Private Organizations


Private Organizations

According to AFI 34-223, “POs are self-sustaining special interest groups, set up by individuals acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Federal Government. They operate on Air Force Installations with the written consent of the Installation Commander. POs are not Federal entities and are not to be treated as such.” Non-Federal entities are not entitled to DoD support.” 51 FSS/FSR acts as a liaison between PO members, 51 FW/JA, 51 FSS/CC and 51 MSG/CC to get all documentation set up for group establishment as a PO. FSR will maintain a file on each PO and at the end of each fiscal year, will review each PO to ensure all financial statements, documents, records and procedures outlined in the PO Guide are followed and the organizations are in compliance with AFI and OI. (Examples: squadron booster clubs, unit advisory committees, spouses clubs, chief’s group, top three, and other special interest groups) 

Private Organizations are required to submit the following to PO Office Monitors at 51FSS.FSR@us.af.mil or PO Coordinator Ms. Yuju Han at yuju.han.kr@us.af.mil for establishment and annual review requests. Routing processes are required paperwork as the process takes a minimum of 30 business days to complete. Do read Procedures for Private Organization (★Important) below before you submit require documents.

Private Organization (PO) Requirements 

1. Constitution & By-Laws (Two year submission or when there are changes in the purpose of the PO)
2. Insurance Waiver Request or Copy of Liability Insurance Policy (Annual submission)
3. Liability Acknowledgement signed by all of PO members (Annual submission)
4. Minutes of Meeting (Quarterly submission)
5. Financial Statement detailing income-and expense or Budget Statement (Quarterly submission)
6. Current list of elected officers (New list of Officer’s must be submitted anytime there is a change)


Unofficial Activities (UA) / Unit Unofficial Affiliated Activities (UUA)

Unofficial Activities are small operations (snack, flower, sunshine, coffee funds, etc.) are generally not considered POs but are still required to follow the same rules as a PO, including submitting a UA request memo to be kept on file at the 51 Forces Support Squadron Resource Management office (51 FSS/FSR). “However, if their current assets (which include cash, inventories, receivables, and investments) exceeds a monthly average of $1,000 over a 3-month period, the activity must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.” Unofficial Activities are not required to operate to under a constitution or file annual financial reports. They must, however, maintain financial records to account for their income and expenses. Unit Commanders may approve Unit Unofficial Affiliated Activity fundraisers on base, within the unit, and intended for unit personnel only. Non Unit UA’s and PO’s must still request and receive FSS approval for fundraising. Within unit (UUA) fundraising requires only commander approval (still limited to 3 per quarter). Commander must acknowledge responsibilities in writing to execute as a UUA. 

In order to become an Unofficial Activity, you simply complete the one page form available through 51 FSS for approval. 


Fundraising

 Fundraisers taking place on Osan AB must be approved in advance by the Installation Commander’s representative. FSR acts as a liaison between Private Organization members, the Legal Office, 51 FSS/CC and 51 MSG/CC to get all documentation set up for group establishment as a PO. Once established, the FSR will maintain a file on each PO and at the end of each fiscal year, will review each PO to ensure all financial statements, documents, records and procedures outlined in the PO Guide are followed and the organizations are in compliance with AFI and OI. (Examples:  Gift wrapping, Pie throwing, T-shirts sales, Bake sale, Sports events, tournaments, Commissary bagging, Cook book sales, Unit Fun runs, etc.)  

• All fundraiser starts with FSR and process ends upon receipt of fundraising license from FSR.

• Request forms require minimum 15 business days to process no exceptions; this includes the facility manager, safety office, and public health signatures when necessary. 

• Submit all questions and paperwork to 51FSS.FSR@us.af.mil or yuju.han.kr@us.af.mil.

• Do read Osan AB Fundraising Request Instructions (★Important) below before you submit the application.

• DO submit copies of all potential advertisements/flyers/posters with the fundraising request form.

• Fundraising events are not to be advertised until approved by 51 FSS/CC. 

• As of Oct 9, 2018, Fundraising during the Combined Federal Campaign (CFC) and Air Force Assistance Fund (AFAF) are subject to more stringent requirements than fundraisers throughout the rest of the year. See AFI 36-3101, Fundraising within the Air Force Chapter 5.1 for guidelines and Fundraising during the CFC/AFAF.


Frequently Asked Questions 

The Air Force and the Department of Defense has strict guidelines about fundraising. These questions and answers will help you follow the rules you may not have known applied to your organization and give you general knowledge on fundraising within private organizations and unofficial activities. Otherwise comply with AFI 36-3101, Fundraising in the Air Force.

1. What is a fundraiser?
•  The intent of the event is to make money
• Exchanges (popcorn, cookies, lollipops) for  monetary “donations” (drop what you want in a can) or set price
• Any event where money (cash, check, payroll deduction) changes hands for services (it is not “volunteering” if someone is being paid) 

2. What is the different between a PO and a UA?
Like unofficial activities, POs are self-sustaining special interest groups set up by people acting outside the scope of any official position they may have with the government.  Unlike unofficial activities, their monthly assets (which include cash, inventories, receivables, and investments) are at a threshold exceeding an average of $1,000 over a 3-month period. That is the real difference. Both UA’s and PO’s are governed by AFI 34-223, and may operate on the installation at the pleasure of the installation commander. 

3. Do I need Liability Insurance?
POs must have liability insurance unless the installation commander waives the requirement. This waver does not negate the PO’s liabilities. The waiver says the PO does not normally conduct functions for which there is a danger, damage to property or individuals. In the absence of insurance the PO and their members assume the liability. Liability insurance should be required unless the activities of the PO are such that the risk of liability is negligible. Forward all liability insurance waiver requests through 51 FSS/FSR for coordination and approval. Insurance waivers must be re-evaluated annually.

4. What is “For Us By Us” Fundraising?
As a general rule, Unofficial Activities’ fundraising efforts are considered “for us, by us” fundraising, unless fundraising extends beyond unit personnel and family members. Unit commanders may approve Unit Unofficial Activity fundraisers on the installation within the Unit, and only for the unit’s personnel. Fundraising outside the unit requires Installation Commander or designee approval. Unofficial activities are still Federal entities and may not solicit gifts from outside sources or engage in off base fundraising. Funds raised must exclusively benefit the DoD community. POs, regardless of unit affiliation or make-up, are not considered FUBU and are ALWAYS NON FEDERAL ENTITIES.

5. Government E-mail?
Official communication systems should not be used to advertise PO fundraisers and membership drives.

6. Donation
Soliciting donations of any sort (by anyone) IS NOT allowed on base. Additionally, UAs/UUAs are not allowed to solicit donations off base. Donations cannot be requested on government letterhead or official e-mail. No advertising may be made for the benefit of the donor. 


* Document Downloads

Private Org
– Procedures for Private Organization (★Important)
– PO Guide 2019
– Constitution and Bylaws (biannually)
– Insurance Waiver (annually)
– Liability Insurance Waiver (annually)
– Minutes of meeting (quarterly)
– Financial Statement (quarterly)
– Listing officer (whenever there is a change)
– Dissolution Letter

Unofficial Activity
– Unofficial Unit Affiliated Activity Letter
– Unofficial Activity Letter

Fundraising Request
– Osan AB Fundraising Request Instructions (★Important)
– Procedure for Liberty Fest
– Fundraiser Request Form
– Food Sales Request Form (Public Health – only for food handling)

References
– AFI 34-223, Private Organizations (PO) Program
– AFI 36-3101, Fundraising within the Air Force
– DoD 5500.7-R, Joint Ethics Regulation (JER)
– Fundraising during the CFC/AFAF