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Designation and Use of Public Relations Funds

 Purpose:   

Funds are provided through the Foundation for the purpose of public relations under the purview of Title 5.  These funds, which materially affect the success of the University and the Foundation, are used to establish relationships with educational and surrounding communities and to foster public understanding and goodwill.

Sources of Funds:

Foundation funds, which may be used for public relations, are generated through gifts, various events, and University- and Foundation-sponsored activities.   Specific allocations are made by the University annually from the net revenues resulting from various events for campus and community outreach or public relations.

 Use of Funds: 

The use of funds is limited to those expenditures which promote the mission of the University. 

Public Relations Allowable Expenses Guideline:

 Allowable expenses fall into several categories, including but not limited to: 

1.                  Dues, memberships, and subscriptions providing continuing contact with key organizations

2.                  Meals and accommodations for visitors

3.                  Community affairs, lectures, conferences, meetings, and special events

4.                  Travel and constituent relations

 A partial list of the most frequently occurring expenses is listed below. 

                         a.       Business breakfast/lunch/dinner (excluding routine business lunches between/among University employees)

b.      Events (receptions, golf, sporting events)

c.       Farewell and retirement parties

d.      Beverages (non-alcoholic and alcoholic)

e.       Greeting Cards

f.        Gifts and flowers (farewell, birthdays, sympathy, get well, graduation, etc.)

g.       Tuxedo and gown rental

h.       Other public relations expenses

 Procedures:

1.                  All authorizations for reimbursement are vested in the Executive Director, CSUSMF or designee.

         2.                  A purchase request or request for reimbursement must include the following:

                        a.       Name of the person requesting the expenditure and signature of the project director or department/division head.

b.      Complete description of the item(s) or service(s).  For events, a brief description of the event and the attendees is required. 

c.       A brief statement of how the expenditure benefits the mission of the University (e.g., retreat for …., faculty convocation, donor meeting, flowers expressing sympathy, etc.)

d.      Review of Foundation staff and signature of Foundation Executive Director or designee approving payment.

         3.         For Campus and Community Relations accounts, all funds allocated for public relations not expended in the designated fiscal year revert to the President for reallocation.            

Adopted at the August 24, 2000 Board meeting; revised December, 2005