Penn State College of Medicine has an addendum to Penn State’s Research Administration University Development (RAUD) Collaborative Procedures.
This addendum summarizes the process of handling gifts, charitable grants and unrestricted grants at the College of Medicine in accordance with University Policy RA04, Gifts, Grants and Contracts (The Funding Matrix).
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College of Medicine RAUD Addendum
A gift is a charitable contribution from an individual, corporation, foundation or organization.
- Accompanied by letter or solicited with a proposal that clearly identifies gift or donation
- May be targeted to a specific area, but no obligation beyond a stewardship report
- 0 percent F&A
A charitable grant is a charitable contribution from an individual, corporation, foundation or organization that has a scope of work as defined by a principal investigator and may require agreed stipulations for terms, conditions and/or payments.
- May specify limited terms/conditions
- Grantor may not oversee the expenditure of the donated funds
- 15 percent F&A (of total costs) in absence of published guidelines (not applicable for funding from individuals)
An unrestricted grant is a charitable contribution much like a gift, except it is not accompanied by a letter identifying it as such.
- Very rare
- Not directly solicited nor accompanied by a letter
- No terms/conditions
- Not a procurement
- 15 percent F&A (of total costs)
All gifts, charitable grants and unrestricted grants (that support research or a sponsored project) require an Internal Approval Form (IAF) or Gift Questionnaire.
An IAF must be completed in the following instances:
- All charitable grants, unless from an individual and less than $20,000.
- Gifts and unrestricted grants providing research support in the amount of $20,000 or greater from individuals, corporations, foundations and organizations.
- All gifts and unrestricted grants providing research support from foreign individuals, corporations, foundations and organizations ($20,000 threshold does not apply).
- All gifts and unrestricted grants that designate support to a particular faculty member’s research or lab from individuals, corporations, foundations and organizations ($20,000 threshold does not apply).
Once the IAF is complete with uploaded documents and in workflow, email email@example.com and firstname.lastname@example.org with the IAF/OSP number and a brief description to alert those teams that it is ready for processing.
This applies to research or sponsored projects.
A Gift Questionnaire must be completed for all gifts, charitable grants and unrestricted grants that do not require an IAF.
Managed Prospects (MPs) are donors (both organizations and individuals) who have a Corporate and Foundation Relations (CFR) officer assigned to coordinate the cultivation, solicitation and stewardship aspects of the relationship between such donor and Penn State College of Medicine and the Penn State Health system.
The flag – identified in the Sponsor field as “[MP]” – is intended to alert department research administrators that they should work with the College of Medicine Corporate and Foundation Relations office on any planned proposal submissions for that sponsor as early in the process as possible. Working closely with CFR provides many benefits and will help to ensure a strong and successful proposal submission. The flag will appear when new budgets are created using SIMSbudgets, as well as appearing in the IAF, SIMSreports and myResearch Portal.
- Research Administration University Development (RAUD) Collaborative Procedures
- RA04 – Gifts, Grants and Contracts (The Funding Matrix)
- RA30 – Facilities and Administrative (F&A) Costs
- AD04 – Development Solicitation
- FN03 – Substantiation, Disclosure and Accountability for the Receipt of Contributions from Non-Governmental Sources
- FN15 – Establishing or Accepting Funds for Endowed or Named Annually Funded Accounts
- FNG01 – Flow and Accountability of Gifts and Grants from Non-Governmental Sources
- FNG02 – Limited Delegation of Contract Approvals
- FNG07 – Endowment Spending Stewardship