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Statement of Policy
Before entering a major fund-raising campaign, the school,
department, or unit should consider the options for budgeting
development expenses. Several options are available, depending
on the source of funds. Departments that choose to use campaign
proceeds to fund direct campaign expenses should work closely
with the University Development Office when preparing solicitation
materials.
Reason for Policy
To clarify options for budgeting expenses associated with
major fund-raising campaigns. The policy also defines what
types of expenses may be charged against campaign proceeds.
Who Should Know This Policy
- President
- Provost
- Chancellors
- Vice Chancellors
- Vice Presidents
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- Deans
- Directors/Department Heads
- University Development Staff
- Business Office Staff
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Related Documents
Contacts
Associate Vice President for Development
(765) 494-6902
Definitions
| Campaign |
An approved, established
goal to raise capital or programmatic funds within a specified
time frame. |
| PRF funds |
PRF funds are typically
unrestricted school, department, or unit SDIP funds
that are held by the Purdue Research Foundation. |
Procedures
Option #1: Funds are available within
the unit
This option offers the most flexibility
for a unit that has funds available to support a variety of
expenses. Due to the nature of development expenses, the budget
should contain an allocation on discretionary PRF funds to
allow for such items as meals with donors. It may be necessary
to reallocate funds within the school in order to establish
departmental budgets.
Option #2: Campaign funds are available
for specific campaign expenses
In the case of specific fund-raising campaigns,
allowable direct costs of the campaign may be charged against
the resulting gift receipts. To assist in managing the campaign
account, an itemized budget must be submitted with the recommendation
of the appropriate dean or vice president. Final approval
will be made by the senior vice president for advancement.
| Allowable on campaign
funds |
Unallowable on campaign
funds** |
Travel
Postage
Printing
Phone tolls
Fees for feasibility study
Groundbreaking expenses
Building dedication expenses
Pre-design renderings of building |
Salary
Office supplies
Telephone rental
Computer equipment
Meals, banquets, or receptions
**may be allowable on other funding sources |
Option #3: Funds are not available within
the unit
In the case of building and capital campaigns,
some units may not have the flexibility to fund direct campaign
expenses prior to the receipt of lead gifts. In these cases,
the campaign account may be allowed to operate at a deficit,
with interest being charged on a monthly basis. Requests for
this option must be submitted to the executive vice president
and treasurer as part of the financial plan for the campaign
and should include an itemized expense budget approved by
the senior vice president for advancement. Once approved,
specific accounting procedures will be distributed to the
unit’s business manager.
History
This policy is the first to formalize campaign
budgeting guidelines.
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