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Definition

The Discretionary Gift Accounts are funded with private donations awarded to benefit the mission of Texas Woman’s University, specifically the departments identified. These accounts are structured as follows: 19.350.xx.xxxx.xxxx.000xxxxx.

Application Process to Establish a Discretionary Gift Account

To request a new Discretionary Gift Account, complete the New Discretionary Gift Account Request form available at the TWU Pioneer Portal, under My Tools, Faculty/Staff Tools. The form should be submitted to the Office of University Advancement who will determine the appropriateness of a new account.

Receipt of Discretionary Gift Funds

Discretionary Gift funds received must be sent to the Office of University Advancement for accounting and stewardship purposes using the Discretionary Gift account transmittal form.

Responsibility

The account managers are responsible for prudent use of these funds. Account managers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the benefits received.

Funding

The funding of these accounts relies solely on donations from private sources. No Interdepartmental Transfers (IDT) will be made to transfer funds into Discretionary Gift accounts. Balances are carried forward from year to year. When making solicitations for Discretionary Gift Accounts, the Office of University Advancement should be notified to insure appropriate guidelines are being followed.

Expenditures

Expenditures from Discretionary Gift Accounts must be documented and processed in accordance with TWU’s Payment and Procurement policies. All pertinent records related to the receipt and disbursement of these funds shall be maintained in accordance with University regulations.

The guidelines for spending authority are contained in the table below. For items not specifically listed, contact Vanna Parr in the Procurement Services Office.

Category

Transaction Type

Guidelines

Alcohol

Alcoholic Beverages for Guests

Not Permitted

Advertising

Media, periodicals

Permitted

Awards

Employee/Student Awards

Permitted

Building

Maintenance, repairs

Permitted

Cards

Holiday/Greeting Cards

Permitted

Computer Equipment

Hardware, supplies, software, maintenance

Permitted

Contracted Services

Guest Lecturers, Speakers, Temporary Agencies

Permitted

Contributions

Donations, Purchase of tables, sponsorships

Permitted

Copiers

Rentals, purchases, maintenance

Permitted

Memberships & Dues

Institutional/Individual

Permitted (See TWU Policy 2.20)

Equipment

Expensed & Capitalized

Permitted

Fees

Registration, Inspection, Usage, Conferences

Permitted

Food & Refreshments

Meals, snacks, receptions

Permitted (See Food Purchase Justification Form)

Flowers

Congratulatory or Condolences or Illness

Permitted

Furniture

Desks, Chairs, Lab, Shelves

Permitted

Gifts

Employees, donors, students, guests

Permitted

Gift Cards

Any type - Visa, Starbucks, Walmart, etc.

Not Permitted

Gratuities

Tips or Gratuities

Permitted

Printing

Services

Permitted (See TWU Policy 2.32)

Professional Services

Non-employee

Permitted (See TWU Policy 2.26)

Promotional Items

t-shirts, cups, flash drives

Permitted

Supplies

Office, Janitorial

Permitted

Telecommunications

Services, equipment, supplies

Permitted

Registration Fees

Employees/Students

Permitted

Travel

Employee, Prospective Employee, Students

Permitted (See Travel policies)

Uniforms

TWU Staff

Permitted

Scholarships

 

Not Permitted

 

page last updated 4/2/2014 3:39 PM