University of California
Office of the President
December 23, 1997

All community charitable drives and campus fundraising campaigns at each campus or major DOE Laboratory shall be conducted in accordance with the policies of The Regents and the delegations of authority from the President to the Chancellors and Laboratory Directors to approve and conduct fundraising campaigns and to solicit and accept gifts. In addition, in accordance with the action taken by The Regents at the May 1972 meeting (and as amended in 1976 and 1997), the use of payroll deductions for any charitable drive or fundraising campaign shall be subject to the provisions of guidelines established by the President. Certain employee solicitations involving payroll deductions require Presidential approval as provided below.

A. Community Charitable Fund Drives

1. Each Chancellor and each Director of a major DOE Laboratory will have authority to approve payroll deductions from employee wages for charitable contributions to the principal combined fund drive in the campus or Laboratory area.
   
   
2. Each Chancellor or Director of a major DOE Laboratory may request that, in lieu of the contributions provided for in 1. above, the President approve a single payroll deduction for one major combined fund drive which provides for employee contributions to be divided in specific amounts for both the principal community fund drive agency and a separate agency or group of agencies in the campus or Laboratory area. Each such agency shall furnish evidence that it qualifies, under applicable Federal and State law, as an organization to which tax-deductible, charitable contributions can be made.
   
   
3. Employee payroll deductions under 1. and 2. above shall be entirely voluntary, shall be authorized by the employee in writing for a specific period or for an indefinite period and, subject to payroll deadlines, may be terminated at any time upon written request of the employee.
   
   
4. The campus or Laboratory shall be reimbursed by or on behalf of the agency or agencies for machine time, supplies, and other administrative costs.
   

B. On-Campus Fundraising Campaigns

1. Each Chancellor may request that the President approve payroll deductions for employee contributions to one or more on-campus fundraising campaigns for support of either student assistance programs or campus development programs, or a combination of both. A campaign may include one or more programs or purposes for which funds will be raised.
   
   
2. Each request shall state the specific program(s) or purpose(s) for which funds will be used, the campaign goal, and the duration of the campaign.
   
   
3. The campus shall be reimbursed by or on behalf of the campaign for machine time, supplies, and other administrative costs.
   
   
4. To utilize employee payroll deductions, each on-campus fundraising campaign must meet a student, teaching, research, employee, or other campus development need that cannot be funded adequately from other sources.
   
   
5. Payroll deductions from employee wages shall be entirely voluntary, shall be authorized by the employee in writing for a specific period or the approved term of the fundraising campaign, or for an indefinite period and, subject to payroll deadlines, may be terminated at any time upon written request by the employee.

C. General Provisions

Requests for use of payroll deductions for programs not specifically addressed in these guidelines shall be submitted to the Senior Vice President--Business and Finance, who will coordinate the requests as appropriate and forward them to the President for action. Legal review by General Counsel shall be obtained with respect to all requests for payroll deductions under A.2, above. In accordance with established policy, drafts of all proposed campaign materials shall be approved as to legal form by General Counsel.

Revised, December 23, 1997