UF/IFAS Internal Management Memoranda

Internal Management Memoranda

EFFECTIVE DATE: July 1, 1998

INTERNAL MANAGEMENT MEMORANDUM: 6C1-6.60-2 (Revised)

SUBJECT: IFAS; Gift Classification; UFF SHARE Account Establishment; Receipt, Deposit and Processing of Gifts; Fee Assessment Policy; Disbursements; Requesting Use of SHARE General Funds

Gift^* Classifications
Each gift (cash, checks and other assets) received through the SHARE program is classified as either a designated (restricted) or a general (unrestricted) gift. A designated gift is one which the donor has indicated will be used for a specific unit, program or purpose. A general gift has no donor-specified restrictions and may be used for a purpose determined to be appropriate by the Vice President for Agriculture and Natural Resources.
^*See IMM 6C1-6.60-1 for definition of "Gift"
Establishing an Account in the University of Florida Foundation, Inc.--SHARE
A new account may be established for any worthwhile purpose which is within the Foundation's chartered mandate. The Fund Administrator of UFF SHARE accounts will complete the Fund.
Information Form, UFF-A and forward it to the UFF as a basis for establishing a new account (see a Guide to Operations, University of Florida Foundation, Inc.). *See IMM 6C1-6.60-1 for definition of "Gift". As soon as the Form UFF-A is approved and an account number has been assigned by the UFF, the SHARE Fiscal Section of the Office of the Vice President for Agriculture and Natural Resources will notify the appropriate Fund Administrator.
A designated Fund Administrator of a specific SHARE account may be appointed by the Vice President for Agriculture and Natural Resources.
NOTE: The Fund Administrator of a UFF SHARE Eminent Scholar account may be the appointed Eminent Scholar. All paperwork submitted by these Fund Administrators will be processed through the appropriate Dean and the SHARE Fiscal Section.

NOTE: The SHARE Fiscal Section will provide monthly a print out of the Statement of Activities and Balance Sheet to each fund administrator or unit administrator for all UFF SHARE accounts designated for his/her unit if the units are not able to access their accounts on the University of Florida online system (Foundation Accounting System FAS).
Receiving, Depositing and Processing Gifts
1. All gifts donated to IFAS through SHARE must be deposited and/or recorded with the UFF as soon as possible. The unit receiving the fit, whether it be cash, stocks, bonds or other similar assets, will submit it to the SHARE Fiscal Office (PO Box 110170). The gift must be accompanied by a completed typed or printed Asset Transmittal Form, UFF-B (see A Guide to Operations, University of Florida Foundation, Inc. for copy of Form UFF-B and instructions on completing the Form) including supporting documents and the name of the submitting unit administrator typed or printed and signed on "Prepared by" line and signed on "Fund Administrator" line and dated.
  It is essential that the unit administrator forward all correspondence and other documentation that indicates the donor's terms--special requirements or restrictions--regarding use of a gift. This supporting information is the basis for the acceptance, deposit, accounting and disbursement of funds associated with the gift. Send as indicated to the Office of Development-SHARE the orioginal UFF-B Form and the original and 2 copies of all supporting documents.
  Also, the unit should check the quid pro quo line either yes or no when the deposit is a gift. Please do not check either yes or no if the Asset Transmittal (UFF-B) is for a Repayment of Loan, Expense Refund or Other since these are not gifts.
  The UFF must approve its acceptance in advance in the case of a non-cash gift or gift-in-kind (equipment, vehicles, livestock and other animals or other similar types of property). Expendable supplies such as feed, seed, fertilizer, etc., are exempted from this requirement. For each gift-in-kind of equipment or vehicles, a completed Equipment Acquisition Control Form, UFF-M, must be submitted with the Asset Transmittal Form, UFF-B and all supporting documents pertaining to the gift. (See a Guide to Operations, University of Florida Foundation, Inc., for a copy of Form UFF-M and instructions on completing the form.)
2. The Office of Development-SHARE will review for each gift for accuracy and consistency with UFF guidelines the Form UFF-B and applicable forms and supporting documents, record accounting and other information in the IFAS Central SHARE Accounting and Records System.
  
  NOTE: Incorrect or incomplete Forms UFF-B and applicable forms will be returned to the preparing unit for correction and/or completion and resubmission to the Office of Development-SHARE.
3. The receiving Dean or his/her designee will review the terms of the gift as specified by the donor and, if the terms are acceptable, the Dean or his/her designee will initial in the lower left hand corner margin of the Asset Transmittal Form, UFF-B and submit the gift and/or form(s) to the IFAS Office of Development--SHARE.
  The receipt of each gift (cash, check or other assets) donated to IFAS through SHARE shall be acknowledged to the donor by the IFAS Office of Development--SHARE. Also, this office will maintain appropriate donor and prospect records and coordinate IFAS fund raising efforts with the University's Office of Development and Alumni Affairs. Questions about the solicitation of private support or receipt and acknowledgment of gifts should be directed to the Office of Development--SHARE.
4. The IFAS Office of Development-SHARE will obtain the signature of the Vice President for Agriculture and Natural Resources or his/her designee as. The gift and the completed Form UFF-B will be forwarded to the UFF-B will be forwarded to the UFF for depositing and crediting to the designated UFF SHARE account.
5. After processing copies of the UFF-B Forms, they will be forwaded to the SHARE Fiscal office for record keeping purposes.
6. When cash or a check is received from a source which is intended to be a donation but is not accompanied by correspondence clearly explaining that it is a gift and the donor has not indicated that "no preferential consideration or benefit will be received", the cash or check will be deposited in the appropriate UFF SHARE account and allowed to remain in the account for 30 days. If correspondence is not received within the 30 day period clarifying the gift status, the cash or check will be accepted by the University as a grant and transferred to the designated unit's combined grants account as outlined in Internal Management Memorandum 6C1-6.60-3.
  NOTE: Form UFF-B states:
  "For Audit Purposes:
  1. .........
  2. All deposits from corporations or individuals that may be questionable as to their classification regarding unrelated business income will require a written statement from the donor clarifying their gift status."
NOTE: Each deposit, other than a gift, such as receipts from sale of livestock (attach UFF numbered Receipt Form), refunds or repayment of advancements (attach Form UFF-J), should be submitted by the Fund Administrator with a completed and signed Asset Transmittal Form, UFF-B, to the SHARE Firscal Section (PO Box 110284) for depositing and crediting to the designated UFF SHARE account. Provide a copy of the original UFF-D form as backup for Expense Refunds and Repayment of Loans.

NOTE: Questions concerning the transmitting and depositing or recording of gifts and non-gifts to designated UFF SHARE accounts should be directed to the Office of Development--SHARE or the SHARE Fiscal Section as appropriate.

Fee Assessment Policy (see A Guide to Operations, University of Florida Foundation, Inc.).

Disbursements

Policies

(see A Guide to Operations, University of Florida Foundation, Inc.).
Disbursement Request--General
1. A Disbursement Request Form, UFF-D is required for each check issued by the UFF.
2. Designated funds may be used by a unit to pay for goods, services and other specified uses or be transferred to a combined grants account as outlined in Internal Management Memorandum 6C1-6.60-3. The latter is required for state and federally regulated payroll processing and per diem travel cost.
3. When funds held in a UFF SHARE designated account are needed to cover the purchase of goods and services, travel and entertainment, payments to individuals including income, scholarships or salary advances, or other specified uses, the unit administrator:
  1. Must first determine whether or not the proposed expenditure meets use or purpose restrictions specified by the donor(s).
  2. Has prepared a Disbursement Request Form, UFF-D with all supporting documents, such as original invoices or receipts attached, as specified in the A Guide to Operations, University of Florida Foundation, Inc. The unit administrator signs on the "Other (specify):" line of the Form UFF-D and dates. The original of the executed Form UFF-D and the original and two copies of all supporting documents are submitted to the appropriate Dean's office. Type or print the name of the unit administrator in "Requested By" line located below Reason and Purpose line of UFF-D form.
4. The Dean and his/her designee will review the Form UFF-D for approval. If the disbursement is not approved, it will be returned to the requesting unit for further disposition. When approved, the Dean or his/her designee shall sign on the "Other" line of the Form UFF-D and date and forward the approved form and attachments to the SHARE Fiscal Section of the Vice President's Office.
5. The SHARE Fiscal Section will review for accuracy and consistency with UFF guidelines, record the disbursement in the IFAS Central SHARE Accounting and Records System, obtain the signature of the Vice President or his/her designee^** on the "Dean, Director or Vice President" line of the Form UFF-D and date and forward to the UFF for further processing and payment from the designated account.
  
  NOTE: Incorrect or incomplete Form UFF-D and other attached or required UFF forms will be returned to the preparing unit for correction and/or completion and resubmission to the IFAS Office of Development-SHARE.
6. If funds are to be transferred from a UFF SHARE account to a unit's combined grants account (MG&G), a completed Budget for Commercial Grant (revised 11/24/92) shall be attached to the Form UFF-D. The policies and procedures for requesting transfer of UFF SHARE funds to a combined grants are outlined in IFAS Internal Management Memorandum 6C1-6.50-3.
7. Direct disbursement to or for the benefit of non-resident aliens cannot be made by the Foundation if they are no on the UF payroll. A disbursement request can be submitted to the Foundation that is payable to an appropriate MG&G account of the unit in an amount equal to the payment to or for the benefit of the non-resident alien plus any applicable taxes. Please refer to guidelines in University Controller's Memorandum 96-08 dated September 29, 1995.
Disbursement Request--Purchase of Goods and Services

(See A Guide to Operations, University of Florida Foundation, Inc. on the use of the Cash Advance Acknowledgment Form, UFF-I and the Equipment Acquisition Control Form, UFF-M).
NOTE: Titles for all equipment purchased will be transferred to the UF for inventory purposes.
Disbursement Request--Travel and Travel Advances and Entertainment

(See A Guide to Operations, University of Florida Foundation, Inc. on the use of the Expense Sheet (for Travel and Entertainment), UFF-E, the Cash Advance Acknowledgment Form, UFF-I and the Accounting for Cash Advance Form, UFF-J.)
Disbursement Request--Payments to Individuals--Including Income or Scholarships

(See A Guide to Operations, University of Florida Foundation, Inc. on the use of the Acknowledgment of Receipt Form, UFF-H.)
Disbursement Request--Payments to Individuals--Salary Advances

(See A Guide to Operations, University of Florida Foundation, Inc. on the use of the Promise to Repay Form, UFF-G.)
Disbursement Request--Stop Payment/Void Check Request

(See A Guide to Operations, University of Florida Foundation, Inc. on the use of the Stop Payment/Void Check Request Form, UFF-N.)

Requesting Use of SHARE General (Unrestricted) Funds

Since SHARE general funds are very limited in amount, it is the responsibility of both the Fund Administrator and the faculty to explore all other funding sources before a request is initiated for the use of SHARE general funds.
A faculty member requesting the use of SHARE general funds should forward his/her request with appropriate justification to his/her unit administrator for concurrence. The request, with the unit administrator's recommendation, is forwarded to the appropriate Dean.
The Dean will assess the merits of the request in regard to its meeting priority needs. If the Dean concurs with the request and has determined that either partial, or no funding is available from resources at his/her level, the Dean will submit his/her recommendation to the Vice President and indicate the amount of funding to be provided by the Dean's office.
Based on the recommendations and other information provided, a final determination in level of funding to be provided from SHARE general funds will be made by the Vice President for Agriculture and Natural Resources.

This information is managed by the
Office of the Vice President for Agriculture and Natural Resources.
Send any corrections, additions or deletions to
apc@ifas.ufl.edu.