UC SAN DIEGO FOUNDATION

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UC SAN DIEGO FOUNDATION

• FINANCIAL STATEMENTS
• November 2, 2007

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Introduction

• Introduction of Instructors
• Individual Introductions By Participants
• - Why are you here, what do you expect to
  gain from this class?

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TRAINING GOAL

• To give participants the skills knowledge
  necessary to read and interpret Foundation fund
  financial statements and ability to administer a
  fund

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OBJECTIVES

• Be able to determine Foundation fund types and
  purpose/use
• Be able to extract pertinent information from a
  fund financial statement regarding available
  resources and financial position
• Be able to perform fund administration tasks
• Be more knowledgeable about FAQs regarding gift
  funds

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Agenda

• Overview of External Relations, Gift
  Acknowledgement and Stewardship
• Review of Basic Financial Statements in the
  Foundation
• Electronic Statements on the Web
• Other Information
• Summary
• General Review, Questions and Answers
• Evaluation of Class

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Overview of External Relations

• Vice Chancellor-External Relations
• Includes 2 separately incorporated 501 (c)3
  entities UC San Diego Foundation and UCSD Alumni
  Association
• Development (UCSD Fundraising)
• Information Technology and Financial Systems
  (ITFS) including
• UC San Diego Foundation
• Gift Processing (all gifts to UCSD, both
  Foundation and Regents)
• Donor Database Management
• ER Budget
• Information Technology
• Stewardship
• Support Groups
• University Communications, Publications and
  Special Events and Protocol
• Alumni Affairs/Alumni Association

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DEVELOPMENT OFFICERS
Associate Vice Chancellor for Development
Rebecca Newman Ext. 25774 rnewman_at_ucsd.edu Marin
e Sciences Brian Daly Ext. 21405 bdaly_at_ucsd.edu
Jacobs School of Engineering Denine Hagen,
Interim Ext. 42920 dhagen_at_ucsd.edu Health
Sciences Lynda Heaney Ext. 49898 lheaney_at_ucsd.edu
General Campus Juli Larsen EDOD Ext
20773 jjlarsen_at_ucsd.edu
Annual Giving Dawn Bruckel Ext.
42178 dnewmark_at_ucsd.edu Planned Giving Martin
Hayter Ext. 42249 mhayter_at_ucsd.edu Foundation
Relations Sarah Godfrey Ext. 46097 mwilson_at_ucsd.ed
u Biological Sciences TBN Natural
Sciences Melanie Walsh Ext 23258 mcwalsh_at_ucsd.edu
Student Affairs Kim Signoret-Paar Ext.
25612 kspaar_at_ucsd.edu
IR/PS Judith Ecklund Ext. 25161 jecklund_at_ucsd.edu
Social Sciences Michelle Glenn Ext.
20805 mglenn_at_ucsd.edu The Preuss School Donald
Stump Ext. 26616 destump_at_ucsd.edu Rady School of
Management Graig Eastin Ext. 24230 geastin_at_ucsd.ed
u
Nov07
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ADMINISTRATIVE STAFF

• Marlene Shaver
• Foundation Chief Financial Officer
• Director of ITFS
• (for policy questions/issues)
• Email mshaver_at_ucsd.edu
• Ext. 41032
• FOUNDATION ACCOUNTING
• I-Ju Tracy
• Foundation Controller
• (for policy questions/issues)
• Email itracy_at_ucsd.edu
• Ext. 41038
• Carol Lim
• Foundation Fiscal Assistant
• (for questions on fund statements, balances,
  status of Request for funds transfers,
  login/password for statement access)
• Email cmlim_at_ucsd.edu

• UCSD GIFT PROCESSING
• Kathy Terry
• Deputy Director
• Email wcombs_at_er.ucsd.edu
• Ext. 26722
• Sandra Stewart
• Foundation and Regents gifts
• Email sstewart_at_ucsd.edu
• Ext. 44493
• UCSD OFFICE OF DONOR STEWARDSHIP
• Susan Quinn
• (thank you letters and reports to donors)
• Email squinn_at_ucsd.edu
• Ext. 22810

05/07
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Gift Acknowledgement and Donor
Stewardship

• Why is stewardship important?
• Your role in the benefiting departments
• What comes from Gift Processing to the donor?
• What does stewardship acknowledge?
• Reporting to donors
• Other reporting as needed
• Manager of UCSD Donor Stewardship
• Susan Quinn
• Ext. 40630
• sequinn_at_ucsd.edu

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Review BasicFoundation Financial Statements

• Definitions
• Fund Accounting
• Fund Types Current Use and Endowed
• Detail Ledgers
• What is Market Value and what funds are affected?

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Fund Accounting

• A type of accounting that permits the commingling
  of funds for financial statement reporting and
  investment purposes, but allows separate
  accountings to take place to reflect limitations
  and restrictions placed on the use of a fund by a
  donor.

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Fund Types

• Current Funds 
• Funds that may be expended completely, down to
  the last dollar, in accordance with donor or
  Board of Trustee imposed restrictions. Includes
• unrestricted donations (few!)
• donations which are restricted to a specific
  department or program, but are unrestricted as to
  expenditure within that department or program.
• the spendable income allocated to endowment
  funds.

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Fund Types

• Endowed Funds
• Gifts documented in such a manner to state that
  the original principal of the gift must be
  invested in perpetuity and allowing only a
  portion of the annual investment return to be
  spent for the purpose the gift was given.
• Endowment is permanent money, and a charity is
  legally bound to keep the principal intact and to
  comply with the donor restrictions governing the
  use of the spending made available from the
  endowment.

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Fund Types

• Other Fund Types
• Deferred gifts, including charitable trusts,
  charitable gift annuities, life estate gifts, and
  charitable gift annuities. These are gift funds
  that must mature before the corpus is available
  to UCSD. They typically provide for a lifetime
  income stream to the donor and mature at their
  death.

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Electronic Statements on the Web

• UC San Diego Foundation
• http//www.ucsdfoundation.ucsd.edu/
• Accounting website for fund access
• http//www-er.ucsd.edu/FdnWeb/Login.asp
• Login, Password
• Sample ledger for current expendable gift fund
• Sample ledger for endowed gift fund
• What is market value?
• What is endowed spending allocation?
• Monthly Gift Reports (and where to get them)
• Overall Giving By Account
• Cash Receipts By Account

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Fund Access Login
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Other Information

• Establishing a New Fund
• -Foundation or Regents, whats the difference? -
• Foundation Fund Information Sheet
• http//www-er.ucsd.edu/foundationDir/FDN-ACT/fundf
  rms/fundinfo.xls
• Foundation Signature Authorization Sheet
• http//www-er.ucsd.edu/foundationDir/FDN-ACT/fundf
  rms/signature.xls
• Once money is in the Foundation, how do you get
  it out?
• -Use a Request for Funds form
• http//www-er.ucsd.edu/foundationDir/FDN-ACT/fundf
  rms/attach/Fund_req.xls
• UCSD Gift Processing website with information and
  various forms now available on-line at
  http//www-er.ucsd.edu/giftprocessing/

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Gift Processing Site
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Other Information, contd

• Both Foundation and Regents gifts are
• processed by Gift Processing Department
  (Sandra Stewart x44493, mail code 0940)
• 4 UCSD Gift Fee
• Current Funds do they earn interest? (Refer to
  PPM 410-10)
• Endowment Funds Spending Allocation how is it
  calculated?
• Gifts Pending Economic Interest
• UCSD Electronic References/Resources

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Economic of Interest - Definition having a
direct or indirect financial interest in the
sponsor of research or if funded in whole or in
part An Economic Interest Statement form is
required when gift monies or equipment is
received and the donor names a specific PI or
states that the gift is to be used for research
and the donation is 250 or greater - no funds
will be allocated for expenditure before EI
approval - EI statement must be signed by PI,
NOT by his secretary or assistant. PI is
responsible for accuracy and completeness of all
information, should read carefully before
signing If a PI donates to his own research or
department, PI must sign the following policy
statement I AM AWARE OF THE UNIVERSITY POLICY
WHICH PROHIBITS THE USE OF THESE FUNDS FOR MYSELF
ON A PERSONAL BASIS FOR SUCH ITEMS AS TRAVEL,
ENTERTAINMENT, ETC.
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UCSD Electronic References/Resources

• UC San Diego Foundation Accounting website
• http//www-er.ucsd.edu/FdnWeb/Login.asp
• UCSD Gift Processing website http//www-er.ucsd.e
  du/giftprocessing/
• UCSD PPM website http//adminrecords.ucsd.edu/ppm/
  
• PPM 150-35 Classification, Acceptance And
  Administration Of Awards From Private Sources
• PPM 230-8 Endowed Chairs
• PPM 410-1 Solicitation, Acceptance, And
  Administration Of Gifts To The University
• PPM 410-2 Solicitation, Acceptance, And
  Administration Of Gifts To The UC San Diego
  Foundation
• PPM 410-3 Administrative Fee On Gifts To UCSD
  and The UC San Diego Foundation
• PPM 410-4 Policy And Guidelines For Minimum Gift
  Levels And Naming Opportunities
• PPM 410-10 Assessment Of Current Gift And
  Private Grant Fund Interest Earnings From UCSD
  And the UC San Diego Foundation

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Summary

• General Review, Questions and Answers
• Evaluation of Class

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THANK YOU I-Ju Tracy ext. 41038 itracy_at_ucsd.edu