Discretionary Gift Accounts

Definition

The Discretionary Gift Accounts are funded with private donations awarded to benefit the mission of Texas Woman’s University, specifically the departments identified. These accounts are structured as follows: 19.350.xx.xxxx.xxxx.000xxxxx.

Application Process to Establish a Discretionary Gift Account

To request a new Discretionary Gift Account, complete the New Discretionary Gift Account Request form available at the TWU Pioneer Portal, under My Tools, Faculty/Staff Tools. The form should be submitted to the Office of University Advancement who will determine the appropriateness of a new account.

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 account transmittal form.

Responsibility

The account managers are responsible for prudent use of these funds. Account managers 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 accounts relies solely on donations from private sources. No Interdepartmental Transfers (IDT) will be made to transfer funds into Discretionary Gift accounts. Balances are carried forward from year to year. When making solicitations for Discretionary Gift Accounts, the Office of University Advancement should be notified to insure appropriate guidelines are being followed.

Expenditures

Expenditures from Discretionary Gift Accounts 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.

Category Transaction Type Guidelines
Alcohol Alcoholic Beverages for Guests Not Permitted
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 Permitted
Copiers Rentals, purchases, maintenance Permitted
Memberships & Dues Institutional/Individual Permitted (See TWU Policy 2.20)
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
Gift Cards Any type - Visa, Starbucks, Walmart, etc. Not Permitted
Gratuities Tips or Gratuities Permitted
Printing Services Permitted (See TWU Policy 2.32)
Professional Services Non-employee Permitted (See TWU Policy 2.26)
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 Travel policies)
Uniforms TWU Staff Permitted
Scholarships   Not Permitted

Page last updated 9:33 AM, November 17, 2016