Discretionary Gift Accounts
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.
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.
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 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.
|Alcohol||Alcoholic Beverages for Guests||Not 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|
|Telecommunications||Services, equipment, supplies||Permitted|
|Travel||Employee, Prospective Employee, Students||Permitted (See Travel policies)|