PRIVATE ORGANIZATIONS
Contact information
DSN: 480-8728
COMM: 06371-47-8728
EMAIL: 86fss.privateorgs@us.af.mil
HOURS OF OPERATION
Monday – Friday: 0800 – 1700
Saturday – Sunday & Holidays: Closed
Address
Building 2118, Room 220 (2nd Floor)
Ramstein Air Base, Germany
ABOUT PRIVATE ORGANIZATIONS
If you’re looking to establish a private organization for your non-profit mission, look no further.
We’re here to help you get established and flourish!
Example Organizations
- Squadron Booster Clubs
- Unit Advisory Committees
- Spouse Clubs
- Special Interest Groups
- Chief’s Group
- Top Three
Unofficial Activities (UAs)
Small unofficial activities include coffee funds, flower funds, sunshine funds, and other small operations are generally not considered official private organizations. However, if their current assets (which include cash, inventories, receivables, and investments) exceed a monthly average rate of $1,000 over a 3-month period, the activity/organization must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.
Official Private Organizations (POs)
While unofficial activity organizations are required to become a registered official private organization administrator once the $1,000 threshold is met, they do have the option to become a PO beforehand, if they wish.
Fundraising
AFI 34-223, Private Organizations Program, Attachment 1, defines ‘For Us, By Us’ fundraising. It includes activities wherein organizations composed primarily of DoD employees or their dependents fundraise among their own members for the benefit of welfare funds for their own members or their dependents.
Advertising
All requests, advertising, and any Private Organization correspondence require the following disclaimer:
“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.”
It is not authorized to use government e-mail to advertise Private Organization events or information.
Do not begin advertising until your request has been approved.
Unofficial Activities (UAs)
Unofficial activities consist of booster clubs, coffee, and flower funds. These are small operations that are generally not considered Official Private Organizations.
UAs are authorized to conduct fundraisers just like regular private organizations (up to three per quarter, per calendar year) and are entitled to a bank account. Groups of this nature may not exceed a monthly average of $1,000 over a three-month period. If this is the case, the activity/organization must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.
Snack bars within break areas are allowed. Inventory must be kept at less than $1,000 and proceeds can only go to sustain the snack bar. They are not open to the public and must be registered as an unofficial activity.
Documents Due Quarterly:
- Meeting Minutes and Financial Statements
Due Yearly:
- Unofficial Activities Memorandum
- Officers List (or when a board position changes)
- Bank Authorization Form
DOWNLOAD FORMS
Official Private Organizations (POs)
These are self-sustaining special interest groups, set up by people acting exclusively outside the scope of any official capacity as officers, employees, or agents of the federal government. They operate on an Air Force installation only with the written consent of the commander. POs may conduct fundraisers just like regular private organizations (three per quarter, per calendar year.)
All official POs MUST be reapproved every two years. Each official PO is responsible for submitting their renewal paperwork by the due date to the private organization administrator. The renewal due date is determined by the date that the PO was last approved. Paperwork should include the following documents:
- Letter for Charter
- Insurance/waiver/policy,
- Current Officer list
- Constitution/ Bylaws (Signed by at least the president)
It is the primary job of the POs officers to maintain good standing but as a courteous, the Private Organization Administrator will attempt to notify the PO of outdated paperwork twice before the PO is removed from official status. If no response is received by the due date set in the letter, a recommendation to dissolve the PO will be submitted to the MSG/CC.
Documents Due Quarterly:
- Meeting Minutes and Financials
Due Yearly:
- Insurance/Waiver
- Officers List (or when a board position changes)
- Bank Authorization Form
Due Every Two Years:
- Constitution
- Bylaws
- Charter Request
DOWNLOAD FORMS
What is “For Us by Us” Fundraising?
AFI 34-223, Private Organizations Program, Attachment 1, defines “For us, by us” fundraising. It includes activities wherein organizations composed primarily of DoD employees or their dependents fundraise among their own members for the benefit of welfare funds for their own members or their dependents.” Paragraph 1.3.1 states that POs are not considered “for us, by us” fundraising entities within the meaning of the Joint Ethics Regulation, Section 3-210(a) (6).
IAW AFI 36-3101, paragraph 5.3.4.2, allows for “for us, by us” fundraising activities, when small amounts of cash are collected to assist unit members with personal misfortune. Such collections “should be completely voluntary, anonymous (e.g., passing around collection envelope)…” Employees are not limited in the amount they contribute, however, the amount solicited from employees should not exceed $10.
IAW AFI 36-3101, paragraphs 5.1., ad hoc fundraising efforts should not interfere with, or detract from, the CFC or AFAF Campaigns.
These fundraisers do count towards you 3 fundraisers allowed in a quarter.
If you have any questions on if your fundraiser falls under “For us by Us” please feel free to contact the Private Organization Administrator.
Fundraising during Combined Federal and Air Force Assistance Fund Campaigns
Fundraising during campaigns is extremely limited. Please plan early in the year for your organization’s budget and fundraising events. There is are some exemptions when it comes to having a fundraiser during campaign times. Due to the strict regulations, approval of fundraisers during these times can take up to 60 days, if approved at all. Fundraisers include, but not limited to, funds and/or items raised for local or outside organizations/groups. Please try to plan accordingly and not last minute, as last-minute requests cannot be expedited. For more information please see the AFI guidance below.
AFI32-3101 Chapter 5 Paragraph 5.1, Requests for Other Fundraising during campaigns. Ad hoc fundraising efforts should generally not interfere with or detract from, the Combined Federal Campaign or Air Force Assistance Fund Campaigns. However, because of the annual timing of the campaign, ad hoc fundraising to support unit holiday parities is allowed during the Combined Federal Campaign. No workplace (desk-to-desk) fundraising or payroll deductions are authorized to support NonFederal Entities or Private Organizations other than the Air Force Assistance Fund and Combined Federal Campaigns. Limited workplace (desk-to-desk) fundraising is allowed by unit unofficial activities/social funds. 5.2. Official Endorsement. Under DOD 5500.07R, The Joint Ethics Regulation (JER), Section 3-210.a., Air Force employees shall not officially endorse, or appear to endorse, fundraising for any non-Federal entity except for those specifically identified therein. (T-0). The Joint Ethics Regulation permits official support and endorsement of the Combined Federal Campaign and Air Force Assistance Fund charities. 5.3. Fundraising/Support in an Official Capacity. 5.3.1. Other than the Air Force Assistance Fund and Combined Federal Campaign, Joint Ethics Regulation, Section 3-210 allows official support and endorsement of efforts to raise funds only in very limited circumstances. The well-meaning or charitable benefit that other such fundraising efforts may bestow on those in need is not a factor in approving such support and endorsement.
What are the rules about Fundraisers?
- To conduct on and off-base fundraising, interested groups must be in good standing
- Any and all fundraisers held on and off-base must be requested through the Private Organizations Office.
- Fundraise in uniform
- Both POs and UAs may conduct three (3) fundraisers per calendar quarter, with the approval of the Installation Commander or designee
- POs and UAs must not engage in activities that duplicate or compete with activities of the AAFES or 86 FSS.
- Direct solicitation of cash donations on base is prohibited.
- POs may not conduct games of chance, lotteries, raffles, or other gambling type activities except as provided in AFI 34-223 paragraph 10.20 and UAs may not conduct any of the above under any circumstances.
- Download and complete the fundraiser request form. Add all necessary information, obtain facility or building manager approval and signature before submitting your request. If the fundraiser involves food obtain training, approval, and signature from Public Health. If the fundraiser is during COVID restrictions, a COVID plan must be submitted with the request form.
- Fundraising during CFC and AFAF drives is very limited and is a much longer process. Please see AFI 34-223 and AFI 36-3101 for guidance. Fundraiser requests can take up to 60 days for approval during this time. No advertisement can be done till approved. It is suggested to submit the fundraiser’s request as soon as possible.