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University of Wyoming Foundation

222 S 22nd Street

Laramie, WY 82070

Phone: 307-766-6300

Toll Free: 1-888-831-7795

Fax: 307-766-4045

Email: foundation@uwyo.edu

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Campaign Guidelines

You Fund logo

 

Receiving or Accessing Funds

Using an Existing or New Account

  • Once your fundraising deadline has passed, any collected funds are processed by the UW Foundation and put into the foundation account that has been specified by the project coordinator upon setting up the You Fund campaign. All foundation accounts have accounts set up on the university side with the same fund and org. These are referred to as the “sister account.” The department spends the dollars out of this sister account.
    • All donors will be given a gift receipt processed by the UW Foundation for donations into a You Fund campaign.

  • The money raised must be spent on your project. Look first and foremost at the budget you posted on the crowdfunding website and how you planned to use these dollars. This is what you told the prospective donors you would spend funds on; therefore, these dollars need to be applied to this project and these purposes only.

  • All money must be spent following university accounting policies and procedures.
    • This means that you will not receive a physical check for the total dollars raised. You will not be able to “withdraw” money from the account. 
    • Please make sure that someone in your department has access to processing payments for the items you need.
    • If you have any questions about processing payments, please contact UW Accounts Payable.

  • All expenses must be paid through UW Accounting using one of their forms of payment:
    • P-Card (must be allowable under the procurement rules)
    • IDT
    • Requisition/PO
    • Expense Report

  • You must provide all the required documentation for each form of payment submitted (original/itemized receipts, hosting forms, valid business reason, etc.).

  • The project coordinator or accounting person will be responsible for the project expenses and ensuring that the project does not overspend what is available.

  • When completing a UW payment form, use the account string associated with the account the funds were placed in. These dollars will be paid out of that account and reflected in the WyoCloud Account Analysis report once paid out.
    • Once expenses are paid through the university, a deficit may show as your balance on the university side of this account. The UW Foundation will automatically transfer funds from the foundation side of this account to UW to cover the deficit as long as there are enough funds in the foundation account.

Using the UW Foundation’s General YouFund Account

  • Once your fundraising deadline has passed and a specific account was NOT specified by the project coordinator upon setting up the You Fund campaign, the UW Foundation’s general account will be used.
    • All donors will be given a gift receipt processed by the UW Foundation.

  • The money raised must be spent on your project. Look first and foremost at the budget you posted on the crowdfunding website and how you planned to use these dollars. This is what you told the prospective donors you would spend funds on; therefore, these dollars need to be applied to this project and these purposes.

  • Remember that all money must be spent following university accounting policies and procedures.
    • This means that you will not receive a physical check for the total dollars raised.
    • You will not be able to “withdraw” money from the account. 

  • The Foundation General YouFund Account may have multiple campaigns going through it. Therefore, departments will not be able to process payment directly through this account. Below are the steps to follow to pay for expenses using the campaign funds:
    • Pay by P-Card
      • Send email to uwfdn-accountspayable@uwyo.edu to obtain the account string to reconcile the charges and use the funds from the campaign.
      • Send a copy of the invoice or receipt for each charge, a description of what these charges are for, and what campaign the funds are coming from.
      • Once reconciled, please forward the expense report number back to UW Foundation.

    • Pay by Requisition/PO
      • The invoices will need to be sent to uwfdn-accountspayable@uwyo.edu along with a description of what the invoice is for and what campaign the funds are coming from.
      • The UW Foundation will submit the invoice for payment using the campaign funds.

    • Pay by IDT
      • Forward the IDT, invoice and description of what these charges are for and what campaign the funds are coming from to uwfdn-accountspayable@uwyo.edu for the UW Foundation to include the account string information for the campaign funds.
      • The foundation will forward to IDT Accounting including the department on the email.

    • You must provide all the required documentation for each form of payment submitted (original/itemized receipts, hosting forms, valid business reason, etc.).

  • The project coordinator or accounting person will be responsible for the project expenses and ensuring the project does not overspend what is available.

If you have any questions in regards to how to access your funds or pay an invoice, please contact:

Kaylyn Greenawalt
Financial Resource Manager
(307) 766-3840
kgreenaw@uwyo.edu 


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Contact Us

University of Wyoming Foundation

222 S 22nd Street

Laramie, WY 82070

Phone: 307-766-6300

Toll Free: 1-888-831-7795

Fax: 307-766-4045

Email: foundation@uwyo.edu

Find us on Facebook (Link opens a new window) Find us on Twitter (Link opens a new window) Find us on Instagram (Link opens a new window) Find us on YouTube (Link opens a new window) Find us on LinkedIn (Link opens a new window) Find us on Pinterest (Link opens a new window)

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