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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: 307-766-3936

Email: foundation@uwyo.edu

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Campaign Guidelines

You Fund Logo
Receiving or Accessing Funds Raised

Through a You Fund Campaign

 


Existing or New Account Used by Department for You Fund Dollars

• Once your fundraising deadline has passed, any collected funds are processed by the UW Foundation and put into the foundation account that was specified by the project coordinator when the You Fund campaign was set up. All foundation accounts have mirror 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.

 

• These funds 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 the 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.
  • There is a processing time for UW Accounts Payable of approximately 2 weeks to issue a check, so please plan accordingly.
  • If you have any questions about processing payments, please contact UW Accounts Payable or Shared Business Services.

 

• All expenses must be sent to UW Accounting in Old Main using one of their forms of payment:

  • P-Card (must be allowable under the procurement rules),
  • DR,
  • Payment Request or Purchase Order, or
  • Travel Voucher.

 

• 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, include the fund and org that was specified by the project coordinator or accounting person, and these dollars will be paid out of that account and reflected in your PISTOL report.

  • Once expenses are paid through the university, a deficit may show on your PISTOL report “Claim on Cash” line; the foundation will automatically transfer funds from the foundation side of this account to the UW sister account to cover the deficit as long as there are enough funds on the foundation side.

 

 

Using the Foundation’s General You Fund Account

• If a specific account was NOT specified by the project coordinator upon setting up the You Fund campaign, once your fundraising deadline has passed the foundation’s general account will be used.

  • All donors will be given a gift receipt processed by the UW Foundation.

 

• The funds 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 the funds on; therefore, these dollars need to be applied to this project and these purposes.

 

• Remember: 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 You Fund 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 project funds from the general foundation account. All payments should be sent to the foundation and include the account information. They will then be sent over to UW for processing for the following payment types:

  • Payment Request or Travel Voucher,
  • PO, or
  • IDR.
Complete the above payment items like you normally would for any other expense you would send to Old Main, leaving the fund and dept columns blank for the line items you wish to use the project dollars for.

 
• If you wish to split the payment between various accounts, include all of those accounts on the request and leaving only the line items blank that you wish to use the project funds for.

 
• You may sign the payment form as you normally would prior to sending it over to us.

 
• The request will be sent over to Old Main by the following day.

 
• If you want to pick up the check at Old Main or have it rushed, please include a special handling form when submitting to the foundation to ensure it goes over with the request to Old Main.

  • You must provide all the required documentation for each form of payment submitted (original itemized receipts, hosting forms, valid business reason, etc.)
  • P-card items can be purchased on the department’s p-card as long as they follow the procurement guidelines. When reconciling the p-cards, you will need to contact Kaylyn ( kgreenaw@uwyo.edu ) or Tyffanne ( tmobley2@uwyo.edu ) to obtain account information to use while reconciling.

 
• Once reconciled, a copy of the p-card log and corresponding invoices relating to the You Fund project should be emailed to tmobley2@uwyo.edu and kgreenaw@uwyo.edu

 

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

 

 

If you have any questions, please contact:

Kaylyn Greenawalt

Financial Resource Manager

(307) 766-3840

kgreenaw@uwyo.edu

 

Tyffanne Mobley

Accountant

(307) 766-3943

tmobley2@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: 307-766-3936

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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