Breadcrumb
Fundraising Policy
Applies to: Faculty Staff Student
Month/Year Posted: Jul 2012
Policy Number: DAR 11-08
The Office of Development and Alumni Relations (Development Office) and the Cal Poly Humboldt Advancement Foundation (HumboldtAF) are responsible for raising and managing private gift funds for Cal Poly Humboldt. Working with deans, faculty, and staff, the Development Office provides specialized fundraising services including annual giving, major gifts, planned giving, prospect research, and fundraising consultation. In addition, the Development Office is responsible for the stewardship of gifts. This includes the acceptance, receipt, recording and acknowledgement of all campus gifts, maintaining accurate donor and gift records, and donor stewardship. HumboldtAF’s responsibilities include the management and administration of contributions received on behalf of the University and its related organizations. The HumboldtAF is responsible for:
A. Non Gifts Payments for goods or services (benefits such as thank you gifts, event tickets, T-shirts, etc.) are considered revenue and may not be deposited to gift accounts, except for certain approved benefit events or premium offers. Checks from tax-supported agencies in the State of California will not be processed as gifts, because it is illegal for any tax-supported agency in the state to make a donation. Scholarship payments where the donor has selected the recipient(s) of the award(s) are not gifts and are referred to as Service Scholarships or Level 3 Awards and should be processed through the Financial Aid Office. Royalties, expert testimony, consulting fees, and honoraria may be processed as gifts only from the University employee who generated the payment. University employees cannot be credited with gifts contributed to budgets of which they are the direct recipients. In such cases—e.g., a department chair that wishes to provide discretionary support—the gift should be directed to a fund administered by someone other than the donor. Payments imposing detailed performance criteria, contractual obligations, and/or the performance of a specified product within a specified time frame, the University treats as grants or contracts rather than gifts. Grants and contracts are solicited and administered through the Sponsored Program Foundation. B. Gift Transmittal All gifts to the University must be receipted by its Gift Processing Center (GPC) and further directed through the Development Office where they are properly acknowledged and recorded. All gifts of cash, checks, or other assets sent to the GPC for deposit must be accompanied by written documentation (memorandum, email or other format) or a gift transmittal form with the following information: · Donor name;· Account number if known; · Name of responsible person to whom acknowledgment should be sent (particularly in the case of corporate checks or bequests); · Copies of all correspondences relating to the gift, including departmental, acknowledgments, and the donor's letterhead or other standard documentation. For non-cash gifts: The physical location of the gifted item must be included on the gift transmittal form. Checks should be made payable to the Cal Poly Humboldt Advancement Foundation. It is critical that title to gifts of Securities and Real Property be transferred to the Advancement Foundation, not Cal Poly Humboldt. All cash gifts (checks) must be sent to the GPC for immediate deposit, and not held in the department or school. If there are outstanding questions regarding donor wishes, adjustments may be made at a later date. In the case of non-cash gifts, all documents pertaining to the gift must be submitted using the In-Kind Gift Proposal Form found on the Development forms web site: http://humboldt.edu/forms/node/365
- The management and administration of all endowments, bequests, estates, trust arrangements, in which the University or HumboldtAF is the intended beneficiary;
- Investment of endowment monies and securities;
- Accounting and reporting for individual gift accounts;
- Valuation of gifts for internal (not for the donor) reporting purposes;
- Compliance with federal and state laws and regulations regarding said contributions; and
- Acceptance, management, and sale of gifts of real and personal property.
A. Non Gifts Payments for goods or services (benefits such as thank you gifts, event tickets, T-shirts, etc.) are considered revenue and may not be deposited to gift accounts, except for certain approved benefit events or premium offers. Checks from tax-supported agencies in the State of California will not be processed as gifts, because it is illegal for any tax-supported agency in the state to make a donation. Scholarship payments where the donor has selected the recipient(s) of the award(s) are not gifts and are referred to as Service Scholarships or Level 3 Awards and should be processed through the Financial Aid Office. Royalties, expert testimony, consulting fees, and honoraria may be processed as gifts only from the University employee who generated the payment. University employees cannot be credited with gifts contributed to budgets of which they are the direct recipients. In such cases—e.g., a department chair that wishes to provide discretionary support—the gift should be directed to a fund administered by someone other than the donor. Payments imposing detailed performance criteria, contractual obligations, and/or the performance of a specified product within a specified time frame, the University treats as grants or contracts rather than gifts. Grants and contracts are solicited and administered through the Sponsored Program Foundation. B. Gift Transmittal All gifts to the University must be receipted by its Gift Processing Center (GPC) and further directed through the Development Office where they are properly acknowledged and recorded. All gifts of cash, checks, or other assets sent to the GPC for deposit must be accompanied by written documentation (memorandum, email or other format) or a gift transmittal form with the following information: · Donor name;· Account number if known; · Name of responsible person to whom acknowledgment should be sent (particularly in the case of corporate checks or bequests); · Copies of all correspondences relating to the gift, including departmental, acknowledgments, and the donor's letterhead or other standard documentation. For non-cash gifts: The physical location of the gifted item must be included on the gift transmittal form. Checks should be made payable to the Cal Poly Humboldt Advancement Foundation. It is critical that title to gifts of Securities and Real Property be transferred to the Advancement Foundation, not Cal Poly Humboldt. All cash gifts (checks) must be sent to the GPC for immediate deposit, and not held in the department or school. If there are outstanding questions regarding donor wishes, adjustments may be made at a later date. In the case of non-cash gifts, all documents pertaining to the gift must be submitted using the In-Kind Gift Proposal Form found on the Development forms web site: http://humboldt.edu/forms/node/365
- Gift Acceptance
- Authorized Agents
- Pledge Payments and Reminders
- Donor Information Confidentiality