1. Financial Assistance and Sponsorship Payments to Outside Organizations
OFFICE OF BUSINESS AND FINANCIAL SERVICES
Financial Assistance and Sponsorship Payments to Outside Organizations

2. OFFICE OF BUSINESS AND FINANCIAL SERVICES
Background
Previously, donations from University funds were unallowable.
Some exceptions were made on a case-by-case basis, but there was no standard process so they often moved very slowly and created lots of confusion.
On June 23, 2015, OBFS News Service announced the publication of the new policy on Financial Assistance and Sponsorship Payments to Outside Organizations.
This provides a framework and a standard process for making these kinds of payments/donations.

3. Where to find it…
OFFICE OF BUSINESS AND FINANCIAL SERVICES

4. OFFICE OF BUSINESS AND FINANCIAL SERVICES
OBFS Policies and Procedures Manual - 8: Payments and Reimbursements

5. OFFICE OF BUSINESS AND FINANCIAL SERVICES
Determine the Allowability of Specific Expenditures Financial Assistance and Sponsorship Payments to Outside Organizations

6. OFFICE OF BUSINESS AND FINANCIAL SERVICES
Overview of the Policy
University funds may be expended in support of joint initiatives between the University and non-University entities only when the funds are used for public purposes and the supported initiative promotes or advances one or more of the University’s missions.
Regardless of amount, if University funds will be provided to non-University entities to support such initiatives, a written agreement, signed by each party’s authorized signatory must be entered into by the University and the non-University entity/entities outlining the terms of the transaction, how the funds may be spent if you are designating them for a specific purpose, and describing the initiative and how it aligns with one or more of the University’s missions.
NICOLE – This is where our script could include a call for assistance re: expectations, timing, etc.

7. Funding Sources Appropriate Funding Sources can only be:
OFFICE OF BUSINESS AND FINANCIAL SERVICES
Funding Sources
Appropriate Funding Sources can only be:
Institutional (i.e., ICR, admin allowance)
Gift (in compliance with donor intent)
Endowment Income (if in compliance with donor intent)
Self-Supporting (if related to the revenue-generating activity)

8. OFFICE OF BUSINESS AND FINANCIAL SERVICES
Contract Process
We hope to have a template available for UIUC users future.
For now, you can request a contract by submitting an to
It is helpful to include:
Event website URL (if payment is associated with a specific event, such as a conference)
Recipient organization (other party) website URL
Letter, , or other documentation from Recipient describing and/or requesting financial assistance or sponsorship.
Invoice

9. Initiate Payment Request
OFFICE OF BUSINESS AND FINANCIAL SERVICES
Initiate Payment Request
After the agreement is fully executed, the unit initiates a payment request via TEM by:
Always including the contract number from the agreement in the ER payment request (Entered in the “Contract #” field in TEM)
Always using account code

10. Use Cases Support of a conference / event
OFFICE OF BUSINESS AND FINANCIAL SERVICES
Use Cases
Support of a conference / event
Recognition vs. Advertisement
Sponsor vs. Exhibitor
Support of an organization / entity (not tied to a conference/event)
Additional approvals may be required
Support of an RSO event
CSO will verify with the Office of Registered Organizations that the RSO is registered and, if the event is on campus, that the event is approved.
Support of an RSO (not tied to a conference/event)
CSO will verify with the Office of Registered Organizations that the RSO is registered.
First, point out the examples that are part of the policy.
The most common use we have seen so far is support of an academic or professional conference. It is perfectly fine and common for their to be some recognition benefits associated with this type of sponsorship payment. Usually, this is inclusion of our name and logo in conference materials (website, program, signage, etc.). We do want to make sure, though, that the university is not actually receiving advertising in exchange for the payment. A half page in the conference program that included a link to our application page, a call to action (apply today!), or a statement about how great we are, is more than just recognition and might mean that the transaction is not appropriately classified as financial assistance or sponsorship.
If a request for financial assistance was not specifically tied to an event (like a conference), then we would likely seek additional review and approval of the activity or organization. CSO would escalate these questions to the campus AVP (ginger Velazquez) and she may seek the opinion and approval of campus administrators.
In the case of requests for payments to RSO’s, CSO will work closely with the campus RSO Office to ensure that the organization is in good standing, is eligible to receive the funds, and (if associated with an RSO event) that the event has been approved by the RSO Office.

11. OFFICE OF BUSINESS AND FINANCIAL SERVICES
Questions