Policy Author:
Office of Business Affairs
Responsible Office – Department:
Office of Business Affairs
Effective Date of Policy:
Approved by Cabinet and Board of Trustees February 23, 2015
Policy Narrative
Daemen University has a rich history of contributing to the Buffalo-Niagara Region through a robust program of volunteerism, community service, collaboration with other non-profit organizations and entities, and individual citizens with special needs.
Given that Daemen University is itself a 501(c)3 non-profit organization, the university firmly believes that operating funds of the university should rarely be used for donations to charitable organizations, other non-profit entities, or individual citizens with special needs. It is acknowledged, however, that there may be certain circumstances where such donations from Daemen operating funds may contribute to the benefit of its students, existing Daemen partnerships, or other arrangements between the university and non-profit entities that are consistent with the mission, strategic plan, programs, and goals of the university. Stewardship of Daemen funds requires guidelines and an approval process with respect to the use of such funds.
Purpose of Policy
The purpose of this Policy is to provide clear guidelines by which donations from the operating funds or from other assets of Daemen University may be made to other registered non-profit organizations, other non-profit causes, or individual citizens with special needs, and to ensure that any approved donations are in accordance with the mission of the university.
Scope and Applicability of Policy
Limitations on Daemen University Donations to Charitable Organizations
Daemen University donations to charitable organizations, other non-profit entities, other non-profit causes, or citizens with special needs may be made only under the following circumstances:
- Donations recommended by faculty, staff, students, department chair, dean or other official of the university, followed by written approval by the appropriate vice president; the vice president for business affairs and treasurer; and the president of Daemen University
- Donations recommended by the President on behalf of the university, following consultation with and approval by the cabinet, including the vice president for business affairs and treasurer
- Donations proposed by faculty, staff, a department chair, dean, vice president, or other member of the cabinet, and approved by the president and vice president for business affairs and treasurer, to cover the cost of attending an event where a student, faculty member, staff member or official of the university is being recognized by an organization. This donation may be used to cover the cost of tickets and/or tables for such events where officials or students of the university are the direct beneficiary of such tickets or tables.
- Donations that would allow for students, faculty, staff, Trustees, alumni or other officials of the university, to attend or gain recognition at fundraising events where institutional representation is necessary.
Donation of tangible, movable surplus physical assets of the university to another charitable organization, other non-profit organization, other non-profit causes or individual citizens with special needs is permissible but only after obtaining the prior approval of the vice president for business affairs and treasurer and the president of the university. The vice president for business affairs and treasurer may waive the requirements for filling out the appropriate forms and requisitions if the proposed tangible surplus asset is beyond productive operating life, and it is no longer cost effective to repair such assets, or efficient to continue to use them.
Definitions
For the purposes of the policy, a charitable organization shall include an entity recognized as exempt from taxation under section 115 (includes governmental entities) or 501(c)3 of the Internal Revenue Code, amended.
For the purposes of the policy, a donation is a gift, grant, contribution of Daemen University operating funds or property given to a charitable organization, other non-profit cause or citizens with special needs, without any expectation or or receipt of direct economic benefit or any other tangible compensation.
Exception to Policy
Nothing in this policy is intended to limit the ability of any student or faculty/staff member to contribute personally to any charitable organization, nor the ability of officials, faculty, staff or students to formally organize a campus-wide effort to solicit personal financial or property contributions to a specific charitable organization.
Daemen University is a not-for-profit institution organized under Section 501(c)3 of the Internal Revenue Code, as amended. Such not-for-profit institutions are prohibited from making political donations.
Process for Approval of Donations
Unless otherwise delineated above, all recommended donations to be made to a charitable organization or other non-profit entity, other non-profit cause or citizen with special needs, shall receive prior approval from the vice president for business affairs and treasurer and the president of the university.
A recommendation for a donation to be made from Daemen University operating funds or tangible surplus assets shall be submitted in writing for final approval by the vice president for business affairs and the president. The written donation request shall include the purpose of the donation with appropriate supporting documentation identifying the charitable organization, other non-profit cause or citizen with special needs, that will benefit from the donation and in the case of a 501(c)3 or other non-profit cause, proof of the charitable organization’s or cause’s federal tax exempt status (See Attachment A: Request for Charitable Donation Form).
Such submission shall also include an Office of Business Affairs Purchase Requisition Form requesting that a check be prepared and made payable to the proposed charitable organization, other non-profit cause, or individual with special needs, and shall identify where specific budget account from which such operating funds shall be drawn or from where specific tangible assets are proposed to be made available.