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Forms and Resources

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Accounts Payable

The Accounts Payable department is responsible for processing various types of disbursements which include procurements, reimbursements, honoraria and scholarships. The Foundation has a fiduciary responsibility to donors to ensure that funds are utilized in accordance with the terms and conditions of their gifts while adhering to various federal and state regulations.

Lynda Williams
(850) 644-0751
lwilliams@foundation.fsu.edu

Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is required when a vendor elects to receive payments via electronic funds transfer.

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This form is required for payment to a vendor other than for a scholarship or transfer between Foundation funds. For assistance in completing this form, please see the Instructions for Completing Disbursement Request under the Policies and Procedures section.

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This form accompanies a disbursement request and is required when additional travel expenses are incurred for a guest or family member.

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This form accompanies a disbursement request and is required when providing stipends to post-doctoral associates.

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This form accompanies a disbursement request and is required when replenishing or closing a petty cash account.

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This form accompanies a disbursement request and is required when establishing a petty cash fund.

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This form is required when transferring money from one Foundation fund to another.

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This form accompanies a disbursement request and is required when requesting an advance due to a missed paycheck.

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Accounts Receivable

The Accounts Receivable department is responsible for tracking monies owed to the Foundation pertaining to travel advances, student loans, bills of service, emergency loans to employees and other related items. Once payment or appropriate documentation has been received to recoup the amount due, the outstanding receivable will be cleared. Should payment or documentation not be received by the due date, the account will be considered delinquent and collection attempts may commence.

Melanie Baker
(850) 644-0746
mbaker@foundation.fsu.edu

 

Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is required to apply for a student loan.

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This form is required to request an advance or an employee assistance loan.

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Funds Management

The Funds Management department is responsible for the administration of Foundation funds. This includes creating new funds, making changes to existing funds and closing funds. The Foundation has a fiduciary responsibility to donors to ensure that funds are utilized in accordance with the terms and conditions of their gifts. As such, any changes made to a fund established by a donor agreement require a gift amendment or other written approval from the donor before the changes can be made.

Mary McMillian
(850) 644-8626
mmcmillian@foundation.fsu.edu

 

Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is required to make changes (add, delete or replace) to the authorized signers of a fund.

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This form is required for an academic unit to continue receiving spending distributions on endowed funds which are greater than 20 percent underwater.

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This form is required to move the administration of a fund to a different academic unit (Note: Signatures of both the current Responsible Party and the new Responsible Party of each academic unit are required).

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This form is required to change the name or restrictions on a fund (Note: If the fund was established by a donor agreement, an amendment or other written documentation from the donor agreeing to the change must be provided).

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This form is required to open a new fund.

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This form is required to close a fund.

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This form is used to change the spending decision pertaining to the distribution of an endowed fund.

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This form is used to request the establishment of a quasi-endowment or to increase an existing one.

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Gifts and Other Deposits

The Foundation receives monies with a gift and/or non-gift component. The Gift Services department processes charitable gifts and gift/non-gift splits. The Accounting Revenue department is responsible for reviewing and posting all non-gift deposits.

To help defray the costs associated with processing non-gift income transactions and disbursement requests, the Foundation assesses a 5 percent fee on all non-gift deposits received. The maximum fee to be assessed in any given fiscal year is capped at $12,500 per fund. The fee will be charged at the end of each month for non-gift revenues received during that month.

Gift Related Questions or Inquiries:

Alexia Chamberlynn
(850) 644-9193
achamberlynn@foundation.fsu.edu

Jill Hoover
(850) 644-0834
jhoover@foundation.fsu.edu

Non-Gift Related Questions or Inquiries:

Felisha Sellers
(850) 645-9596
fsellers@foundation.fsu.edu

Lisa Fanning
(850) 645-0155
lfanning@foundation.fsu.edu

 

Gift Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is required by a cardholder to authorize the Foundation to charge their credit card.

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This form is used by an academic unit to designate a purpose for a unrestricted gift they receive from a donor with no specific use or purpose designated.

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This form is used by an academic unit to designate a purpose for a restricted gift they receive from a donor with no specific use or purpose designated.

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This form is required when a donor makes a gift by requesting the Foundation withdraw funds from their bank account as payment.

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This form must accompany all gift deposits made by cash.

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This form must accompany all gift deposits made by check.

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This form must accompany all gift deposits made by credit card.

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This form must accompany gifts in-kind (non-monetary items of tangible personal property such as art, collectibles, books, equipment, vehicles and other personal assets or materials) along with appropriate documentation.

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This form is required when FSU employees wish to give a gift to a Foundation fund via payroll deduction.

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This form is required when FSU Foundation employees wish to give a gift to a Foundation fund via payroll deduction.

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Non-Gift Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is required by a cardholder to authorize the Foundation to charge their credit card.

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This form must accompany all non-gift deposits made by cash.

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This form must accompany all non-gift deposits made by check.

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This form must accompany all non-gift deposits made by credit card.

Download

Investments and Endowments

The Investment department is responsible for administrative oversight of the Foundation’s investments. These investments include long-term, short-term and trust assets. The Investment department is also responsible for the acceptance and valuation of all marketable securities that are gifted to the Foundation.

Scholarships

The Scholarships department is responsible for administering the disbursement of Foundation funds designated as student scholarships to the University. Many of our scholarships are possible only through the generous support of our donors. As such, the Foundation has a fiduciary responsibility to our donors to ensure that funds are utilized in accordance with the terms and conditions of their gifts while adhering to various federal and state regulations.

For General Scholarship Disbursement Questions or Inquiries:

Jon-Michael Sima
(850) 644-1090
jsima@foundation.fsu.edu

For Scholarship Thank You Letter or Donor Information Questions or Inquiries:

Brittany Melin
(850) 644-1485
bmelin@foundation.fsu.edu

Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is required to process scholarships, fellowships, awards, tuition etc. for FSU students.

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These forms are used to notify recipients of an award that they have received.

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Tips for students writing scholarship thank you letters.

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Special Events

Faculty and staff wishing to request special event assistance from the Foundation’s event staff must review the special events policy and submit the special events request form. Before submitting a request, please be sure the event is in line with the Foundation’s mission to cultivate, steward and recognize donors and prospects who support or are interested in supporting the University’s academic vision and priorities.

Laura Glenn
(850) 644-2313
lglenn@foundation.fsu.edu

 

Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]
Policies and Procedures

Web Reports

The Foundation has an online system of accessing reports for Foundation funds which is made available to employees that have been authorized to view the reports. A request for web access to financial fund reports form must be completed and approved by the Responsible Party. Access may be authorized for an individual fund, multiple funds, or an entire department or academic unit. Visit reports.foundation.fsu.edu to access the online reports.

Financial Report Questions or Inquiries:

Mary McMillian
(850) 644-8626
mmcmillian@foundation.fsu.edu

Gift Report Questions or Inquiries:

Jim Post
(850) 645-9721
jpost@foundation.fsu.edu

 

Forms [CLICK EACH FORM FOR MORE INFORMATION AND TO DOWNLOAD FORM]

This form is used to request web access to financial fund reports.

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Policies and Procedures