The Portland State University Foundation provides a number of services to the University community. This document provides a list of those services, and the quality expectations and time commitments for which we strive. If you have questions regarding these guidelines, please feel free to call one of the managers listed below:
Becky Hein , x-5-5881, heinbe@pdx.edu
Phuong Lam, x5-4473, lamp@pdx.edu
Teri Dukes Wingard, x5-4917, wingardt@pdx.edu
ACCOUNTING AND INVESTMENT SERVICES
1. Producing detailed financial statements for temporarily restricted and endowed account
Delivery commitment: Financial statements with both detailed expense and donation information can be printed by an authorized staff member at his/her own site. The Foundation will close its books on the 14th business day after month end. Training will be provided for new users.
2. Processing accounts payable for Foundation account holders
Delivery Commitment: For completed check request forms received by Tuesday checks will be available on Friday afternoon.
Requirements of Users: Accurate account name, number, contact and back-up documentation must be included. Contact names for all corporate gifts must be included.
3. Processing non-gift receivables to Foundation accounts
Service commitment: 2-3 days
4. Review of investment payout policies and endowment accounting procedures
Service commitment: Completed annually by the Investment Committee of the Foundation Board.
5. Measuring investment performance
Service commitment: Completed quarterly by the Investment Committee of the Foundation Board.
6. Gift acceptance review for conditional, deferred and unusual gifts (see Appendix for Gift Acceptance Policy).
Service Commitment: Conducted on an as-needed basis by the Gift Acceptance Committee of the Foundation Board.
7. Conducting an independent audit and producing an annual report of results and Foundation donors.
Service Commitment: Annual
GIFT PROCESSING AND ACKNOWLEDGMENT SERVICES
1. Pre-processing gifts to the Foundation, including tracking campaign codes, soft, hard and spousal credit, and account designations.
Service Commitments: Same day when complete and accurate deposit forms are received except during peak periods at both fiscal and calendar year end.
Requirements of users: Submit complete and accurate deposit form to accompany all gifts.
Note:
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Account paperwork should be completed prior to the solicitation of gifts for new accounts.
- Campaign Codes should be established prior to solicitation to ensure accurate tracking.
2. Entry of gift transactions into One database.
Service commitments:
A maximum of 3 days except during peak periods at both fiscal and calendar year end.
Requirements of users: Submit complete and accurate deposit form to accompany all gifts.
Note:
3. Foundation responsibility for soft credit application. Soft credit is providing credit to an individual whose personal money is coming into the Foundation through another entity (i.e. Fidelity accounts, family foundations, community foundations). The Foundation gift processing staff will be responsible for maintaining a consistent pattern of soft crediting. When soft crediting is provided to acknowledge a single individual who has the authority for gift decisions on behalf of a closely-held corporation or private foundation and whose personal advocacy of the cause has resulted in that particular gift, the Foundation will give soft credit only when directed to do so by the appropriate development director or fundraising administrator.
4. Pledge notices and reminders. Sending out due notices and reminders for pledges $1-$999
Service commitment: Monthly
Requirement of users: The Foundation must have completed and signed pledge forms on file or other acceptable documentation.
5. Sending out due notices and reminders for pledges $1,000+
Service commitment: Monthly, the Foundation will coordinate with all development officers before sending out reminders for pledges over $1,000.
Requirement of users: The Foundation must have completed and signed pledge forms on file or other acceptable documentation.
6. Producing receipts for all gifts.
Service commitment: A maximum of 4 days except during peak periods at both calendar and fiscal year end.
7. Notifying Campus Development Team via email of gifts over $999 for personalized letters from Deans and the President.
Service Commitment: Once weekly (Major Gifts Report).
8. Coordinating with the Director of Stewardship and Recognition and Campus Development Team on donor reports for endowments.
Service Commitment: Annually, or more frequent per donor request.
OTHER DATA MANAGEMENT AND REPORTING SERVICES
The Foundation agrees to provide the following Database services to the University.
1. Facilitate appropriate access to the One software by approved University users for the purpose of carrying out University-related business practices. Approval of users will follow any guidelines established by the Database Policy Committee regarding user access to the One system. User access facilitation will include the following:
- Provide logins
- Provide training for new users and on any new software features
- Provide access to standard reports and training on report access for new users.
Requirements of users: Obtaining basic navigation training from Foundation personnel.
2. Provide reporting services to University users approved by the Vice President of University Relations or his/her designee for the purpose of carrying out University-related business practices. The approval of reports from the One software shall follow any guidelines established by the Database Policy Committee regarding data dissemination from the One software system. Reporting services shall include the following:
- Standard Reports – The Foundation will maintain quality of standard reports.
Service commitment: Standard reports can be run by users at their own site. Training will be provided to new users.
- Custom Reports – The Foundation will provide timely responses to written requests from approved University users for custom reports. Custom reports that are feasible to provide, within the limitations of the software, data availability and Foundation staff expertise will be provided.
Service Commitments: Maximum 15 working days from date of request except during peak request times. Most reports are returned to requestor within 5 business days
Requirements of users: Completed Online Report Request Form.
- Mailing Lists - Provide standard mailing lists for approved University users. Standard mailing lists are defined as those with up to four limiting SQL criteria. Mailing lists that are feasible to provide, within the limitations of the software, data availability and Foundation staff expertise, will be provided.
Service Commitments: 5 working days from date of request except during peak request times, which is typically during the fall.
Requirements of users: Completed Report Request Form.
Note: The PSU Foundation is continually updating demographic data. To ensure that you are using the most accurate mailing information, please do not use a mailing list more than once. Be sure to keep the report number that will accompany your report. To refresh this data, please submit a new Report Request form referencing the report number, which will make it easier and faster to receive future updates.
3. Provide services on the normalization of data and creation of records housed in the One software system, including the following:
- Identify and correct data anomalies on a timely basis, as appropriate within the limitations of financial constraints, software, data availability, and Foundation staff expertise.
- Import new data into the One software on a timely basis. Data imports will include new degree-holders, parents of current students, and updated contact information on constituents in the One software.
Service Commitment:
- New alumni & parent records will be completed 2 weeks after receiving the graduation information from the University. This usually occurs 6-8 weeks after the close of each term.
- Manual address corrections in One database in response to notification (send update notifications to PSUupdates@pdx.edu) or receipt of postal returns are made within 2 days except during peak times (i.e. CYE & FYE).
- Additional new data may be imported upon the request of the Database Policy Committee.
- Create new constituent records upon approval of the Manager of Database Services, in accordance with any guidelines established by the Database Policy Committee.
The Foundation will maintain, update and publish policies governing the integrity and usability of the data housed in the One software system as established by the Database Policy Committee.
Provide consultative services to University users on best practices for tracking information within the One software on constituents and constituents’ activities.
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