Sponsorship Intake and Forms

what to do after you have secured a sponsorship

1. Issue Your Sponsor an Invoice.  

Download and fill out the sponsor invoice form, which should be provided to the sponsor for record-keeping purposes.  The sponsor will need this to initiate payment to your student group.

  • IMPORTANT: Make sure to fill out all [bracketed] fields so your club receives proper credit for the sponsorship.

  • Address all sponsorships and donations to "Wharton Graduate Association - [Club or Conference Name]" and NOT to The Wharton School or any other University of Pennsylvania entity. (Remember the 20% indirect cost recovery rate).  

  • Make sure to communicate this clearly to your sponsor.  Although it is laid out in the invoice letter, it is often overlooked and we end up with many unclaimed sponsorships where the sponsor does not specify what club their donation is for.

  • Sponsorships will not be recognized in QuickBooks for up to 1-2 months but to remedy this, there is a secondary manual check outlined in step 2

 

2. Fill out the below intake form

When the funds are verified, you will be notified and can spend against this balance.

 

3. Send the Sponsor an Official Thank You Letter 

Download, fill out, and send an official thank you letter for your sponsor for audit / tax purposes.