Documenting Expenditures of Unrestricted Gift UPPS No. 03.01.02

Funds Issue No. 4

Effective Date: 10/21/2009

Review: November 1 E10Y

01. POLICY STATEMENT

01.01 This UPPS details the necessary documentation for the expenditure of unrestricted funds. Unrestricted funds, as used in this UPPS, describe those funds designated for use by a particular unit of the university to be used by the account manager of that unit for the furtherance of the mission of that unit.

02. PROCEDURES FOR MANAGEMENT OF GIFT FUNDS

02.01 On occasion a unit in the university will receive gift funds designated for use in that particular unit in fulfilling the mission and strategic objectives of the university. UPPS No. 03.05.01, "Soliciting, Accepting and Processing Gifts and Grants from Private Sources," will be followed when the funds are solicited.

02.02 The account manager may spend these funds for purposes consistent with the unit’s mission and which further the educational or business purpose of the unit.

02.03 Documentation of actual or proposed expenditures is required to manage unrestricted gift funds and substantiate the university’s fiduciary responsibility. Requests for payment for consulting services or travel must follow current Texas State policies and procedures. Requests for other payments will be submitted to the Director of Accounting on the Texas State University Payment Request, Form #AP-1. Such documentation will include:

a. The name of the person or organization to whom the money is (was) paid.

b. The educational or business purpose of the expenditure.

c. A description of how the expenditure furthers the mission of the unit to which the discretionary funds were originally given.

d. Supporting receipts or an invoice whenever possible.

02.04 Persons with questions concerning legality of expenditures should contact the Associate Vice President for Financial Services or the University Attorney. Any questions concerning appropriateness of expenditures of gift funds should be referred to the unit’s divisional vice president or Cabinet officer.

03. REVIEWERS OF THIS UPPS

03.01 Reviewers of this UPPS include the following:

Position Date

Associate Vice President for Nov. 1 E10Y

Financial Services

Director, Accounting Nov. 1 E10Y

04. CERTIFICATION STATEMENT

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

Associate Vice President for Financial Services; senior reviewer of this UPPS

Vice President for Finance and Support Services

President