Solicitation Activities

Introduction

Date of Last Review 5/7/07
SME: Director of Personnel Systems Management

Certain activities involving solicitation of funds or services may be allowed on UTHCPC property. Whereas this policy addresses mainly activities involving fundraising events by staff at UTHCPC, the University has wider solicitation guidelines in the Permissible Solicitation Activities policy.

Limitations

Solicitation or fundraising activities at UTHCPC are limited to:

The sale or offer for sale of food, drink, souvenirs, novelty items, and programs at athletic contests or other programs or events sponsored by UTHCPC

Disaster relief drives, with the prior approval of the Assistant Vice President for Auxiliary Enterprises, and in compliance with the Regents Rules and Regulations, Part I, Chapter 6, Section 6.6

The collection of admission fees for the exhibition of movies or for other programs that are sponsored and presented by UTHCPC or presented by a staff organization

Soliciting persons or businesses outside UTHCPC for gifts, gift certificates, or cash

Application

Any employee group or organization wanting to solicit or hold fundraising activities must submit a written request to the chair of the Human Resources Competency Committee. The request must include the following information:

Type of fundraising event

Purpose or benefit of the fundraiser

How funds raised will be applied

Items to be sold and proposed pricing

Project goal of funds to be achieved

Proposed dates and duration of the event

Note if there will be solicitation efforts made for donations from outside organizations

Projected funds that will be needed to support fundraising activities (items needed to be purchased)

Designated chairperson who will oversee the fundraiser

Committee review	The Human Resources Competency Committee responds to the request as follows: Reviews the request and consults with the Director of Public Information and Education to ensure there is not a conflict of interest and patient care will not be disrupted by the event Sends a written acceptance or denial for the proposed activities Supplies appropriate bookkeeping documents and solicitation letter formats with approval letters Gives an explanation in the case of a denial Provides oversight of the solicitation or fundraising activities at UTHCPC
Advertising	Advertisements for approved activities may be provided as follows: Announced over a public address system Displayed on message centers or display boards owned and operated by UTHCPC Distribute flyers throughout UTHCPC departments
Solicitation of funds outside UTHCPC	Donations or gifts on behalf of UTHCPC are permitted under the following conditions:

Step	Action
1	The Human Resources Competency Committee provides the group or organization conducting the fundraising activities with the appropriate solicitation letter required under UT policy. See HOOP 10.10 Gifts: Receiving, Accepting, and Processing for further details.
2	The chair of the fundraising activity must keep copies of all letters being sent for solicitation and provide copies to: Chair of the HR Competency Committee Director of Public Information for reporting purposes

Handling checks

The chair of the fundraising activity must have any checks made payable to the "UT-Harris County Psychiatric Center". Copies of any checks received are sent to the:

Chair of the Human Resources Competency Committee

Director of Public Information and Education (for reporting purposes)

Bookkeeping	The bookkeeping process is as follows: The Human Resources Competency Committee provides a bookkeeping document with the approval letter following the application process Bookkeeping records should be maintained by the fundraising group or organization, detailing all funds received daily and containing an ongoing balance If any funds are taken to purchase items needed to support the fundraising activities, originals of all receipts are to be kept and appropriate deductions made in the bookkeeping records Note: Present the UT tax exempt number to vendors when making purchases. State taxes paid will not be reimbursed. All funds raised should be turned in daily to the Financial Operations staff in room 1C01, X3881 for safekeeping. A balance sheet should accompany the funds to ensure all funds are accounted for. At the end of all fundraising activities, the chair of the fundraising group or organization meets with the chair of the Human Resources Competency Committee (HRCC) to: Verify all bookkeeping documents and funds balance Discuss the plans for application of funds raised to make sure they still meet the original purpose The fundraising chair turns in her/his copies of any solicitation letters along with cash and checks to the chair of the HRCC who then sends the funds to Financial Operations for deposit Contact Financial Operations for the appropriate account number to use to access your funds raised at 713-741-5041
Permanent record keeping	The chair of the Human Resources Competency Committee keeps copies of all documents related to the fundraising events at UTHCPC. This includes: Application letters Solicitation letters Copies of donation checks Bookkeeping records Receipts Copies of flyers or any other documents provided by the fundraising group or organization
Expending funds	The fundraising chair utilizes internal procurement policies to spend funds raised through fundraising efforts.
Non-compliance	Failure to comply with this policy may result in disciplinary action. All donations made to the university are considered property of the university/state. Theft of state property is cause for immediate termination.

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