF -- Air Force
AFB -- Air Force Base
AMC -- Air Mobility Command
AMCI-- Air Mobility Command Instruction
OPR-- Office of Primary Responsibility
Terms
Accountable FormsForms that the Air Force stringently controls and which cannot be released to unauthorized personnel, since their misuse could jeopardize DOD security or result in fraudulent financial gain or claims against the government.
Administrative ChangeChange that does not affect the subject matter content, authority, purpose, application, and/or implementation of the publication (e.g., changing the POC name, office symbol(s), fixing misspellings, etc.).
Approval AuthoritySenior leader responsible for contributing to and implementing policies and guidance/procedures pertaining to his/her functional area(s) (e.g., heads of functional two-letter offices).
AuthenticationRequired element to verify approval of the publication; the approval official applies his/her signature block to authenticate the publication. The signature block includes the officials name, rank, and title (not signature).
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