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DEVELOPMENT
ACTIVITIES AND WSU EXTENSION
Gifts
and contributions are an increasingly significant source of funds
for Extension programs. It is important to understand the policies
and procedures around the receiving and acknowledging of gifts
to ensure that the university is in compliance with regulations
and the donors know they are appreciated and feel pleased with
their experience.
Each
college and branch campus of Washington State University has
its own Alumni and Development office that reports jointly to
the dean of their college and to the WSU Foundation. As an agent
of WSU, the WSU Foundation promotes, accepts, and manages private
gifts to WSU. Overseen by a board of trustees and through the
provision of services by the University, the foundation treats
all gifts in a business-like manner in accordance with the donor's
wishes within applicable state laws. When gifts are received
they are forwarded to WSU's Office of Advancement Services, which
is the centralized facility for gift processing, accounting and
records management of donations and collection, maintenance and
management of the University's advancement information.
FUNDRAISING
FOR WSU EXTENSION
The CAHNRS Alumni and Development Office works to advance the teaching, research
and Extension endeavors of the College of Agricultural, Human, & Natural Resource
Sciences by generating private contributions to supplement the College's state
and federal revenues for capital, operating, and student assistance funds.
As part
of this
mission, they support and promote development activities for Extension.
As
a team effort between departments, county offices and the development
office, faculty, staff and administrators play an important role
by identifying people who might be interested in giving a gift
to Extension, cultivating those prospective donors and communicating
regularly with the development office in the solicitation and
stewardship of the gift.
Fundraising
Cycle:
- Identification:
Think about people in your area who have the ability and might
be interested in giving a gift to help promote the work of
Extension or of the university in general.
- Cultivation:
Involve prospective donors with county or department programs,
advisory boards, research activities and so on, and discuss
needs of various projects.
- Solicitation:
Match the prospective donor with a project that they want to
fund, find out what their intent is for their gift. Talk to
the CAHNRS Development office for help.
- Stewardship:
make sure there is recognition, attention, thank you's at all
levels, and inform the donor where the money was used (progress
reports, scholarship letters, etc.)
The
number one reason that people make a charitable gift is because
they were asked.
DIFFERENCE
BETWEEN A GIFT AND A GRANT
A
gift is a voluntary contribution to the University. A contribution
is defined as a gift when all of the following conditions apply:
- Funds
are given irrevocably.
- The
donor does not require that goods or services be forthcoming
from WSU as a condition (implied or otherwise) of the contribution.
- Rights
to any publications, inventions and patents resulting from
use of such funds reside with WSU.
If,
according to these criteria, a contribution is determined not
to be a gift, it should be processed through the CAHNRS Business
and Finance Office as a grant. Grants are charged a percentage
for indirect costs, whereas 100% of gift money is given to the
area it is designated for.
TYPES
OF GIFTS
Gifts to WSU can be made in three forms:
- outright;
- conveyance
of the gift in such a way that the donor retains income from
it for his or her lifetime, such as a charitable remainder
unitrust; and
- in
the form of a bequest through the donor's will or living trust.
The
term, "gift or donation" can apply to any of the following:
- Cash
(currency, coin, checks, money orders, bank drafts, etc.)
- Securities
(stocks, bonds, life insurance, etc.)
- Noncash
gift (books, equipment, animals, collections, etc.)
- Real
property (homes, farms, land, etc.)
- Inventions,
patents and copyrights
- Mineral
rights (oil wells, etc.)
- Fractional
or remainder interests
- Deferred
arrangements (life income, contracts, charitable remainder
unitrusts, etc.)
- Wills,
bequests, living trust and devises.
WHEN
YOUR OFFICE RECEIVES A DONATION
- Complete
a gift transmittal form, obtainable from the CAHNRS Development
Office as an on-line form in Excel
- Attach
a copy of all correspondence that was received with the gift
or sent by the donor explaining the gift.
- Attach
the check.
- Make
a copy of the gift transmittal and the attachments for your
records.
- If
you are on the Pullman Campus, hand-carry the gift transmittal,
check and attachments to CAHNRS Alumni and Development in Hulbert
Hall Room 223. Off campus offices can mail to PO Box 646228,
Pullman, WA 99164-6228. CAHNRS Alumni and Development will record
that they received the donation, make copies for their files,
and deliver the donation to Advancement Services for processing.
For cash donations, a receipt is sent by Advancement Services
to the donor as proof that the gift was received and deposited
as requested.
NON-CASH
GIFTS (in-kind gifts)
Non-cash
gifts, such as equipment, books, animals, etc. must have a brief
gift description as well as an actual date received typed on the
non-cash gift transmittal form. There should also be a letter or
documentation from the donor describing the item and stating the
value. On the gift transmittal be sure to specify the 17A (Development)
account the non-cash gift should be credited to. Gifts of $5,000
and less will be reported at the value declared by the donor or
determined by a qualified expert on the WSU faculty or staff. Gifts
with fair market values of more than $5,000 will be credited at
the values placed on them by qualified independent appraisers,
paid for by the donor. All gifts $100,000 and above require a completed
Non-cash Gift Agreement.
OTHER
DONATIONS
Contact
the CAHNRS Alumni and Development Office if you have any questions
on donations received or a person has contacted your office regarding
donating securities, property, etc. or is leaving cash or assets
to WSU through their will or living trust.
DONOR
RELATIONS
Once
the gift has been processed:
- For
cash donations, a receipt is sent by Advancement Services to
the donor as proof that the gift was received and deposited
as requested.
- For
non-cash donations, the donor is not sent a receipt, but should
complete an IRS Form 8283 for their tax purposes.
- All
donors, no matter what the amount of their donation, are sent
a thank you postcard or letter from the Dean. Donors with continuing
payroll deduction or who sent partial pledge payments are sent
thank you notes annually or at the completion of their pledge.
- WSU
Foundation and the WSU President sends a thank you letter for
all gifts of $1,000 or more and all gifts made in memory or
in honor of someone.
- The
department or county chair is encouraged to send acknowledgments
to donors who have given to their unit. A copy should be sent
to the development office.
STEWARDSHIP
Attention to good stewardship enables Extension to:
- develop
repeat gifts from satisfied donors
- make
new friends from relatives and associates of the donors and
from others in the community who observe the University's stewardship
activities
- ascertain
that the intentions of the donors are followed
- involve
students, faculty, staff and other administrators and volunteers
in the process of expressing thanks and appreciation
GIFT
CLUBS
Gift
clubs have been created as a means of appropriately recognizing
the generous contributions of donors and ensuring University-wide
consistency.
Lifetime
Cumulation Gift Clubs:
- The
Laureates ($1,000,000 and above)
- The
Benefactors ($100,000 - $999,999)
These
generous donors are publicly recognized at the Foundation's annual
recognition dinner/dance, named on the benefactor board in the
French Administration Building, given a benefactor plaque and
medallion, honored at a reception at the President's home, profiled
in the annual report and given all privileges of a President's
Associate.
Annual
Gift Clubs (President's Associates):
- The
Silver President's Associates Club ($10,000 and above annually)
- The
Crimson President's Associates Club ($5,000 - $9,999 annually)
- The
President's Associates Club ($1,000 - $4,999 annually)
All
members of the President's Associates receive special recognition
in various WSU publications, recognition as guests of honor at
the annual President's Convocation, invitation to pre-game receptions
and other events hosted by the president and WSU Foundation,
special parking privileges, a membership card and auto decal.
Crimson and Silver Associates receive additional recognition
and invitations to special events.
Deferred
Gift Club:
- Legacy
Associates (pledges through wills, bequests, deferred gifts)
Legacy
Associates receive a letter from the president and a WSU pin.
17A
(DEVELOPMENT) ACCOUNTS
A development fund (17A account) may be established
for any worthwhile purpose that is within the University's mission
and that meets the WSU/WSU Foundation minimum requirements for
creation of a separate fund. A Gift Uses Agreement (GUA), formerly
known as an Establishment of Fund Document (EOF), signed by the
donor, dean, department chair or district director, and president
of WSU Foundation is used to formally establish the account and
assure that the funds will be used for the purposes intended.
Types
of Accounts:
- Unit
Development Fund: Each department or county office can establish
one 17A account for deposit of unrestricted donations to their
unit for which the donor has not specified a particular use,
or has specified a broad and undefined use.
- Expendable
Fund (current use): used for discretionary or restricted use
within a department or county may be established with a minimum
of $5,000 plus evidence of perpetual funding. To reduce the
number of gift accounts to be administered, new contributions
can often be placed in existing accounts and still fulfill
the intent of the donor.
- Endowed
Fund: permanent fund, with a percentage of income used to annually
carry out the donor's stated purposes. Excess income over the
amount paid out each year is retained in the endowment for
enhanced growth.
Each
endowment consists of a principal account and a separate income
account. Endowed gifts are place in the principal account and
held in perpetuity for investment. A proportion of income from
the principal account is transferred to the income account on
a quarterly basis, which then becomes available for current or
future use.
Minimum
principal for establishing a named endowment fund:
- Endowed
scholarship $25,000
- Graduate
Fellowships $25,000
- Distinguished
Lectureship $50,000
- Emeritus
Professor Fund $100,000
- Distinguished
Professorship $250,000
- Endowed
Chair $1,000,000
There
are various endowed accounts that can be established.
Expenditures
from 17A Accounts:
- Gift
funds (17A accounts) shall be expended through the use of standard
University forms and procedures for the expenditure of public
funds (e.g. purchase requisitions, travel expense vouchers,
invoice vouchers, etc.) Contact CAHNRS Business and Finance Office
for more information. Contact the CAHNRS Alumni and Development
Office for assistance in any context concerning gifts or establishing
new 17A accounts.
FOR
MORE INFORMATION
Address
questions regarding fundraising, acceptance and management of gifts,
gift transmittals, and acknowledgments to:
CAHNRS
Alumni and Development Office
Hulbert Hall Room 223
PO Box 646228
Pullman, WA 99164-6228
(509)
335-2243
Fax: (509) 335-9213.
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