1. Determine if the classification of raffle is a Class A or Class B Raffle 

• Class A License
  
• Some of all tickets must be sold on days other than the date of the drawing. 
• Tickets must be preprinted with all required information. 
• The purchaser must be provided with their portion of the ticket prior to the drawing. 
  
• Class B License
• Tickets are only sold the day of the drawing.
• All tickets must be identical in form (same color, size, shape)
• Tickets must be numbered but do not need to be consecutively numbered. 

2. Become a Certified Cash Handler

• Complete the Cashier/Frontline Employee PCI Training to become a certified cash handler based on UW-Stevens Point's Cash Handling Policy.
  

3. Determine the Winning Items or Monetary Value for the Raffle

• A Listing of prizes must be provided when requesting use of the raffle license 
• Donated Prizes - identify the fair market value and all donors of the prizes 
• If purchasing prizes, comply with UW- System Administrative Policy 330: Prizes, Awards, and Gifts and complete the Prizes, Awards, and Gifts e-Form

4. Purchase Raffle Tickets  

• Class A Raffle - Point Print and Design Studio creates raffle tickets and will provide a proof of the ticket to be included in the raffle request.
• Class B Raffle - Accounting Services will provide guidance on purchasing raffle tickets through ShopUW+. 
  
  

Complete the UWSP Raffle License Application e-Form

1. Open the Raffle License Use Request.

2. Select what type of license you are requesting. 

• Class A
  
• Class B
  

• ​Clas​s B 50/50
  

3. Enter the date and time of the raffle. 

• ​​​​Note, if more than one drawing/raffle will be conducted at the event, an application will need to be submitted for each drawing

4. Enter the UWSP Event that the raffle is associated with.

5. Select either 6-digit Department or 7-Character Project and enter the appropriate department ID or project ID. 

6. List the price of tickets. 

7. Enter each prize that will be raffled off.

• ​​​Include the count, Fair Market Value, and Donator (if applicable) for each prize item.​

8. For Class A Raffle requests, a ticket proof will need to be attached to the e-form.

• ​Raffle ticket proofs may be obtained by working with Point Print and Design. Since this is a proof, the raffle license number is not needed on the proof. 

9. Submit application.
   

• Bring Raffle License Number 
• The provided raffle license number must be readily available at the event upon request. 

• Ticket Stubs 
• Keep all sold ticket stubs to be included in the post event documentation. 
• Identify winning tickets separately. 

• Donated Proceeds 
• If a winner decides to donate proceeds to the event host, a written notification must be provided to include in raffle documentation. 
  

• IRS Tax Documentation
• If monetary prizes will be mailed to winners, obtain a completed W-9 Form from each person for payment to be issued via check.  
• Obtain a completed W-9 Form from all winners of prizes valued over $600.00. 
• Tax Implications will differ based on status of US Residency.  Please contact Accounting Services​ for further clarification.  
  
  

1. Deposit raffle proceeds. 

   • All raffle proceeds must be deposited at the Bursar's Office in Student Financial Services, 003 Student Services Center, within 7 days of the event to comply with UW-Stevens Point's Cash Handling Policy.  
   • A Deposit Slip must be provided with proceeds when making the deposit. 
     
   • All proceeds must be posted to a 6 digit department ID, not a Student Organization's US Bank Account. 
     

2. Complete the Raffle Report portion of the​​ e-Form. 
   

• The requestor will receive an email notification to complete the raffle e-form within 2 weeks following the date of the raffle drawing.  
  
• Attach all required documentation
  
• List of all raffle winners - including name, address, phone number, and signature of all winners 
  
• A list of all winning prizes and corresponding winners 
  
• A W-9 form completed by each winner of prizes valued over $600.00
  
• A W-9 form completed by each winner that will be receiving a prize via UWSP issued check 
  
• Deposit Receipt from Bursar's Office in Student Financial Services 
  
• Copy of ticket expense invoices or receipts, if applicable
  
• Written notification of donated winnings, if applicable
  
• Statement of any lost, stolen, or otherwise missing tickets, if applicable
  

3. Bring all ticket stubs to Accounting Services, located in 001 Old Main
   

• Be sure to have winning ticket identified separately from other sold tickets. 
  

4. Record Retention

• To ensure compliance with UW-System Record Retention Schedules and DOA Record Regulations UW-Stevens Point's Financial Operations, Accounting Services, will retain all raffle documentation, requests, and winning ticket information for 6 fiscal years plus the current fiscal year.  Accounting Services will retain all tickets for 1 fiscal year plus the current fiscal year.