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Category:
Financial


Responsible Office:

Procedure Title:
Fundraising Reporting Instructions

Document Number:
7005

Effective Date:
May 01, 2004


This procedure item applies to:
Community Colleges
State-Operated Campuses
Statutory Colleges

Table of Contents
Summary

Process
Forms
Related Procedures
Other Related Information
Authority
History
Appendices

Summary
The State University of New York (University) utilizes the Council for Aid to Education (CAE) database for accumulating and reporting fundraising information. There are three versions of the Voluntary Support of Education (VSE) survey available on the CAE Web site: (1) full, (2) partial and (3) minimal. Campuses can complete either the full or partial survey. The minimal survey should not be used because it does not provide sufficient information for compiling the University-wide fundraising report. Familiarity with the CAE website and CASE Management Reporting Standards will aid the completion of the VSE survey.

Process

Obtaining a username and password

In order to complete the VSE survey, a campus must first obtain usernames and passwords for each user who will have access to the VSE survey for the campus. The individual with permission to complete surveys is called the “contact person”.

A user name and password can be obtained for the contact person by sending an e-mail message to the Webmaster at CAE that includes the name, title, and institution to which the user belongs. The word “SUNY” should appear in the subject line. CAE will return a username and password.

Accessing and inputting information into the Council for Aid to Education database

Detailed instructions for completing the survey using CASE standards can be found at the CAE website.

A reconciliation should be completed of amounts reported in the survey to amounts reported in the certified financial statements of the campus-related foundation (Form A - Gift Reconciliation Form). At the bottom of this form provide the total unconditional outstanding pledges at the end of the fiscal year. (Note: the CAE survey requests only those pledges made in the current fiscal year outstanding at year-end.)

The deadline for completing the survey and reconciliation is October 1. For those foundations that have a different year-end than June 30, the most recently completed fiscal year should be used for reporting purposes (e.g., December 31, 2003 for 2003-04).


Forms

Form A - Gift Reconciliation Form


Related Procedures

There are no related procedures relevant to this procedure.


Other Related Information

Voluntary Support of Education Survey

Instructions for the Voluntary Support of Education Survey




Authority

The Office of the University Controller - Accounting Requirements


History

There is no history relevant to this procedure.


Appendices

There are no appendices relevant to this procedure.