PROCEDURE CN2015 - PROCESSING CONTRIBUTIONS TO WPSU
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure CN2015 - Processing Contributions to WPSU

Outreach and Online Education

Policy Steward facilitating procedure: Vice President for Outreach and Vice Provost Online Education

Table of Contents:


GENERAL:

WPSU-TV and FM are part of the Public Broadcasting System (PBS) and National Public Radio (NPR) and derives a substantial portion of its income from contributions. These contributions are obtained primarily from the following areas: mail campaigns, on-air campaigns, fundraising events, telephone solicitations, email campaigns, unsolicited donations, grants, and underwriting. Most of the contribution money is received by WPSU via the mail from individual members, donors, and underwriters. This procedure establishes the controls and accountability necessary for the processing of contributions to WPSU.

PROCEDURE:

MEMBERSHIP

On-Air Campaign Pledges

The WPSU membership team recruits volunteers to assist in taking pledges during on-air campaigns. Volunteers are recruited mostly from the public and community organizations. A training session is held before each pledge event to instruct the volunteers on telephone protocol, pledge form completion, and donor confidentiality (including appropriate sections of PCI/DDS policy).

During each pledge break, the WPSU Volunteer Coordinator will review the completed pledge forms for accuracy and initiate any necessary corrections.

In accordance with Policy FN01 , after each live pledge event, all pledge forms including cash, checks, and/or credit cards are secured by the Membership Director or the Donor Services Coordinator (who have completed the PCI/DSS training) in a lock box, placed in a locked cabinet inside a locked office. On the following business day, all pledge forms including cash, checks, and/or credit cards are transferred in a lock bag via courier services between WPSU and Outreach Central Finance in compliance with CR2004 - Accountability for Transfers of Items of Value (Except Equipment) . All cash must be verified by two individuals of the originating department and the receiving department. For any gift received in person, a pre-numbered receipt will need to be issued with the pink copy accompanying the payment. Pre-numbered receipt books are supplied by Central Accounting. Monies are receipted in gift system once back-up is returned to WPSU office.

Pledge forms received by mail with credit card information are processed by Outreach Central Finance within 24 hours. All forms with cash, checks, and/or credit card information are stored in the safe within the Outreach Central Finance Office until processed. The credit card numbers are cut-off the bottom of the form and shredded. Once the credit card transactions have been reconciled via the Review/Reconcile Electronic Cash Receipt ( RECR ), the appropriate backup is returned in the locked bag to the WPSU Development Administrative Support Assistant. A Report of Cash Receipts ( ROCR ) and deposit slip are prepared for any cash or checks received. Deposits are picked up daily at Outreach Central Finance via courier services. Deposits are handled in accordance with University Policy FN01 - Processing Cash Revenues and subsequent policies/procedures referenced therein. A copy of the ROCR and pledge form are returned in the locked bag to the WPSU Development Administrative Support Assistant.

Individuals who complete their pledge and wish to pay be check will receive a reminder slip (pledge/remit) with a return envelope through the mail.

Pledge Remits

The Membership Director at WPSU Development creates pledge remits from MEMSYS (WPSU membership system) to contributors. Remits include information on date of pledge, amount of pledge, and if any payment has been made toward the pledge. Contributors are instructed to return remainder with payment in the enclosed, self-addressed envelope address to Outreach Central Finance.

Thank-You Gifts

If a thank-you gift (premium) is associated with the contribution, MEMSYS (WPSU membership system) will automatically generate a coded label for premium mailing when pledge is paid in full. This processing methodology applied to all gifts received through membership campaigns (mail, email, on-air, telemarketing).

PROCESSING PAYMENTS (MEMBERSHIP)

Normally, payments are sent directly to Outreach Central Finance with a pledge slip. Any payment received at WPSU will be placed in a locked bag that is exchanged daily between WPSU Development Office and Outreach Central Finance via courier services in compliance with Procedure CR2004 - Accountability for Transfers of Items of Value (Except Equipment) . Any payment received after the locked bag exchange must be locked overnight in the World Campus/Continuing Education (WC/CE) Bursar Office safe. All cash must be verified by two individuals of the originating department and the receiving department.

When a gift is received in person, a pre-numbered receipt is issued by the Donor Services Coordinator and the pink copy is forwarded with payment to Outreach Central Finance.

Cash/Checks

Normally, payments are sent with a pledge slip. If a pledge slip is not received, a copy of the check (masking the routing and bank numbers), is used as documentation. The pledge slip is stamped with "Received" date, the check number or "Cash" is entered on the slip, the amount of payment is verified (by circling the amount on the slip or writing the amount), with payee information is verified and the check is restrictively endorsed in compliance with Policy FN01 - Processing Cash Revenues . If the payee information is different, then the changes are indicated on the pledge slip. Then, the cash/checks are attached to the pledge slips.

The pledge slips are sorted by type (TV or Radio) and then by the mailing codes printed on the pledge slips (i.e. R, D, L, etc.). The cash/checks and pledge slips are separated, but kept in the same order, and adding tapes are run separately on the cash/checks and pledge slips. Any discrepancies will need to be resolved.

A Report of Cash Receipts ( ROCR ) and deposit slip are prepared within 24 hours of receiving payments. Deposits are picked up daily at Outreach Central Finance via courier services. Deposits are handled in accordance with University Policy FN01 - Processing Cash Revenues and subsequent policies/procedures referenced therein.

A paper copy of the ROCR and backup (i.e. pledge slips or photocopies) are returned in the locked bag to the WPSU development Administrative Support Assistant.

Credit Cards

Pledges received with credit card information are processed by Outreach Central Finance within 24 hours. The credit card numbers are either blacked out and copied or cut-out and shredded. Once the credit card transactions have been reconciled via the Review/Reconcile Electronic Cash Receipt ( RECR ), the appropriate backup is returned in the locked bag to the WPSU development Administrative Support Assistant.

If Outreach Central Finance is not able to process a credit card transaction, the pledge is returned in the locked bag for the Donor Services Coordinator, who will attempt to contact the donor to resolve.

If a request for refund is received, the donor information is forwarded to Outreach Central Finance for processing. The credit card refund will be reconciled via the Review/Reconcile Electronic Cash Receipt ( RECR ). The refund documentation is returned in the locked bag for the WPSU Development Administrative Support Assistant. If a pledge has been recorded in the Ellucian Advance (AWA), the Alumni/Development records system, it must be reversed by the Office of University Development (OUD).

UNDERWRITING GRANTS

Underwriting grant money is donated by individuals and businesses to sponsor partial or total television and/or radio programming. Underwriting grants are solicited through the WPSU Development Office. The contributing business receives audio and visual mention of their support.

A Memorandum of Agreement (MOA) is prepared by the underwriting representative. This agreement outlines contract dates, contract amount, and invoicing details. The contract details are documented in the underwriting database, FileMaker, which is used to generate the MOSs.

  • WPSU underwriting representative will verify that the following information is completed:
    • Client information (i.e. Business name, contact name, address, phone number and email).
    • Start and end date of underwriting.
    • Total amount of underwriting dollars, payment date(s), and payment amount(s).
  • WPSU Director of Development will review all agreements prior to submission to client for signature. Two agreements will be sent to the client for signature.
  • Upon client's approval, the signed agreements are returned to the WPSU Development Administrative Support Assistant, who will:
    • Verify contract information is complete.
    • Send signed agreements to Outreach Grants & Contract Office for execution by Budget Executive or appropriate delegate (Grants & Contract Manager).
  • Signed agreements are returned to WPSU Development Administrative Support Assistant.
    • One signed agreement is returned to the client.
    • The other signed agreement is retained by WPSU Development Office.
  • At the beginning of each month, the signed agreement including backup from WPSU traffic system is forwarded to Outreach Central Finance for billing.
  • Invoices for WPSU underwriting clients are created per the signed agreement in the appropriate accounts receivable database.
  • The invoice and appropriate backup is sent to client.

Per invoice instructions, payments are sent to Outreach Central Finance for processing. If a payment is received at the WPSU address, it is transferred to Outreach Central Finance in the courier locked bag.

Processing Payments (Underwriting)

The Outreach Central Finance representative matches payments to the appropriate invoice and prepares a ROCR and deposit slip for cash/checks or charges credit card which is reconciled via Review/Reconcile electronic Cash Receipt ( RECR ). As noted in the prior section, checks are deposited within 24 hours, unless special circumstances require holding a check. Deposits are handled in accordance with University Policy FN01 and subsequent policies/procedures referenced therein.

Paper invoices are stamped with the "paid" date, check #, and amount. A copy of the paid invoice and ROCR (cash/checks) or RECR (credit card) is sent to the WPSU Development Administrative Support Assistant.

The Outreach Central Finance Office updates the appropriate accounts receivable database (FM or TV) to show these invoices as paid.

Invoice terms are Net 30 unless the MOA states differently. If payment is not received by 30 days after the due date, a 30 day notice is sent to the client, and subsequent notices are sent at 30 day intervals if payment has not been received (e.g. 60, 90, etc.). After 60 days, the underwriting representative contacts the client regarding non-payment status. An email is sent to Outreach Central Finance with a summary of discussion with the client. This email will be kept with the invoice file for the client. If after 90 days (120 days for advertising agencies), payment is not received, the WPSU Director of Development will contact the client to discuss action to be taken, which will be documented in a Report of Contact in AWA.

Aging reports for underwriting (FM and TV) are generated each month and sent to the WPSU Director of Development, Underwriting staff, Finance Director, and Finance Manager for review and action. This is the primary method by which Outreach Central Finance tracks the status of delinquent accounts with WPSU.

OFFICE OF UNIVERSITY DEVELOPMENT (OUD)

OUD issues a computer-generated receipt for payments received from the donor/member/client. The receipts are based on the payment information that is entered into AWA.

FINANCIAL RECONCILIATION:

The WPSU Finance manager will periodically verify the WPSU Gift Transfer Report matches the eDDS reports. The WPSU Finance Manager will also review IBIS to ensure that the appropriate funds and cost centers have been credited or charged, and if not, will prepare any needed correcting journal entries. Results of reconciliations are to be reviewed with the WPSU Finance Director.

PROCESSING RETURNED CHECKS

Returned checks will be processed per Procedure CR2002 - Processing Returned Checks . The Office of University Development will be considered the originating department when WPSU is involved. WPSU will be notified of the returned check, but the collection effort will be handled by OUD.

AUDITING COORDINATION - FINANCIAL AND PROCEDURAL:

The WPSU Finance Manager is responsible for conducting spot audits to ensure that the controls and methods as described in this procedure are being adhered to. Results of the spot audits will be documented, discussed with the WPSU Finance Director, and sent to the Outreach Financial Officer for review.

The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.

RECORD RETENTION, DISPOSITION AND DESTRUCTION:

Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management , and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

  • Documents subject to a Legal Hold (see AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
  • Documents under audit or review, either internally or externally. The retention period extends until released by the Corporate Controller's Office. The Financial Officer will be notified regarding any accounts which are under audit; the Financial Officer will be responsible for contacting the department.

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

None

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Vice President for Outreach and Vice Provost Online Education.

CROSS REFERENCES:


Procedure Status:

Date Approved: 2/2/2016

Most recent changes:

  • Rev 1 - dated 12/15/15 - substantial procedural revisions

Revision History (and effective dates:)

  • Original - dated 04/10/1991