​Raffles

Raffles are a way to raise money by selling tickets for a chance at winning a prize.  UW-Stevens Point is permitted to support programs through mission-related activities including raffles.  UW– Stevens Point is licensed by the State of Wisconsin – Department of Administration Division of Gaming to sell raffle tickets and hold raffle events only in the State of Wisconsin.

If an individual pays for the chance to win a prize, State raffle laws apply. UW-Stevens Point's Raffle License is issued by the State Gaming Commission and conducted in accordance with Chapter 563, Wisconsin Statutes. Issued prizes based upon rules of chance may not be awarded in a way that would violate State Raffle Laws.

Guide to Using the UW-Stevens Point Raffle License

When looking to conduct a raffle at an event, follow the below guidelines to ensure compliance of all policies and procedures.  ​

Before Submitting a Request to Use UWSP's Raffle License

  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

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

  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 and Business Services will provide guidance on purchasing raffle tickets through ShopUW+. 

Complete the UWSP Raffle License Application e-Form

  1. Open the UWSP Raffle License Application e-Form.

  2. Select when tickets will be sold. 

    • Prior to the event or drawing, this will update the form to a Class A Raffle application
    • During the event or drawing, this will update the form to a Class B Raffle application 

  3. Enter the date 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 department / student organization name and 6 digit department ID number. 

  5. Select the raffle sponsor. 

    • Student Organizaton

    • University Department

  6. Provide the name of the department chair or student organization's advisor.

  7. Enter a purpose of the raffle, including how proceeds from the event will be used.

  8. List the price of tickets. 

  9. Enter the location of the event or drawing. 

  10. If the drawing is part of an event, provide the name of the event.

  11. Provide a listing of all prizes to be raffled.

    • Include fair market value of the prizes and the donor name, if donated 

  12. Submit application.

Once submitted, Accounting and Business Services will review the application.  Upon approval a Raffle License Number will be entered into the e-Form and returned to the requestor for use.  


At the Event

  • 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 and Business Services​ for further clarification.  

After the Raffle Drawing

  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 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 and Business 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 and Business Services, will retain all raffle documentation, requests, and winning ticket information for 6 fiscal years plus the current fiscal year.  Accounting and Business Services will retain all tickets for 1 fiscal year plus the current fiscal year.
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​Resources 

Resources related to UW-Stevens Point's Raffle License can be found on Financial Operations Policies Procedures and Forms​ page under Raffle Licenses.  

Questions 

​For questions when navigating the Raffle License process, contact Accounting and Business Services, 715-346-2051, located in 001 Old Main.