Policy Regarding Sponsorship of External Non-Profit Organizations
EFFECTIVE DATE: January 1, 2014
RESPONSIBLE ADMINISTRATIVE UNIT: President’s Office
APPLICABILITY: Drexel University and its subsidiaries and affiliates
I. POLICY STATEMENT
Drexel University the “University” and its individual administrative units and colleges may wish to sponsor or donate funds to external community-oriented, charitable, or business-related non-profit organizations. As a not for profit, the University must ensure that such expenditures are consistent with budgetary constraints as well as all prevailing laws, regulations, and university policies.
Further, they should:
- enhance the University’s overall mission, reputation and image, consistent with the University’s strategic goals;
- build strategic relationships and partnerships; and/or;
- provide support to local organizations to foster civic engagement, consistent with the University’s strategic goals.
II. POLICY IMPLEMENTATION
A. Review of Proposed Sponsorships or Donations
Administrative units and colleges that wish to sponsor or donate funds to external non-profit organizations must submit a “Sponsorship/Donation of Funds to External Non-Profits” form available here: (https://moss.drexel.edu/sites/approvals/sponsorships. It must be clearly articulated in the submission how the proposed sponsorship or donation satisfies one or more of the factors outlined in the Policy Statement outlined above as well as the anticipated return on investment.
When the sponsorship or donation involves elected officials, or in any way can be construed as a political (non-campaign) or community event, the form must be submitted to the Office of Government and Community Relations (OGCR), Attention: Brian Keech, Senior Vice President, no later than sixty days before any proposed event or expenditure that is related to government entities or government officials. Political campaign events are prohibited. Refer to the University’s Code of Conduct athttp://www.drexel.edu/generalcounsel/drexelpolicies/OGC-5/.
When the sponsorship or donation is one that is being suggested or recommended by University trustees and/or donors, the form must be submitted to the Office of Institutional Advancement “IA,” attention Peter Frisko, no later than sixty days before the proposed event or expenditure for all other proposed sponsorship or donation expenditures.
When the sponsorship or donation involves academic affairs or endeavors, the form must be submitted to the Office of the Provost, Attention: Janice Biros, no later than sixty days before any proposed event or expenditure that is related to government entities or government officials.
IA, OGCR, or the Provost Office, as appropriate, will serve as a central point of review of all proposed sponsorships and donations. The form must be completed and submitted for review irrespective of whether the submitting college or administrative unit already has funds budgeted to pay for the proposed sponsorship or donation, or, if unbudgeted funds are being requested of the University.
B. Determination as to Allowability
a. Budgeted Funds.
In circumstances where the submitting college or administrative unit already has the necessary funds or has budgeted for the proposed expenditure, IA, OGCR, or the Provost Office will generally approve the expenditure within seven business days of having received a completed Sponsorship/Donation of Funds to External Non-Profits form unless there are concerns that it may be inconsistent with the mission, reputation and image of University or may violate applicable prevailing laws, regulations, or university policies. In such cases, the opportunity will be referred to the President’s Office for further review and consideration, in consultation with the submitting college or departmental unit and the Office of the General Counsel (“OGC”), as appropriate.
As part of the review, IA, OGCR or the Provost Office may also suggest other constituencies at the University that may have similar interests or where cost-sharing may be realized. For example, a sponsorship dinner to benefit an external non-profit where it appears the University may have multiple tables from different colleges and departments at the event. By pooling resources, expenses may be reduced across the university while still achieving the desired benefits from the proposed sponsorship or donation.
The submitting college or departmental unit will be notified in writing as to the allowability of the proposed expenditure and any suggestions for collaboration across university units in the stated time frame, as described above.
b. Unbudgeted Funds/Requests for University Funding.
In circumstances where the submitting college or administrative unit does not have the necessary funds or has not budgeted for the proposed sponsorship or donation expenditure, but seeks University funding, IA, OGCR or the Provost Office will carefully review the proposed opportunity in light of the three factors outlined in the “Policy Statement” described above, in consultation with the President’s Office, and OGC, as appropriate. The submitting college or departmental unit will then be notified if funding will be made available.
C. Approved Methods of Payment
All sponsorship and donations expenditures must be paid by check. Purchasing cards “P-Cards” may not be used for such expenditures.
D. Record Keeping
A copy of all relevant documentation related to sponsorship and donation expenditures must be sent to the University Tax Office, Attention: Tax Director, to allow for proper accounting and preparation of University tax returns.
III. VIOLATIONS OF THIS POLICY
This Policy is subject to other related University policies, including, but not limited to the University Policy on Conflict of Interest and Commitment, Code of Conduct, Signatory Authority, and Contract Protocol. Any violation of this Policy or failure to comply with its provisions may result in disciplinary action up to and including termination.
Inquiries regarding this Policy can be directed to Greg Montanaro, Office of the President: x0541; firstname.lastname@example.org.