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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 WSU has its own Alumni and Development office staff that reports jointly to the dean of the college and to the WSU Foundation. More information regarding the WSU Foundation can be found at http://wsufoundation.wsu.edu.
As an agent
of WSU, the WSU Foundation promotes, accepts, and manages private
gifts to WSU. Overseen by a board of trustees and through services provided by the University, the foundation manages all gifts in accordance with the donor’s wishes within applicable state laws. When gifts are received, they are to be delivered to our office. Our Secretary Senior makes copies of the information then hand delivers the originals to the President’s Office (this is done on a daily basis). At that time, the documentation is picked up and delivered to the WSU Foundation’s Office of Advancement Services, which is the centralized facility for gift processing, accounting and records management for alumni addresses and management of the University’s advancement information.
FUNDRAISING
FOR WSU EXTENSION
The mission of the Office of Alumni and Friends is to support the tradition of excellence of the teaching, research and extension endeavors of the College of Agricultural, Human, and Natural Resource Sciences and WSU Extension by generating private contributions to supplement the College’s state and federal revenues. A development officer is assigned to each unit in College of Agricultural, Human, and Natural Resource Sciences and WSU Extension. Contact the Office of Alumni and Friends to see who is assigned to your unit.
HERE'S HOW YOU CAN HELP!
- Involve alumni and influencers with departments, advisory boards, research activities, field days, discussion of needs of various projects.
- Be positive. People give to strength.
- Match prospective donors with a project they are interested in funding. Your assigned development officer can help you with this.
- Thank all donors for their support of CAHNRS and Extension, let them know how the money was used (through progress reports, scholarship letters, etc.)
The number one reason that people make a charitable gift is because they are asked. We ask!! And ask, and ask, and ask!
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 (up to 55%) , whereas 100% of gift money is given to the
area it is designated for. See more on grants at http://www.ogrd.wsu.edu.
TYPES
OF GIFTS
Gifts to WSU can be made in three forms:
- outright;
- conveyance
of the gift so the donor retains income from
it for his or her lifetime, such as a charitable remainder
rust; 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.)
- Non-cash
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, charitable remainder
trusts, etc.)
- Wills,
bequests, living trust and devises.
WHEN
YOUR OFFICE RECEIVES A DONATION
Complete
a gift transmittal form. See gift transmittal form attached or email Britta at nitcy@wsu.edu for 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.
- Hand-carry the gift transmittal,
check and attachments to Office of Alumni and Friends in Hulbert
Hall Room 223. Off campus offices can mail to PO Box 646228,
Pullman, WA 99164-6228.
We will record
the donation, make copies for files,
and deliver the donation to the President's office (this is done on a daily basis). The information will be picked up and delivered to WSU Foundation's Advancement Services for processing.
A receipt is sent by WSU Foundation
to the donor as proof that the gift was received and deposited
as requested.
WHEN YOUR OFFICE RECEIVES NON-CASH
GIFTS (in-kind gifts)
EVERY gift to CAHNRS or Extension is important - to the departments, to the college, adn to the donoars who made the gift. We can’t thank donors if we don’t know they made a gift! So please help us by letting us know when you’ve received an in-kind gift. Non-cash
gifts, such as equipment, books, animals, etc. must have:
- Aa brief
gift description as well as an actual date received typed on the
non-cash gift transmittal form. On the gift transmittal be sure to specify the 17A (Development)
account the non-cash gift should be credited to.
- A letter or documentation from teh donor describing the item and stating the value. Gifts of $4,999
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. (See attached Non-Cash Gift Guidelines and Guidelines for Counting and Recognizing Gifts to WSU for more detailed information).
WEEKLY GIFT REPORTS
The Office of Alumni and Friends prints Weekly Gift Reports that summarize all gifts to the college processed during the week reported. Our office checks for accuracy, and sends each department a listing of the weekly gifts made to them.
THANKING OUR DONORS
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 Dean Bernardo (CAHNRS) or Associate Dean Kirk Fox (Extension). Thank you letters and postcards are sent out on a weekly basis.
- Faculty or Staff members who support through a continuing
payroll deduction or who send partial pledge payments are sent
thank you notes annually or at the completion of their pledge.
- President Floyd sends a thank you letter for all gifts of $50,000 or more.
- WSU
Foundation President sends a thank you letter for
all gifts between $10,000 and $49,999.
- The Director of Annual Giving sends an acknowledgement and/or thank you letter for all gifts between $1,000 and $9,999..
- The
department or county chair is encouraged to send acknowledgments
to donors who have given to their unit or county. Please send a copy
to the Alumni and Friends office.
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:
- Platinum
Laureate ($10,000,000 and above)
- Crimson Laureate ($5,000,000 - $9,999,999)
- Silver Laureate ($1,000,000 - $4,999,999)
- Crimson Benefactor ($5,000 - $999,999)
- Benefactors ($100,000 - $499,999)
These
generous donors are publicly recognized at the Foundation's annual
recognition gala, receive a benefactor plaque or mediallion, profiled in the annual report, and given all privileges of a President's
Associate.
Annual
Gift Clubs:
- President's Associates
- FY 2011 (July 2010-June 2011) $1,500 annually
- FY 2012 (July 2011-June 2012) $2,000 annually
- FY 2013 (July 2012-June 2012) $2,500 annaully
All
members of the President's Associates receive special recognition
in various WSU publications, invitation to pre-game receptions
and other events. Int eh WSU Foundation's annual publication each donor is categorized by annual donation. The categories are:
- The
Platinum President's Associates Club ($10,000 - $99,999 annually)
- The Crimson President's Associates Club ($5,000 - $9,999 annually)
- The Silver President's Associates Club ($2,500-$4,999 annually)
- The
President's Associates Club ($1,500 - $2,499 annually)
Deferred
Gift Club (The Legacy Club):
Legacy
Associates (pledges through wills, bequests, deferred gifts) receive a letter from the president and a WSU pin.
Crimson Partner:
Certain services and partial interest contributions worth $50,000 or more that provide value to WSU but not recognized by the IRS as qualified charitable gifts such as software licenses, advertising space, hotel rooms, loan of equipment, etc.
CALL-A-COUG
The WSU Call-A-Coug phone solicitation program raises funds and friends for WSU by having WSU students make phone calls, providing information about a particular college or department, asking for a donation, and sparking a renewed interest in the University as a whole. Each college has a few weeks in the fall and in the spring where the callers focus just on them. Each Fall CAHNRS asks each department for updated information (fact sheets) on department news, enrollment, and what gifts to the department will support. These fact sheets are used by the callers to inform their conversations with alumni and friends.
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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