Policy Manual

University Advancement

Changelog--University Advancement

Fundraising Roles and Responsibilities

Georgia College & State University

University Advancement and Colleges/Departments

Roles and Responsibilities

Fundraising and Development

December 2009


  1. The primary focus for all fundraising and development activities is to benefit the University and its students.
  2. Solicitations of donors and prospective donors are to be coordinated with the overall fundraising plan of the University.
  3. The Office of University Advancement has the responsibility for developing and managing the overall fundraising plan of the University.
  4. Broad-based fundraising efforts of any solicitation amount will be reviewed and approved by the Office of University Advancement.
  5. Administrative personnel have the responsibility to submit prospect lists to the Office of University Advancement for solicitations of $1,000 or more.
  6. Solicitations of $1,000 - $9,999 will be monitored and assisted by the Annual Fund staff and solicitations of $10,000 or more will be monitored and assisted by the Major Gifts staff.
  7. The Office of University Advancement has the responsibility to respond to prospect lists in a timely manner.
  8. The Office of University Advancement has the responsibility to collaborate and strategize with personnel, including the deans and directors, in developing fundraising plans.
  9. The Office of University Advancement may assist in implementing fundraising plans and solicitation for special events that include external audiences and solicitations of $1,000 or more.
  10. The Office of University Advancement, in coordination with the Office of the President, has the responsibility of prioritizing fundraising initiatives in the context of the overall fundraising plan of the University.
  11. Any issues that arise concerning fundraising initiatives are resolved, as necessary, through the Office of the President.

What to Avoid

  1. Multiple, uncoordinated asks of donors and prospective donors.
  2. Incomplete communication of these principles with personnel in the Office of Advancement and in the academic Colleges and University departments.
  3. Viewing any of the University's Colleges or departments as independent of the University's mission, goals, and priorities.
  4. Viewing fundraising initiatives as outside the context of the University's strategic plan.

Foundation Expenditure Policy

Georgia College and State University Foundation, Inc. Expenditure Policy

The Georgia College & State University Foundation, Inc., is a charitable corporation [501(c)(3) organization] which receives and administers private contributions made in support of Georgia College & State University. Contributions to the Foundation are acknowledged as tax deductible to donors under the Internal Revenue Service Code.

All expenditures of Foundation funds must be consistent with the intention of the donor and mission of the University. While funds received are classified according to two general groups (restricted and unrestricted) for administrative purposes, this general policy applies for all disbursements, regardless of additional restrictions placed upon donor-restricted funds.

Scholarships and fellowship payments cannot be made directly to the individuals. All student scholarships, awards, and fellowships, whether paid from endowed or non-endowed accounts held by the Foundation, shall be directed through the University's Office of Financial Aid. The scholarship administrator will direct payment of these awards to the appropriate scholarship accounts held in the University's Business Office.

General Guidelines for Fund Disbursements

All expenditures must be made with great respect for donor expectations and in support of the mission of the University. To that end, the Foundation has approved these General Guidelines which will serve as a guide for the use of funds donated to the Foundation. Donor restrictions may prohibit certain disbursements entirely, and appropriate University members should be thoroughly familiar with the contents and interpretations of written agreements governing gifts.

A reimbursement will be approved if it falls clearly within the guidelines of this policy. If uncertainty exists as to whether a specific payment request is reimbursable, the individual should call for clarification prior to submitting a request for payment. All reimbursements must be requested within 45 days of a purchase.

All Foundation accounts must have a current signature form on file designating those individuals authorized to disburse funds from the respective accounts. All requests for payment must have original signatures. Signature stamps, initials, electronic signatures, or substitutes are not accepted.

Requests for reimbursement must be submitted on the "Request for Payment from Foundation Contributed Funds" form signed by the appropriate parties required per the Foundation's Policy and Procedure for Check Authorization. The Request for Payment form must be accompanied by a receipt which includes the date, amount, and place of the expenditure, as well as an explanation of the purpose of the expenditure and how it relates to the department's support of the University. Except in rare circumstances, the Foundation does not pre-pay expenses. Such circumstances must be reviewed by and receive approval in advance from the Executive Director of the Foundation.

The purpose of the Foundation is to receive gifts. The Foundation is not the appropriate entity to receive 'fees' for academic activities and programs. Therefore, accounts for such activities should be set up in the University. However, gifts of support made to the Foundation can be used to reimburse such accounts where fees are not sufficient to cover expenses.

Guidelines for Specific Types of Expenditures

Consultants: Payments to outside consultants or consulting firms are permitted. Payments of consulting fees to individuals are allowed if the individual meets the criteria to be classified as an Independent Contractor. (Refer to the checklist on: http://info.gcsu.edu/intranet/forms/documents/Business_Finance/Independen_Contractor_Form030310.doc.)

Contributions: No Foundation funds may be donated to organizations external to the University except where a contribution is made in lieu of flowers for funeral services or in honor of an individual important to the University.

Dues & Membership Fees: Dues and fees for institutional memberships in organizations related to University affairs should be paid from State funds when possible. Dues and fees for individual membership in University related or professional organizations may be paid from Foundation funds.

Dues and membership fees for individual membership in civic service or private clubs may be paid from Foundation funds where such memberships are deemed necessary for business purposes. However, where any portion of those facilities is used for personal activities, a pro-rata share of the dues or membership fees will be reported as income to the employee in compliance with IRS requirements. No dues or membership fees for private country clubs or similar organizations may be paid from Foundation funds, with the exception of membership for the University President at the local country club.

Certification fees or fees for licenses to practice a profession related to the University or Foundation may be paid upon approval of the appropriate dean or vice president.

Employee Incentives & Awards: Employee incentives and awards are permitted, as long as they meet legitimate goals for encouraging employees to do their best work for the University. Incentive programs are those which occur over a period of time to provide incentives for a group of employees and establish procedures for measurable criteria and monitoring. Incidental employee recognition awards are non-recurring and are designed to reward employees for exceptional performance in one-time or unusual circumstances.

Incentives/awards activities must receive prior approval from the appropriate dean or vice president and must address procedures for ensuring adequate IRS reporting. All cash awards, including gift certificates, regardless of amount, will be treated as taxable income to the recipient in accordance with Internal Revenue Service regulations and a Form 1099 – MISC will be issued. See also "Gifts."

Employee Meals: Meals for employees may be paid from Foundation funds in the following circumstances:

  • entertaining official guests
  • on-campus "working" meals where it is necessary to gather a group of people at a meal time. This should not include regular staff and/or departmental meetings.
  • recruiting new employees
  • faculty/staff receptions and orientations
  • retirement functions

Only reasonable amounts will be reimbursed. Expenditures above an amount which is reasonable, taking into consideration location and alternate available facilities, will require individual approval by the appropriate dean or vice president. Requests for reimbursement must be accompanied by a receipt for the meal, which includes the date, amount and place. The request must also include a full explanation of the purpose of the meal and the names and affiliation of the attendees. Descriptions may be generalized for groups larger than twelve participants.

Entertainment: Normally, reimbursement for entertainment will be limited to meals, refreshments and travel. Other entertainment reimbursement must be approved IN ADVANCE by the appropriate dean or vice president, and the Executive Director of the Foundation (see "Employee Meals", above, and "Spouse Meals" and "Travel,").

Flowers: Flowers may be purchased for the following:

  • University organized public relations and fund raising activities
  • Student orientation, student/parent receptions, and departmental graduations or awards ceremonies
  • Faculty/Staff receptions
  • Funeral or illness of employees and "friends" of the University and death of an immediate family member of an employee

The requests for reimbursement must be fully documented, including the identity of the meeting, event or individual and the relationship to the University.

Fund Raising Activities: Alumni and public relations expenses incurred in the course of organizing and conducting activities for the purpose of raising funds or creating "good will" for the University may be paid. Expenses may include meals incurred in the course of official duty, refreshments, entertainment and travel subject to the provisions of sections related thereto. No funds may be used to specifically benefit a particular donor except for those permitted for recognition purposes (see "Gifts," below).

Gifts: Gifts to employees are allowable only under approved "Employee Incentives/ Awards" (above), or in the case of an employee retirement. The cost of such gifts should not exceed $150. Special IRS rules apply for retirement gifts, although such gifts are not generally taxable compensation to the employee. Gifts for employee special occasions, such as birthdays, bridal and baby showers and gifts, cannot be paid from Foundation funds. Such gifts and occasions are personal in nature and should be paid by the individuals involved.

Gifts to donors and "friends" of the University (including donors and "friends" who are also employees) are limited to fund raising/cultivation objectives. The cost for such items should be reasonable.

Guest/Host Expenses: Foundation funds may be used to bring official guests of the University to campus. Costs of transportation, lodging, meals and necessary miscellaneous expenses are included (see "Travel," page 6). University employees, students or relatives may not be considered as an official guest of the University for the purpose of expense reimbursement, although they may act in the capacity of University host.

University faculty or staff, acting in official capacity as a University host, may be reimbursed for expenses incurred within reason. Allowable expenses for hosting an official guest may include employee and employee spouse meals, entertainment at home, and miscellaneous expenses associated with the hosting responsibilities.

Requests for reimbursement must include the amount, date and place of the expenditure, with accompanying receipts. All employees and guests must be identified and the reason for the visit and hosting responsibilities explained.

Holiday Greetings: Reasonable expenditures for holiday greetings to University donors, friends and alumni are permitted.

Moving Expenses: Payment of a reasonable amount of expenses for moving a new employee of the University is permissible. Approval and reimbursement of such expenses shall be made in accordance with University guidelines (http://info.gcsu.edu/intranet/bus_fin/4_fiscalServices.html#a40700). The reimbursement of moving expenses will be treated as taxable income to the recipient in accordance with Internal Revenue Service regulations and a Form 1099 – MISC will be issued.

Office Furniture/Equipment: Expenditures for office furniture and equipment should be made from State funds. However, the Foundation may approve expenditures for such items in unusual circumstances. Requests must receive advance approval and must include an explanation for the request.

Office furniture and equipment will be transferred immediately to Georgia College & State University. Requests must contain full documentation of the item and provide the contact name for use by Materials Management/Purchasing.

Office Decorations: Expenditures for these items should be limited. This category includes plants, flowers, pictures, lamps, other appropriate accessories, and Holiday decorations. Excessive, repeated or extraordinary requests for reimbursements for these items will not be approved.

Office Functions: Each vice president and dean may create a Foundation account to receive gifts from faculty/staff which may be used for funding activities and programs related to morale and community building within his or her unit or area.

The requests for reimbursement must be properly documented, including a complete detailed description of the activity and the persons or groups attending the event.

Office Refreshments: It is expected that those who work in each University office will be personally responsible for office coffee, bottled water and other similar routine refreshments. Foundation funds will only be used to purchase coffee, bottled water, etc., for offices with extensive contact with the public.

Personal Services: All personal service expenditures must be made through the University employee payroll and charged to a sponsored project. This includes expenditures for salaries (full time, part-time and temporary), salary supplements, extra compensation, and benefits.

Political Contributions: No contributions to political candidates are permissible. Expenditures for legislative advocacy must be limited as permitted under IRS guidelines.

Public Relations Activities: Activities include dinners and community affairs organized and presented by external, non-profit organizations. Admission charges for employees officially representing the University at public functions may be paid from Foundation funds. The request for reimbursement must be properly docuincluding a complete, detailed description which conveys the purpose and benefit to the University.

Refreshments: Expenses for refreshments for University-related functions are appropriate expenditures where they are related to:

  • sponsored meetings or events where the purpose for the event is directly related to business;
  • faculty/staff retreats, workshops, orientation and receptions;
  • University sponsored public relations and fund raising activities; or
  • student orientation, student/parent receptions, and departmental graduations or awards ceremonies.

Spouse Meals: The cost of including an employee spouse in entertaining official guests, recruiting faculty and staff, and in fund raising or public relations activities may be reimbursed from Foundation funds where the attendance of the spouse is necessary to the business purpose of the activity.

Supplies: Expenditures for supplies should include only those items needed on a non-recurring basis or cannot be paid with State funds. Items needed on a recurring basis should be funded from State resources.

Travel: The Foundation does not reimburse travel expenses on a per diem basis. Employees will be reimbursed for all reasonable travel expenses on an actual cost basis within the limits set forth in these guidelines. Travel expenditures should be reimbursed from State funds where possible.

Regardless of whether such travel expenses are reimbursed through State or Foundation funding, use and submission of the University's Travel Authorization form is required. All requests for travel reimbursement from the Foundation must be accompanied by the University form and original receipts for expenses incurred.

Guidelines for travel expenses are as follows:

Air Travel: Must be by coach class and discount fares should be sought.

Automobiles: For the use of personal automobiles, employees will be reimbursed at the same rate per mile as that used by the University for reimbursement from State funds.

Food: Employees shall be reimbursed for meal expenses at State-approved levels in accordance with University policies while traveling "away from home" on business. The cost for meals with prospects, donors, volunteers, and other business related individuals (not colleagues) are considered entertainment (see "Employee Meals," and "Entertainment," page 3).

Other: Not all expenses are reimbursable. The following are examples of personal expenditures which will not be reimbursed even though they may be incurred while on official University business: laundry, pay movies, babyexpenses, formal clothing, and other items that are strictly personal.

Overnight Accommodations: Employees are encouraged to stay in reasonably-priced motels or hotels and government or corporate rates must be obtained where possible.

Unallowable Expenses: The following expenses will not be reimbursed from Foundation funds:

  • Fines and penalties
  • Late charges
  • Gifts for faculty or staff, other than retirement or employee incentives or awards as previously described
  • Personal telephone calls
  • Loss/Theft of personal property
  • Membership fees in airline clubs
  • Campus Parking Permits
  • Personal meals with coworkers or family members
  • Birthday parties, wedding and baby showers and gifts, and other similar occasions
  • Cellular phone expenses for employees, except for reimbursement for necessary business calls made from a personal cell phone when traveling
Revision Approved: Finance Committee, June 11, 2010

Board of Trustees, June 24, 2010
Policy Adopted: June 19, 1998

Naming Policy--Places, GC and Board of Regents

Naming Opportunities

The naming of new Georgia College facilities, classrooms, outdoor areas, professorships and scholarships is the ultimate way to recognize someone special in your life or leave your own legacy. The Foundation has many named-giving opportunities for you to choose from that connect you with the traditions of GC. Here are some examples:

Naming of Facilities and Outdoor Areas


• Capital Construction-New Facilities

25% of Estimated Cost

• Naming of Existing Building

$1,000,000 and above

• Support for Facilities Renovations

25% of Estimated Cost

• Auditorium and Areas within Buildings   

$100,000 and above

• Classrooms

$50,000 and above

• Outside Areas

$25,000 and above

Named Endowed Funds

Many donors choose to establish named endowments as a way of creating lasting legacies and ongoing resources supporting the education of future generations. Endowments begin with a minimum gift commitment of $10,000. This gift commitment can be given in a lump sum or over an established period of time as determined by the Foundation Trustees. A portion of the fund's principal is invested and a portion of the fund's accrued interest is applied in support of the fund criteria. Here are some examples:

Endowed Chairs & Professorships

Named Endowed Chair


Named Endowed Distinguished Professorship      


Named Endowed Professorship



Endowed Lectureships

Named Master Lectureship Series


Named Distinguished Lectureship Series           


Named Distinguished Lecture



Endowed Scholarships

Presidential Scholarship


Exceptional Student Scholarship


Scholarship Award                                  



Political Issues and Campaigns

Campus Involvement in Political Issues and Campaigns Summary: Practical Points to Remember:

  1. The University encourages all University employees to vote and to become involved in the political process, provided that they keep their partisan political activities separate from their work at Georgia College & State University.
  2. University employees should always be sensitive to the possibility that individuals who are not part of the University community will assume that they are speaking for the University when they identify themselves as University faculty or administrators in a non-work-related communication. It is especially important to be cautious about using University titles when the non-work-related communication involves partisan political activities. When a reference to a University title or position cannot be avoided in a non-work-related communication (as when the title is used by the media), the employee should clearly indicate that his or her comments or views are personal in nature and that the University title is used for identification purposes only.
  3. University employees should not use University offices or other facilities, computers, photocopiers, telephones, or other property or equipment (for example, vehicles) to engage in advocacy for or against, or fundraising for, a candidate for public office, a ballot question, or any group that seeks to influence elections.
  4. University employees should not use University letterhead, logos, or trademarks, or a University email address when engaging in private partisan political activities on behalf of, or in opposition to, a candidate for public office or a ballot question.
  5. University funds should never be used for tickets for, or to pay the cost of attending, any meal, rally, testimonial, or other fund-raising event whose purpose is to support or oppose a candidate for public office, to support or oppose a ballot question, or to influence elections.
  6. Opportunities for candidates to speak on campus and to use campus facilities for campaign advertising must be offered and granted fairly and without bias.

    In addition, please note that none of the following activities are prohibited under federal or State law:

  7. The performance of academic research related to past or current political campaigns or the issues that underlie them.
  8. The dissemination of the results of that research in a manner consistent with normal academic practice.

Summary: Practical Points To Remember

  1. The invitation of guest speakers or candidates by a student organization, provided that guest speakers on both sides of a ballot initiative and all candidates for a public office have equal opportunities to appear on campus in the same or a comparable forum through that student organization or other student organizations. Pursuant to Board of Regents' policy, the President may authorize the use of institution facilities for political speeches. However, such use shall be limited to meetings sponsored by recognized organizations of the institution and shall be held only at places designated by the president.
  2. The invitation of guest speakers by faculty or academic departments, provided that the appearance is for non-partisan educational purposes.
  3. University-initiated sponsorship or sanctioning of non-partisan educational activities relating to ballot measures or political campaigns by candidates for public office. Examples of such activities include candidate forums to which all legally qualified candidates for the same office are invited; symposia on ballot measures in which proponents and opponents of the ballot measure get an equal opportunity to participate; and the distribution of voter guides and voter education materials, provided the guides and materials comply with IRS guidelines.
  4. Voter education materials prepared by candidates, political parties, and political groups seeking to influence the outcome of elections or legislation may be distributed only if distribution is fair and on an impartial basis – for example, an area in a student gathering place where all candidates and parties may make campaign materials available to students. IRS guidelines for voter guides and educational materials require generally that all candidates be afforded an equal opportunity to comment; that questions be asked on a neutral basis; that, while length may be limited, candidate answers cannot be edited or summarized; and that candidate responses be presented in a neutral manner.
  5. University faculty teaching courses such as political science may provide a course of instruction that includes student involvement in campaign activities without specifying the candidates or ballot measures on whose behalf the students should campaign and where. Instructors may require students write papers or make class presentations evaluating their experiences.

Foundation Payment Request Form

Georgia College & State University Foundation, Inc.

Request for Payment from Foundation Contributed Funds





FOR: (Attach receipts for reimbursements of items purchased, or explanation when services are rendered.)





(if applicable)
















Foundation Gift-in-Kind Form

Georgia College & State University Foundation, Inc.

Gift-In-Kind Form


Complete this form and submit to the GCSU Foundation within 24 hours of receipt of the gift.

Include copies of any correspondence relating to the receipt and value of gift.

Donor Information

 1. Donor Name: 


 2. Company Contact Name:


 3. Donor's Address: (Street)

 4. Donor's City, State, Zip Code:

 5. Name of Fund:

 6. Account Number:

 7. Date of Gift Received:

 8. Gift Valuation:

 9. Name of Individual Who Received Gift: (GCSU Employee)

 10. Department and Extension:

 11. Prepared By:

12. Extension: 

13. Date:

 14. Signature:

15. Title:

Allocation of Gift

Any Gift-In-Kind valued at $5,000 or more must be accompanied by an independent appraisal. Without this documentation, these Gifts-In-Kind will not be accepted.

 16. Donor's Valuation:


17. Custodial Location of Gift: 

 18. Appraised Valuation:



 19. Description of Gift:




Foundation Approval:

Please submit completed form to:

Advancement Services

CBX 113

208 Parks Hall



This form does not serve as a receipt for this contribution, but is intended for our internal record keeping purposes only. A receipt describing the items or merchandise donated will be mailed to the address supplied above. Georgia College & State University is unable to include the estimated value on the donor receipt. It is the responsibility of the donor to substantiate the fair market value for his/her own tax purposes. The donation of services, although very valuable and much appreciated, is generally not considered tax deductible by the IRS. Please consult with your tax advisor to determine the tax implications of your gift.

Foundation Deposit Form for Cash and Checks

Georgia College Foundation

Deposit Form for Cash & Checks

*For Credit Card Transactions please use Foundation Deposit Form for Credit Cards

Date of Deposit
Foundation Account Name
Credit to Foundation Account #

Name Check No. Check Amount Cash Amount Total Other Income Donation
















(total of all pages)

Submitted by:
Phone Number:
Campus Box:

** Deliver deposits within 2 days of receipt to University Advancement, Advancement Services Office, 208 Parks Hall

*Note to University Advancement: make two (2) copies – (1) for other Income and (1) for Donations.

Foundation Deposit Form - Credit Cards

Georgia College Foundation

Deposit Form for Credit Cards

Date of Deposit

Foundation Account Name

Credit to Foundation Account #


Name AMEX Credit Card Amount All Other Credit Card Amounts TOTAL Other Income Donation


TOTAL DEPOSIT (total of all pages) $ $ $ $ $
Submitted by:
Phone Number:
Campus Box:

* Deliver deposits within 2 days of receipt to University Advancement, Advancement Services Office, 208 Parks Hall

Foundation and Alumni Data Information Request Form

GCSU Foundation

Information Service Request Form

Please fill out completely and be as specific as possible

Download and send to Advancement Services at CBX 113, fax it to 478-445-5084, or email to joi.thomas@gcsu.edu

For mailings, please include a draft of the mail piece

Part I: Request

To be Completed by Requester






Describe Information Needed/Recipient (s) for this Request


Intended Purpose for this Request:

□ Mailing  □ Report  □ Other:


Describe Output and Required Fields

(i.e. Name, Address, Phone number, Class year)


Priority: Urgent (1 day)

□ High (3 days) □ Medium (4 days) □ Low (5+ days)

Deadline Date

□ New Report/Output

□ One Time

□ Recurring:

Monthly, Weekly, Quarterly, etc.

□ Modify Existing Report

Report Name:

□ File Format Needed:

□ Excel Spreadsheet

□ Comma-Separated Value (.csv)

□ Other:


□ Deceased

□ Do Not Call

□ Do Not Mail

□ Do Not Solicit

Special Instructions/Comments:


Part II: Response

To be completed by Advancement Services

□ Accepted

Target Date

Assigned To


□ Accepted w/changes

Target Date

Proposed Changes


□ Decline

Reason for Decline

Accepted/Declined by

Date Accepted/Declined


Part III: Completion

Received by

Date Received

Completed by

Date Completed

Query, Report & File Names

Note: Please allow 3 business days for non-Mailing requests to be completed. Every effort will be made to complete your request within that time frame. Larger projects may require more time, and a mutually agreed upon deadline will be established. Please contact Joi Thomas (joi.thomas@gcsu.edu /445-8110) or Kim Taylor (kim.taylor@gcsu.edu/445-1891) if you have any questions.