Policies

UW-Platteville Foundation Expenditure Policy*

Introduction

The purpose of the Foundation expenditure policy is to establish a spending policy for individuals doing business, i.e. taking meetings, doing travel, for the Foundation who intend to be reimbursed from Foundation funds.

This guideline covers expenditures by all university employees, Board members, and agents of the foundation.  

The University and the Foundation are committed to administering all Foundation funds in compliance with all relevant federal and state laws and to abide by donor restrictions.

All expense reimbursements from Foundation funds are for the enhancement or benefit of the Foundation and the University and must be consistent with the University’s mission and any restrictions placed upon the funds by the Board and donors.

Every effort should be made to use the existing University purchasing or travel process.  In exceptional cases, direct purchases may be made through the Foundation.

University employees are subject to state code of ethics and disclosure requirements.

Board members and other Foundation representatives (non-university employees) are subject to the Foundation’s Conflict of Interest policy.

Expense reimbursements must be requested within 90 days to comply with the IRS Accountable Plan rule and the University’s Transfer policy.  Itemized receipts are required for reimbursement.

Exceptions to this policy may be granted by the Executive Director of the Foundation.

Expenditure Policy

Foundation funds will only be used for official University or Foundation business and in accordance with the following guidelines:

1. Business, Meals, and Entertainment

1.1. Hosted Meals: Hosted meals will be reimbursed by the University based on the price schedule utilized by the University which bases per diem reimbursement on location and the duration of travel. The Foundation will reimburse employees hosting meals in furtherance of Foundation business for up to 25% in excess of University maximums.  The Foundation will reimburse for alcohol consumed at hosted meals.  Foundation will reimburse for bottles of wine up to $50 per bottle for hosted meals.

1.2. Individual Meals: Individual meals will be reimbursed by the University based on the price schedule utilized by the University which bases per diem reimbursement on location and duration of travel. The Foundation will not reimburse costs in excess of University limits and no alcohol will be reimbursed.

1.3. Chancellors’ Spouses: Hosted and individual meals for the Chancellor’s spouse when in attendance at meals to benefit Foundation/University business will be reimbursed as outlined above when documentation to support the Foundation/University business purpose is submitted (e.g. entertaining the spouse of a recruit/guest speaker, etc.).

1.4. Departmental Social Events:  Foundation funds will be used to reimburse for costs associated with departmental social events when documentation establishing that funds were expended to further University or Foundation business are submitted. 

1.5. Hospitality Expenses: Hospitality expenses (e.g. cake for retirement/flowers, etc.) will be reimbursed by money designated for recruitment, retention and morale or by the Chancellor’s General Operating Fund when documentation is submitted to support the expense and the purpose of the hospitality.  Documentation must satisfy state or federal requirements.

1.6. Registration Fees and Tickets Related to Philanthropic Activity:  Registration fees and tickets purchased to further philanthropic activity will be reimbursed when documentation is submitted. Documentation must satisfy state or federal requirements.

2. Fundraising: Expenses associated with raising funds for the University.

2.1. Recognition/Awards
2.2. Gifts for Non-employees: A gift in lieu of an honorarium may be reimbursed with prior approval from the Dean or Divisional Leader and the Executive Director of the UW Platteville Foundation.
2.3. Recognition Awards for Employees: Noncash awards may be made to recognize employees for distinguished service, upon retirement or at other career milestones.  Awards to employees should not exceed $100 in cost.
2.4. Relocation Expenses: Foundation will reimburse for cost of moving expenses for up to 25% in excess of University maximums.  Including those to cover expenses borne by spouse and family, house hunting, second visits, etc. Relocation expenses reimbursed by the Foundation may be reported as taxable income for the claimant.
2.5. Travel: Reasonable travel reimbursements exceeding University maximums will be reimbursed by the Foundation for up to 25% over the state rates.  Employees are expected to commute during the same day when the site of UW business is within 50 miles of their home or headquarters.  The Foundation will reimburse expenses on the day before and one day after the dates of the conference or meeting if those days qualify for reimbursement under the University reimbursement policy.
2.6. Compensation: Compensation for a university employee and student wages (including bonuses or awards) or internships must be processed through University payroll.
2.7. Scholarships: All student scholarships must be processed through the university’s Financial Aid Office.  No direct payments to students will be made.
2.8. Foundation Does Not Reimburse or Make Payment For:

2.8.1. Parking Tickets or parking charges (i.e. permits) incurred at the employee's permanent work site.
2.8.2. Gift cards, gift certificates and cash awards for employees (due to tax implications)
2.8.3. Raffle tickets
2.8.4. Personal registration fees or tickets for non-philanthropic activities.
2.8.5. Personal expenses for the university employee or immediate family members (e.g. clothing, vacation, and travel to personal events, etc.)
2.8.6. Travel expenses for Foundation Board members to and from Foundation board meetings. 

2.9. Foundation Expense Reimbursements With Prior Approval of the Executive Director: 

2.9.1. Donations or memorials to other organizations, including non-profits/tax-exempt charities
2.9.2. Retirement gifts
2.9.3. Club memberships
2.9.4. Reimbursement of a University employee’s cell phone expenditures as the state can provide a University issued cell phone.
2.9.5. Paying for upgrades to business or first class travel where such upgrades are not allowable under University travel regulations.
2.9.6. Apparel

3. Reporting

3.1. Monthly, the Vice Chancellor of External Relations, or his/her designee, will provide fund balance updates to each, Director, Dean, or Vice Chancellor with active foundation accounts.
3.2. Annually each Dean, Director, or Vice Chancellor utilizing foundation funds will submit an impact and use report and a spending variance report to the stewardship and donor relations team.

Definitions:

  • Hosted Meal:  Meal sponsored by the UW Platteville Foundation that is attended primarily by the general public or donors within the development portfolio.
  • Individual Meal:  Employee in travel status that is not accompanied by a donor within the development portfolio.

*Updated July 31, 2017

UW-Platteville Foundation Gift Acceptance Policy*

PART ONE: GIFT ACCEPTANCE POLICY

1. Background

Through the promotion of voluntarism and philanthropy, the Foundation provides central friend- and fundraising support to assist the University. Federal and state governments encourage voluntary gift support of charitable organizations such as the Foundation, and allow substantial tax relief to donors.

The significance of these tax laws makes it an important obligation of the Foundation to record and acknowledge all gifts received. The Foundation is responsible for issuing official charitable receipts for all charitable gifts received by the Foundation in compliance with the requirements of the Internal Revenue Service and with procedures established by the Foundation. The University of Wisconsin-Platteville Foundation is a 501(c)(3) charitable organization under the IRS. Donors are responsible for consulting with a tax advisor to determine the appropriate deductions.

2. Rationale

This document has been established to:

2.1. ensure that informed decisions are made on the acceptance of gifts and that such gifts are receipted in accordance with the requirements of the Internal Revenue Service

2.2.  ensure that efficient administrative, legal and accounting practices and procedures are followed

2.3.  enable accurate reporting of gifts bestowed upon the Foundation and its affiliated organizations (including but not limited to the UW-Platteville Real Estate Foundation and the UW-Platteville Pioneer Education and Development Foundation)

2.4.  ensure consistent, equitable relations with donors In order to ensure that this Policy continues to be effective, it shall be reviewed annually. The Foundation is responsible for initiating this review.

3. Scope

This policy is established to govern the acceptance of all gifts made to the Foundation and any of its subsidiaries or affiliated organizations (including but not limited to the UW-Platteville Real Estate Foundation and the UW-Platteville Pioneer Education and Development Foundation).

4. Policy for gift acceptance

4.1. The Foundation holds itself to a high standard of ethical conduct, both within the University community of scholars, students, alumni and employees, and in all of its external relationships and interactions—with businesses and commercial enterprises, with other external organizations and with friends and donors.

4.2. In particular, the Foundation will not accept gifts, enter into business relationships, or accept external support that will compromise its public image or status as a 501(c)(3) charitable organization.

4.3. The Foundation values and will protect its integrity, autonomy and mission, and does not accept gifts when a condition of such acceptance would compromise these fundamental principles.

4.4. The Foundation may elect to accept or decline any gift. The final decision to decline a gift rests with the Foundation Board of Directors.

4.5. Acceptance of any gift contribution which involves a proposal to name is subject to any policy of the Board of Regents of the UW System in effect at the time of the gift, and is conditional upon final approval of the naming by the Board of Regents and UW-Platteville Chancellor and the Foundation Board of Directors.

4.6. Gift Eligibility

4.6.1. The following gifts are deemed eligible for acceptance by the Foundation:

  • Outright gifts made with cash, checks, credit cards or securities
  • Gifts-in-Kind
  • Gifts of Service
  • Gifts of Residual Interest
    • Publicly Traded Securities
    • Privately Held Securities
  • Real Estate
  • Life insurance
  • Planned Gifts (Deferred Pledges)
    • Bequests
    • Trust agreements
    • Annuity contracts

4.6.2. When evaluating the acceptance of gift-in-kind, the Foundation will consider if the gift is needed, wanted, and/or has use within the institution or if it can be sold to benefit the Foundation. Consideration will be given to the cost of accepting the gift, the long-term viability of the gift (, and the resale market if the gift is to be sold. Some gifts, of course, will require paperwork documenting ownership. Disposition of the gift will be determined prior to acceptance by the Foundation. Refer to the Foundation Gift-in-Kind Acceptance Policy for more details.

4.6.3. Gifts of service are contributions of actual, billable service directly related to the business or profession of the provider. Gifts of services will be recognized at the level of actual expenses invoiced but not to be paid. Evidence of a gift of service will be canceled or voided invoice stating the date, type of service rendered, quantity cost, total cost, and amount to be contributed or forgiven.

4.6.4. Publicly Traded Securities: Gifts of securities will be valued at the closing market value on the date the full interest in the transferred property is transmitted or postmark date if mailed. It is understood that the donor, in transferring ownership of the securities, is making a charitable contribution and, as such, has no rights concerning the disposition, sale or retention of any securities given to the Foundation. Transactions will occur during normal trading hours the day of or the following day of receipt. The Foundation will follow its Investment Policy.

4.6.5. Privately Held Securities: Gifts of closely held stock will be valued based on a qualified independent appraisal at the time of transfer. Generally, gifts of privately held securities will be accepted only when conversion into cash within a reasonable time frame is expected, and are subject to approval by the Foundation Board of Directors. The Foundation will follow its Investment Policy.

4.6.6. Real estate gifts will be accepted only on approval from the Foundation Board of Directors and after a full appraisal of the property and potential environmental assessment is completed at the expense of the donor. The property, if accepted, may be immediately placed on the market. The Foundation reserves the right to refuse or accept real estate gifts made through estate commitments and planned gifts. Refer to the Real Estate Foundation Gift Acceptance Policy for more details on Real Estate acceptance.

4.6.7. Life insurance policies may be transferred to the Foundation that state the Foundation as a beneficiary. Donors are responsible for consulting with a tax advisor to determine the appropriate deductions.

4.6.8. Planned Gifts: A provision in a will or estate plan allocating all or part of a donor’s estate to the Foundation will be accepted. Irrevocable planned gifts will be recorded as expectancies until such time when monies are received. Revocable planned gifts will NOT be recorded until they become irrevocable. Refer to the Planned Gift Acceptance Policy for more details on planned gifts.

4.7. Gift Acceptance

4.7.1. When negotiating a gift on behalf of the Foundation, individuals shall consult with the University, to ensure due diligence prior to making a decision with respect to a gift which:

4.7.1.1. might expose the Foundation or University to an uncertain and potentially significant liability

4.7.1.2. is precedent-setting or involves sensitive issues

4.7.1.3. may have come from illegal activities

4.7.1.4. involves a proposal to name

4.7.1.5. because of its unusual nature, presents questions as to whether it is within the role and scope of the Foundation.

4.7.1.6. conforms to the University Gift in Kind Acceptance Policy.

4.7.2. The Foundation’s solicitation of gifts is informed by and consistent with priorities established by appropriate Foundation processes.

4.7.3. Occasionally, funds sought and contributed are insufficient to make a project viable. If the Foundation is unable to proceed, benefactors will be invited to redirect their unspent contributions or a cypress would be conducted to meet the donor’s intent and/or to curtail future pledged payments.

4.7.4. Unrestricted gifts shall be used for such purposes as the Foundation judges will best advance its mission. Restricted gifts shall be used expressly for the purposes for which they are given, which must be by consistent with the Foundation’s mission and priorities.

4.7.5. Gift pledges must be received in writing or documented to include the donor’s signature or authorization.

4.7.6. Any legal vehicles related to gifts (stock transfer papers, insurance beneficiary designations, will, or the like) should identify the organization as the University of Wisconsin-Platteville Foundation, Inc.

4.8. Gift Limitations

4.8.1. When conditions placed on a gift offer are judged to be administratively difficult or not in the Foundation's best interest, the Foundation chair, in consultation with the Foundation Executive Committee and UW-Platteville Chancellor, may request that the terms of the gift be revised, or decline the gift.

4.8.2. The Foundation will not accept gifts for scholarships, fellowships, awards or other financial aid funds which designate a specific recipient by a donor or if the recipient was not chosen through a selection process administered and managed by the Foundation or University in accordance with Internal Revenue Service requirements.

4.8.3. The Foundation reserves the right to refuse or accept a gift based on a decision of the University to refuse or accept the gift.

4.9. Gift Receipting

4.9.1. Charitable tax receipts for the Foundation shall be issued solely by the Foundation. This ensures accurate reporting of all charitable gift contributions to the Foundation and its entities, and ensures that donors are recognized for the total of all their charitable gifts.

4.9.2. All eligible gifts will be acknowledged with an official charitable receipt accompanied by correspondence prepared by the Foundation. These documents are deemed to be the official acceptance of the gift and its related terms and conditions, as well as official certification of the donation for income tax purposes. The value of a benefit from a gift will be deducted from the total value of the gift per IRS guidelines.

4.9.3. Commitments will be publicly recognized and/or commemorated consistent with the donor’s wishes. Requests by donors for anonymity will be honored. Permission to publicly recognize a donor and his/her gift will be assumed unless otherwise requested.

5.0. Fees

5.1. Fees are subject to change every year based on the recommendation from the Finance and Investment Committee who then presents it as part of the proposed budget to the Executive Committee and from there to the Board for approval. Consult the Fee Guidelines Document for the current fees.

PART TWO: GLOSSARY OF KEY TERMS

Gift: A voluntary transfer of cash and kind, from individuals, industry, foundations and other sources to the University of Wisconsin-Platteville Foundation ("Foundation") for either unrestricted or restricted utilization in the mission of the University of Wisconsin-Platteville ("University"). Gifts are made without expectation of return; no consideration—no benefit of any kind—to the donor or to anyone designated by the donor, may result from the payment. Gifts may be monetary (cash, checks, credit cards) or non-monetary (e.g. securities, real property or personal property).

Contracts/Research Agreements: Restricted payments received by the Foundation from various contractors, made in accordance with the terms of contracts entered into by the Foundation or its affiliates (including but not limited to the UW-Platteville Real Estate Foundation and the UW-Platteville Pioneer Education and Development Foundation) to conduct specific programs. These are not considered gifts, and therefore not subject to this policy.

Official Charitable Receipt: The official charitable receipt is a statement issued by the Foundation to donors that includes a declaration as to the value of the gift, date of the gift and name of the donor. Receipts are normally accepted by the Internal Revenue Service to support the calculation of taxable income. If the donor receives a benefit in conjunction with the gift, the value of the benefit will be deducted from the total value of the gift per IRS guidelines.

Gift-in-Kind: Gifts-in-kind are non-monetary items of tangible personal property such as art, collectibles, books, equipment, automobiles, inventory, and other personal assets or materials that represent value.

Gift Pledges: Gift contributions to the Foundation, which are "pledged" over a period of time (normally to a maximum of five years, depending on the size of the gift and the nature of the appeal). Consult the Pledge Agreement Form that outlines the details of a pledged gift.

Planned Gift or Deferred Pledge: A documented pledge which is intended to make a gift for the future. These gifts need additional authorization and documentation to be considered for acceptance by the Foundation. Irrevocable planned gifts are those that can only be modified or terminated with the permission of the Foundation whereas revocable planned gifts can be modified at any time.

Unrestricted gifts: Gifts, given to the Foundation, where the donor has not specified the purpose for which the gift is to be used.

Restricted gifts: Gifts, given to the Foundation, where the donor has specified that the gift is to be used to support a particular purpose. Restricted gifts may be temporarily or permanently restricted.

*Approved by the Foundation Board of Directors – March 16, 2016

UW-Platteville Foundation Gift-In-Kind Acceptance Policy*

Gifts-in-kind are non-monetary items of tangible personal property such as art, collectibles, books, equipment, automobiles, inventory, and other personal assets or materials that represent value to the University of Wisconsin-Platteville Foundation (the Foundation).

Gifts-in-kind may present the Foundation with issues of liability and extended budget issues.  Therefore, it is appropriate that there be set guidelines for the acceptance of gifts-in-kind and that both donors and the Foundation understand the necessary procedures and approvals before a gift-in-kind is officially accepted. The ability to transfer the gift to the University of Wisconsin-Platteville or other affiliated organizations must be considered before accepting a gift-in-kind.

Gifts-in-kind, as defined above, are tangible property. Unreimbursed expenses such as food, professional services, and limited use of private property are not considered tax-deductible, charitable gifts-in-kind by the Internal Revenue Service. Such gifts may certainly be received, but the donor will not receive a receipt for the gift-in-kind from the UW-Platteville Foundation.

Acceptance of Gifts-in-Kind by the UW-Platteville Foundation

When offered a gift-in-kind, the Foundation may choose either to use or sell the gift-in-kind or to decline the gift. When evaluating the acceptance of gift-in-kind, the Foundation will consider University of Wisconsin-Platteville gift in kind acceptance policy to determine if the gift is needed, wanted, and/or has use or if it can be sold to benefit the Foundation.  Consideration will be given to the cost of accepting the gift (e.g., shipping and handling costs, installation charges, licensing fees, etc.), the long-term viability of the gift (e.g., maintenance costs, associated personnel needs, storage fees, insurance rates, copyright issues, etc.), the expected market value if the gift is to be sold, and any potential disposal or disposition costs . Some gifts, of course, will require paperwork documenting ownership (e.g., a signed title for a car or boat).

Income Tax Charitable Deductions Available for a Gift-in-Kind

Donors should consult their tax advisor to determine the appropriate deductions.

Instructions for Completing a Gift-in-Kind

A gift-in-kind donor donation form should be started as soon as a donor has expressed interest in making such a contribution. This is to ensure that the potential gift-in-kind is reviewed in a timely manner and that a prompt decision may be rendered by the Foundation on acceptance or disposition.

The requirements and approval process will depend on the ultimate purpose of the gift-in-kind. If the gift-in-kind is to be transferred to the University of Wisconsin-Platteville, approval from the University is required prior to the Donor Donation Form. However, if the gift-in-kind is to be used solely by the Foundation for either a special event, donor activity, or for sale, only the Donor Donation Form is required.

*Approved by the Foundation Board of Directors – March 16, 2016

UW-Platteville Foundation Whistle Blower Policy*

A whistleblower as defined by this policy is a person engaged in the affairs of the UW-Platteville Foundation who reports an activity that he/she considers to be illegal or dishonest to one or more of the parties specified in this Policy.

The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities.

Examples of illegal or dishonest activities are: violations of federal, state or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting. If a person engaged in the affairs of the UW-Platteville Foundation has knowledge of or a concern of illegal or dishonest fraudulent activity, the person engaged in the affairs of the UW-Platteville Foundation is to contact his/her immediate supervisor or the Human Resources Director. The person engaged in the affairs of the UW-Platteville Foundation must exercise sound judgment to avoid baseless allegations. A person engaged in the affairs of the UW-Platteville Foundation who intentionally files a false report of wrongdoing will be subject to discipline up to and including termination. Whistleblower protections are provided in two important areas –- confidentiality and retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals their legal rights of defense. The UW-Platteville Foundation will not retaliate against a whistleblower. This includes, but is not limited to, protection from retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes he/she is being retaliated against must contact the Human Resources Director immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated. All reports of illegal and dishonest activities will be promptly submitted to the Director of Human Resources who is responsible for investigating and coordinating corrective action. Persons engaged in the affairs of the UW-Platteville Foundations with any questions regarding this policy should contact the Director of Human Resources.

Approved by: Dr. Janelle Crowley, Director of Human Resources, UW-Platteville
*Approved March 16, 2016

 

Foundation: General Contact Reusable

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Development and Alumni Engagement

tel: 608.342.1181 | 1.800.897.2586
email: foundation@uwplatt.edu
fax: 608.342.1196

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