Transcript Document
University of California Support Group Services Welcome Aboard!! HOW TO GAIN UCLA RECOGNITION & STAY IN COMPLIANCE WITH GUIDELINES & POLICIES October 22, 2011 Presenters for this Session Stephanie Bradford Director, Fund Management & Support Group Services Minolie Jayamaha Compliance & Support Group Administrator Agenda Introductions/Overview of Presentation Stephanie Support Group Manual & Guidelines Minolie Support Group Financial Activities Stephanie Gaining UCLA Support Group Recognition Minolie NEW Support Group Renewal Portal SGS-What is our Role? Primary contact office for prospective support groups. Oversee the support group applications; work with the liaisons Approve all solicitations, recognition renewals, and special events Offers training presentations and helps support groups understand and comply with University guidelines. Maintains records of all support group accounts and funds. Support Group Manual & Guidelines Why Do We Have This Policy As a public trust and as the beneficiary of these fundraising and outreach activities, the University is obligated to assure that the funds raised and the activities conducted on its behalf meet the required legal and fiduciary standards, and exemplify prudent business practices. Definition of Support Group A support group is an organization, foundation, or association that operates in affiliation and collaboration with UCLA to raise gift funds or otherwise provide public support for the teaching, research, patient care, and public service programs of the University. A support group also offers important social and professional networks for alumni and students, and may serve as an intermediary to other friends of the University and its mission. Benefits of Being a Support Group An organization must have official recognition for the following: To represent itself as raising funds or otherwise providing support on behalf of, or for the benefit of, the University, a campus or an institutional unit thereof; To use the name of the University, a campus or an institutional unit either expressly or by implication in connection with its activities; or To use University facilities, equipment, or personnel in connection with its activities. Support Group Financial Activities Financial Activities for Support Groups Gifts Tax deductible donations to support UCLA Types Current Expenditure Fund Endowment Fund Quasi Endowment Fund Non-Gifts Non-Tax deductible Types Membership Dues Sale of Items Financial Activities for Support Groups Outside Bank Accounts Reimbursements Must have prior approval and an assigned Tax Identification number Accounts can only contain non-gift money Get prior approval for outof pocket expenditures (postage, invitations, etc.) that are connected to an event Online Payment Sites Services rendered (catering, use of facilities, DJ, etc.) must be paid through the university. Used to collect membership dues or sales that have no gift component (Pay Pal) Support Group Event Insurance-Why Risk it? Liability Coverage Special Events Your event MUST be registered prior to it’s occurrence Special Events are events/activities for members or member committee meetings held at Faculty, Alumni, Support Group offices, or chapter members homes or businesses This coverage protects the FAS entities from claims/suits brought by “third parties” Register your event in 6 steps: Step 1-3 Submit Event Registration Information Step 4- Verify & Confirm Information Step 5- Submit E Signature Step 6- Email Notification Confirming Event Registration is Complete Web Link and contact info: Marshcampusconnexions.com Lorver Lentejas- 310.794.3449 Gaining UCLA Support Group Recognition Gaining Support Group Recognition Signed Recognition Agreement Current List of Officers Bylaw Statements Dated Ex-officio Dissolution Audit Current Roster of Members and Donors 2010-2011 Bank Account Statements, if applicable Sample of Membership Solicitation, if applicable Sample of Gift Solicitation, if applicable All Questions Answered? New Online Support Group Renewal Portal