A direct report to the President who is designated in writing by the President to sign deposits.
The only office automatically authorized to make deposits at the Foundation is the Office of Institutional Advancement. However, the President may authorize other employees to initiate deposits to the Foundation. Authorization shall be granted by the President in writing.
The President may also delegate authorization authority to a Vice President. Such delegation shall be in writing. Any authorization granted by a Vice President must also be in writing.
Before a deposit can be made, the deposit must be recorded in the University's donor database (currently Kaiser's Edge by Blackbaud). No deposit shall be delivered to the Foundation by any University employee or agent prior to it being recorded in the donor database. Because the Office of Institutional Advancement maintains the donor database, the Office must be notified of all deposits made by any individual. All deposited funds shall be considered University funds, and the University will maintain continuous operational control of the funds.
Prior to making any deposit, the Office of Institutional Advancement must enter all applicable information into the donor database, providing accurate and detailed information regarding the source, amount, and any supporting documentation, as applicable.
The deposit must be verified and signed by the authorized personnel delegated by the University President, or their designee.
The Office of Institutional Advancement must retain copies of the deposit, supporting documentation, and any other related records for future reference and audit purposes, per state retention guidelines and regulations.
Cash: All cash deposits shall be securely packaged, counted, and reconciled in accordance with the University's cash handling policies and procedures. Cash must be in a sealed envelope. Prior to sealing, the person making the deposit must have a second person confirm the amount, and the confirming person must seal the envelope. Both persons must sign and date the envelope. If the second person is not a University employee, they must record their phone number and email on the envelope when signed.
Checks: All checks received as part of a deposit made payable to the Foundation shall be endorsed with the official Foundation endorsement stamp (completed by the Foundation and not the University). Checks should be restricted for deposit only to the Foundation's designated bank account.
Electronic Transfers: For electronic transfers or other non-cash deposits, the authorized personnel shall ensure proper documentation and reconciliation of the deposited funds.