Unit Fund (Special Fund)

The following provides policies and procedures for utilizing Special Fund established for staff agencies' morale and welfare purposes. . The Special Fund, a non-appropriated fund activity, was established to finance activities that contribute to the recreation, morale and welfare of Air Force military and civilians on duty in the Pentagon. The governing and operating principles of the fund are as defined in governing directives.

1. Policy

a. Funds will be programmed in the Special Fund budget each fiscal year for the purpose of establishing unit funds for each major staff element. Funds are to be expended on organized morale and welfare activities as described herein. Each staff element's allocation will be based upon assigned personnel strength as of 30 September preceding the new fiscal year. The amount established each year for the unit funds will vary according to fund income, program requirements, etc. All unobligated balances as of 30 September will revert to the Special Fund.

b. These funds will not be expended for any activity or purpose that prohibits participation because of sex, race, color, creed, or national origin.

c. These funds may be used for the following kinds of recreational/social functions:

(1) Picnics, sports contests, tournaments, etc.

(2) Luncheons, dinners, parties, dances, and other organizational social events.

d. The amount to be spent per employee per function will not exceed the annual pro-rated allocation provided for each employee. In the event of guest participation, these funds will be issued to defray only the expense of assigned Air Force personnel in attendance.

e. The purchase of prizes, awards, and trophies, in connection with organization sports events or competitive contests at recreational events, is authorized, subject to limitations contained in AFI 34-201.

f. The funds are also authorized for the purchase of expendable items, such as inexpensive party decorations and paper goods, i.e., plates, cups, tablecloths, etc. to support organizational events

g. Specifically not authorized are:

(1) Alcoholic beverages

(2) Gift items to be given to individuals as presents, party favors, door prizes, etc.

(3) Greeting or gift cards, or postage thereof

(4) Parking fees, taxi fares, commercial transportation, or rental vehicles.

(5) Hat or coat check charges, including tips thereon

(6) Gratuities in excess of 15 percent of allowable bill

(7) Any tobacco products.

(8) Nonexpendable supplies and equipment that have a life expectancy of more than one year and have a dollar value more than $100.

Sales Tax. Tax Exempt forms available in Services Office. Click here for Unit Fund - Tax Exempt Forms

2. Unit Representatives

a. Each Deputy Chief of Staff (DCS) or equivalent organization commander will designate two assigned employees, a primary and an alternate, to act as "Fund Representatives" (normally one will be the executive officer or equivalent).

(1) Appointment letters with names and original signatures must be on file with 11 MSG/SVP.

(2) Appointment of Fund Representatives is the prerogative of DCS or equivalent organization. All requests for funds must be processed through the Unit Fund Representative before forwarding to Services.

b. Fund Representatives are responsible for updating appointment letters and providing PASCodes.

c. Fund Representatives are responsible for assuring expenditures have been certified by 11MSG/SVP and do not exceed the amount approved. All project officers should be completely familiar with the contents of this policy prior to incurring costs.

d. It is recommended that each organization receiving an allocation establish a small representative committee composed of members of the organization to determine how these funds will be used and to assist the Fund Custodian in assuring that monies are used as authorized herein.

3. Procedures

a. Prior to each expenditure, a Unit Fund Request Letter must be submitted to the 11 MSG/SVP Fund Manager for written approval. Once funds are approved, the representative will retain the letter to submit for reimbursement within seven days of the expenditure.

b. Requests for reimbursement must include:

(1) The signed Unit Fund Request Letter with the 1st endorsement certifying funds are available.

(2) Original receipts or invoice for all expenditures must be attached. When it is impossible to obtain receipts, an itemized statement, properly certified by purchasing employee and custodian, must be submitted

(3) Authentication by the Unit Representative/alternate

c. Advance of funds is not authorized except under paragraph 4. c.

4. Payment Options

a. Cash reimbursement: Cash reimbursement up to $500.00 may be made to the organization representative or the person named on the certification letter.

b. Electronic Funds Transfer: Electronic funds transfer may be made to the person named on the certification letter, the special agency fund, or the vender. A form must be completed to establish Electronic Funds Transfers. Please contact us for a copy of the form.

c. NAF IMPAC Card: NAF IMPAC Card payment may be made directly to a vendor. Please provide the vendor point of contact, telephone number, function account number and copy of any agreement available.

5. Request Format

All requests must be submitted in the appropriate format with the original receipts. Click here for the request letter format.

 

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