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 34-223. 

Private Organizations are required to submit the following to PO Office Monitors at 51FSS.FSR@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 PO handbook below before you submit require documents.

Unofficial Activities / Unit Unofficial Affiliated Activities

 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 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.)

 

1. Submitting Requests and Routing

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

2. Required Before Fundraising

  • All organizations must be established or up to date on annual review and on file with the 51 FSS/FSR.
  • All fundraiser request forms require minimum 15 business days to process no exceptions; this includes the facility manager, safety office, and public health signatures when necessary. 
  • Do read PO Handbook below before you submit the application with copies of all potential advertisements and food sale request form.
  • A fundraiser license must be posted at the event site.  If the license isn’t present on a spot check by PO Monitor or 51 FSS/CC the event will be shut down immediately. 

3. Flyers

  • Do not use any official information (rank, email, DSN, letterhead, logo, etc.) 
  • All adverts must be approved prior to posting.  This includes flyer, bulletin or social media requests. Do not advertise without approval and remember to submit at least 3 weeks prior to when your PO wants to begin advertising the event to allow for the approval process to complete.  The earlier the better!
  • All PO adverts must prominently display the PO disclaimer (min. 14pt font): “THIS IS A PRIVATE ORGANIZATION. IT IS NOT PART OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS AND IT HAS NO GOVERNMENTAL STATUS.”

4. General Fundraiser Event Info

  • Food Sales require a Temporary Food Booth Application through Public Health Office.
  • POs/UAs cannot sell or serve alcoholic beverages
  • Event Volunteers cannot be in uniform, on duty time, or in the workplace (Common areas are okay, and are decided upon by 51 FSS/CC)
  • Remember that when acting in a Private Organization capacity, you are acting as a civilian completely separate from the military and DoD.

5. RAFFLES

  • Strict rules apply that limit Raffles (must be charitable in nature).  See AFI 34-223 and Osan AB Hand Book
  • UAs cannot conduct raffles at any time.

6. High Risk Activities

  • Bike rides, Golf Tournaments or other events (any physical activities) may require insurance.  For routing, prior to submission to the 51 FSS/FSR, refer to the fundraiser request form and Osan AB Hand Book. 
  • Donations for Golf Tourneys are allowed, but no sponsorship-type rewards can be given (including flags at holes)

7. Limitations

  • Fundraising is limited to 3 events per quarter (by fiscal year)

          Q1: Oct to Dec / Q2: Jan to Mar / Q3: Apr to Jun / Q4: Jul to Sep

  • Limit use of government email for advertising fundraisers/volunteer requests.  Only use if advertising an event of possible interest to the Airmen and families within your unit/SQ. 
  • As of Oct 9, 2018, fundraisers during CFC meant to support the unit holiday party is allowed without donating to CFC. So, it’s important to relay how proceeds will be utilized.  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 PO Handbook.

8. Soliciting Donations

  • Soliciting donations on base is prohibited.  Do your best to ensure that there is no perception that any branch of the military, DoD, or the base is asking for the donations. 
  • UAs cannot solicit donations or gifts of any kind on and/or off base. 
  • Off-base solicitations must clearly indicate that they are for a PO by displaying the PO Disclaimer. 
  • Do not wear uniforms or morale shirts when soliciting donations off base, in person.

* Document Downloads


• PO – Establishment 

Constitution and Bylaws Template

Request form for Insurance Waiver 

Liability Insurance waivers acknowledgement

Financial Statements (3 documents) 
– Annual Proposed Budget 
– Balance Sheet 
– Income and Expense Statement 

Minutes of Meetings 

Officer Listing 

Initial PO Checklist 


PO – Annual Review 

Constitution and Bylaws Template 

Request form for Insurance Waiver 

Liability Insurance waivers acknowledgement 

Financial Statements (3 documents) 
– Annual Proposed Budget 
– Balance Sheet 
– Income and Expense Statement 

Minutes of Meetings 

Officer Listing 

Annual PO Checklist 


UA – Establishment / Annual Review 

Unofficial Activity Status Request 

Financial Statement (1 document) 
– Annual Proposed Budget 

Officer Listing 

UA Checklist 


Fundraiser Request 

Fundraising Request Form 

Fundraiser Checklist 

Food Sales Request Form 

Information for Liberty Fest 

Osan AB PO Handbook 


References 

AFI 34-223 

AFI 36-3101 

Agency PO Guide 2019 

Procedures for becoming a PO 

Osan AB PO Hand Book 

Clarification for Annual Review 

DoDI 5500.07-R 

Dissolution Request for PO