MANAGING NON-STATE FUNDS

1. MANAGING NON-STATE FUNDS Cal State Fullerton Philanthropic Foundation (CSFPF) Presented by: Cheryl Perreira Julie Chung Susan Cervantes

2. Cal State Fullerton Philanthropic Foundation (CSFPF) The mission of the Cal State Fullerton Philanthropic Foundation is to actively promote, pursue and steward private support for the advancement of California State University, Fullerton.

3. CSFPF Board of Governors • 26 members including alums, business and community leaders • Invest and steward donated funds and ensure that the gifts are administered according to donor wishes • President: Annette Feliciani, class of 1980 President, AEF Systems Consulting, Inc.

4. CSFPF Accounts • Must comply with federal, state and university regulations • Must also comply with donor wishes and restrictions • New Account Request process • Primary signer must execute a Primary Signatory Agreement with CSFPF • Campus program account vs endowment account

5. Deposits • Cash, checks and credit card payments • CSFPF Deposit Form • Donor letter or information regarding donation • Any benefit value received by the donor must be stated on the deposit form • Donor will receive an acknowledgement and gift receipt

6. Check Requests/Purchase Orders • Used to authorize payment for all expenditures except scholarships • Two authorized signatures required over $3,000 • Authorized account signatories are responsible for ensuring receipt of goods and services • All university regulations apply – Vendor Data Record (204) form, original invoice/receipts, D-11 etc.

7. Payment for Services • Must be pre-authorized by CSFPF before services are performed • CSFPF purchase order, vendor data record (204), D-11 (if applicable) • CSFPF will determine whether payment should be processed through the university

8. Scholarship Payments • Scholarship Check Request used to disburse scholarship funds to individual students • Funds are transferred from CSFPF to Student Financial Services (SFS) • SFS coordinates with Financial Aid to ensure compliance with financial aid regulations • SFS generates check to the student or scholarship funds are deposited to student account

9. Payments to Faculty/Staff/Student Assistants • No payroll services are provided by CSFPF • Payments to faculty/staff/student assistants are processed through university payroll or other auxiliary • Special consultant payments are billed to CSFPF for reimbursement

10. Reports • Primary signer receives a monthly Gifts Deposited in CSFPF report • Purpose is to acknowledge donor contributions • All account signers have access to online financial information related to their account (via Monthly Reports tab) • Deposit and Withdrawal Report – provides transaction details and account balance

11. In-Kind Gifts • New In-kind gift policy adopted by PAB August 2008 • All in-kind gifts accepted by university, not CSFPF • Documentation for CSUF must include support for value of gift • All in-kind gifts must be accepted by the Gift Acceptance Committee

12. Resources: DODs • Each college, athletics, and student affairs is assigned a Director of Development • The DODs have dual reporting relationships with their college/unit and University Advancement • All fundraising activity within the college/unit should be coordinated with the DOD • DODs can advise and provide information on various donor and gift issues

13. Resources: Advancement Operations • Webpage • Julie Chung, Accounting Manager/Gift Administrator • Susan Cervantes, Coordinator, Accounting Services • Leo Garcia, Gift Processor • Cheryl Perreira, Executive Director, Advancement Operations