Internal Business Forms                                                                                                     View complete list of forms    

Important Year-end Dates for Processing Charitable Gifts to FSU
If you are responsible for processing or receiving gifts for your college or department, please note that the FSU Foundation will have abbreviated business hours during the winter break. To ensure your donors’ year-end gifts reach the Foundation in a timely manner and are processed according to their wishes, we ask that you adhere to the revised schedule, as outlined here.

Disbursements   
Faculty and staff wishing to use funds from their  Foundation accounts must submit an authorized disbursement request with appropriate documentation attached. Refer to the Foundation's disbursement policy regarding restrictions. 

Gifts and Other Deposits
Monies received by the University for deposit into a Foundation fund are either gift or non-gift related. Supporting documentation must accompany all deposits.

A gift transmittal form (gift transmittal for cash and checks or gift transmittal for credit cards) must accompany gift deposits made by cash, check, or credit card. All non-cash/check and non-credit card gifts must be submitted on a separate gift transmittal form (gift transmittal for non-cash/checks and non-credit cards).

Non-gift deposits include, but are not limited to, repayment of loans and advances, refunds and other reimbursements. These deposits—made by cash, check, or credit card—are submitted on a non-gift transmittal form (non-gift transmittal for cash and checks or non-gift transmittal for credit cards).

The definition of a quasi-endowment (also known as funds functioning as an endowment) is, "Funds which the governing board of an institution, rather than the donor, has determined are to be retained and invested." The Foundation Board of Trustees has delegated authority for approving new quasi-endowments jointly to the Provost, or his/her designee, and the Chief Financial Officer of the Foundation or his/her designee.

Advances and Student Loans  
The Foundation provides salary, travel and other monetary advances. Salary advances are provided to employees who are not paid through Omni. To receive a salary advance, the department must submit a disbursement request, and salary advance promissory note, along with the employee’s appointment papers and an FSU Foundation payroll deduction authorization form. Travel and other advances are permitted for business purposes for which payment is required prior to incurring an expense (i.e., airline tickets and caterer deposits).   

At the discretion of each department, FSU students are eligible for student loans using Foundation funds. To receive a student loan, the department must submit a disbursement request, along with an FSU Foundation student loan promissory note signed by the student and the fund administrator. After the funds have been disbursed to the student, he/she has a maximum of six months to repay the student loan.     

Fund Management  
To change the signature authority on one or more funds, complete an update to authorized signature list form. Approval by the responsible party is required and any changes to the designated fund administrator should be noted. If multiple funds will be updated with the same authorized signers, one form may be used with the various fund numbers listed at the top of the form or on an attached list. Completed forms should be sent to Foundation accounting at mail code 2739.  

Online reports detailing fund transactions and cash balances are updated nightly and are available at https://reports.foundation.fsu.edu. To authorize access to view these reports, complete a request for web access to Foundation reports form and submit it to the Foundation. All requests for access must be approved by the responsible party for the fund and completed forms should be forwarded to Foundation accounting at mail code 2739. An e-mail with instructions for web access will be sent after the request for access has been received.

Special Events Policy
Faculty and staff wishing to request special event assistance from the Foundation’s event staff must review the special events policy and submit the special events request form. Before submitting a request, please be sure the event is in line with the mission of the Foundation to cultivate, steward and/or recognize donors and/or prospects who support or are interested in supporting the university’s academic vision and priorities.

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