MEMORANDUM FOR Private Organizations and Unofficial Activities
FROM 55 FSS/FSR
SUBJECT Compliance with AFI 34-223
In an effort to assist private organizations and unofficial activity’s be in compliance per AFI 34-
223 we have developed this guidance. This guide provides crucial information for Private
Organizations on Offutt Air Force Base.
55 FSS/FSR is required to maintain a file on each PO and review annually to ensure financial
statements, document, records, and procedures outlined in AFI34-223 are in order. Compliance
with AFI34-223 is mandatory for private organizations as well as unofficial activities.
The following documents are required, as a minimum, for all private organizations and
should be turned into the private organization monitor in a timely manner.
Current list of officers with duty phone numbers and email addresses. Due Annually.
Mailing address of organization. Due Annually.
Social media site or URL of organization (if the organization has established one) Due
Copy of your bank statement (to match income/expense report) Due Annually.
Income and Expense statement. Due Annually.
Statement that inventory controls are in place for souvenirs and memorabilia. Due
Meeting Minutes. Due twice a year.
Proof of Liability Insurance/Waiver for Liability Insurance
(Per AFI34-223 Para 10.11 Insurance waivers must be re-evaluated annually)
Constitution/Review of constitution
there is a change in the purpose, function, or membership eligibility of the PO, whichever
comes first. After review, if no changes are made, submit a letter stating that no changes
are required at this time.)
If documentation is not received in a timely manner, the organization will be referred to
the installation commander for dissolution of the organization.
(Review/Income and expenditures/supplies to match ending total of bank
(Per AFI34-223 Para 9.5 Constitutions must be updated every two years or when
The following is guidance to help the private organizations and unofficial activities function
All fundraisers regardless of taking place on or off the installation must be approved
through 55 FSS/CC. Fundraiser forms will go through 55 FSS/FSR for the approval
process. Organizations wishing to have a fundraiser will need to obtain a fundraiser form
from http://offutt55fss.com/private-organizations/. Fill out the form completely, have the
facility manager initial in box a, public health in box b. (if food will be prepared), and
then forward to email@example.com. Ms. Means will process for approval.
Fundraisers take approximately 3 weeks for final decision. The following are rules for
No activities that duplicate/compete w/AAFES
No amusement machines, games of chance, etc.
Cannot solicit funds on-base- -but 55 FSS/CC may allow occasional sales and events for
No more than 2 fundraisers per quarter
Approval is required for both on and off base fundraisers
Cannot sell or serve alcohol
Not in uniform and not on duty time
The following disclaimer must be displayed in print and electronic media (websites)
“This is a private organization. It is not a part of the Department of Defense or any of its
components and it has no governmental status.”
When current cash and assets exceed a monthly average of $1,000 over a 3-month period,
unofficial activities must become a private organization. This includes unit snack funds.
Private Org’s & Unofficial Activity’s may not use:
Seals, logos or insignia of Department of Defense (DoD), any DoD Component, DOD
organizational unit or DOD installation on organizational letterhead, correspondence, titles, or in
association with organizational programs, locations or activities.
PO’s Private Org’s & Unofficial Activity’s should maintain support for financial
transactions and reconcile bank data with supporting documentation monthly.
Private Org’s & Unofficial Activity’s should deposit their money in a bank account and
not have a “Box of money” lying around.
POs will not engage in frequent or continuous resale activities either directly, through
third parties, or in their media (e.g., newsletters, handouts, posters, special-order
brochures, websites, etc.)
POs must comply with all applicable federal, state, local, and foreign laws governing like
It is the responsibility of PO to obtain the proper tax exempt information and forms
through the regional Internal Revenue office and the state taxing authority.
Turn in all required documentation to the private organization monitor on time.
Direct questions you may have about your PO or UA to the private organization monitor.
The use of government equipment and systems for other than official purposes is
extremely limited, Government systems (daily bulletin boards and or electronic public
folders may be used to provide notice of unofficial off-base fund raising campaigns and
volunteers requests if approved by the Installation Commander. In no event should
official email, mail, computers, copiers, BITS, etc., be used to provide notice of these
Newly elected officers/treasurer should consult FSS resource management for guidance
and training on local base requirements and procedures.
For further information refer to the following guides
AFI 34-223, Private Organizations Program
AFI 36-3101, Fundraising Within the Air Force
2012 Private Organization Guide
If you have any questions, please contact the private organization monitor Ami Means at 294-
6251 or firstname.lastname@example.org.
Private Organization Monitor