Discretionary Gift Strings
Definition
The Discretionary Gift strings are funded with private donations awarded to benefit the mission of Texas Woman’s University, specifically the colleges, departments, or programs identified. These strings are structured as follows: 119.33500.xxxxx.xxxxx.xxx.00000xxxxx or 119.66000.xxxxx.xxxxx.xxx.00000xxxxx.
New Discretionary Gift Accounts
New Discretionary Gift strings will be initiated through the Office of University Advancement. Please contact their office to submit a request.
Receipt of Discretionary Gift Funds
Discretionary Gift funds received must be sent to the Office of University Advancement for accounting and stewardship purposes using the Discretionary Gift string transmittal form.
Responsibility
The department approver is responsible for prudent use of these funds. Department approvers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the benefits received.
Funding
The funding of these strings relies solely on donations from private sources. No Interdepartmental Transfers (IDT) will be made to transfer funds into Discretionary Gift strings. Balances are carried forward from year to year. The Office of University Advancement will manage all fundraising appeals and/or solicitations benefiting Discretionary Gift strings to ensure appropriate guidelines are followed.
Expenditures
Expenditures from Discretionary Gift strings must be documented and processed in accordance with TWU’s Payment and Procurement policies. All pertinent records related to the receipt and disbursement of these funds shall be maintained in accordance with University regulations.
The guidelines for spending authority are contained in the table below.
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| Category | Transaction Type | Guidelines |
|---|---|---|
| Alcohol | Alcoholic Beverages for Guests | Permitted in accordance with gift agreement guidelines |
| Advertising | Media, periodicals | Permitted |
| Awards | Employee/Student Awards | Permitted |
| Building | Maintenance, repairs | Permitted |
| Cards | Holiday/Greeting Cards | Permitted |
| Computer Equipment | Hardware, supplies, software, maintenance | Permitted |
| Contracted Services | Guest Lecturers, Speakers, Temporary Agencies | Permitted |
| Contributions | Donations, Purchase of tables, sponsorships | Not Permitted (see guidelines for Discretionary Strings) |
| Copiers | Rentals, purchases, maintenance | Permitted |
| Memberships & Dues | Institutional/Individual | Permitted (see URP 04.330) |
| Equipment | Expensed & Capitalized | Permitted |
| Fees | Registration, Inspection, Usage, Conferences | Permitted |
| Food & Refreshments | Meals, snacks, receptions | Permitted (see Food Purchase Justification Form) |
| Flowers | Congratulatory or Condolences or Illness | Permitted |
| Furniture | Desks, Chairs, Lab, Shelves | Permitted |
| Gifts | Employees, donors, students, guests | Permitted (Excluding cash and/or cash equivalents) |
| Gift Cards | Any type - Visa, Starbucks, Walmart, etc. | Not Permitted |
| Gratuities | Tips or Gratuities | Permitted |
| Printing | Services | Permitted (see URP 01.410) |
| Professional Services | Non-employee | Permitted (see Special Procurements) |
| Promotional Items | t-shirts, cups, flash drives | Permitted |
| Supplies | Office, Janitorial | Permitted |
| Telecommunications | Services, equipment, supplies | Permitted |
| Registration Fees | Employees/Students | Permitted |
| Travel | Employee, Prospective Employee, Students | Permitted (see University Travel) |
| Uniforms | TWU Staff | Permitted |
| Scholarships | Not Permitted |
Page last updated 3:44 PM, January 3, 2024