E.3. Payroll Deductions for Employee Contributions for Campus Charitable Drives and Fund-Raising Campaigns January 1989 Development Policy and Administration Manual Chapter I. Soliciting and Accepting Private Funds Section E. Gifts Involving University Employees ********************************************************** PAYROLL DEDUCTIONS FOR EMPLOYEE CONTRIBUTIONS FOR CAMPUS CHARITABLE DRIVES AND FUND-RAISING CAMPAIGNS On May 21, 1976, The Regents authorized the President to approve payroll deductions from employees' wages under certain condi- tions, subject to the provision of guidelines established by the President. These were subsequently issued, effective August 1, 1976, and are summarized here. All community charitable drives (e.g., for the United Way) and campus fund-raising campaigns are to be conducted in accordance with the policies of The Regents and the delegations of authority from the President to the Chancellors to approve and conduct fund-raising campaigns (see Section I: C.1) and to solicit and accept gifts (see Section I: B.1). A. Community Charitable Fund Drives Each Chancellor has authority to approve payroll deductions from employee wages for charitable contributions to the principal local combined fund drive. Each Chancellor may instead request that the President approve a single payroll deduction for one major combined fund drive that provides for employee contributions to be divided in specific amounts for both the principal community fund-drive agency and a separate local agency or group of agencies. Each such agency must furnish evidence that it qualifies, under applicable Federal and State law, as an organization to which tax-deductible charitable contributions can be made. The agency or agencies must also reimburse the campus for machine time, supplies, and other administrative costs. Employee payroll deductions are to be entirely voluntary, shall be authorized by the employee in writing for a speci- fic period of not more than 12 months, and, subject to payroll deadlines, may be terminated at any time upon written request of the employee. B. Fund-Raising Campaigns for the Benefit of the Campus Each Chancellor may request that the President approve deductions for employee contributions to one campus fund- raising campaign for support of either student-assistance programs or campus programs, or a combination of both. To use payroll deductions, the fund-raising campaign must meet a student, teaching, research, employee, or other campus need that cannot be funded adequately from other sources. Each request must state the specific program(s) or pur- pose(s) for which funds will be used, the campaign goal, and the duration of the campaign. Each request must also provide an estimate of expenses for machine time, supplies, and other administrative costs, and the procedure to be followed for reimbursing the campus for such costs. Payroll deductions will be approved for not more than one such fund-raising campaign for any campus during the same period. The fund-raising campaign, however, may include two or more programs or purposes for which funds will be raised. Deductions from employee wages are to be entirely voluntary, shall be authorized by the employee in writing for a speci- fic period not to exceed 12 months or the approved term of the fund-raising campaign, and, subject to payroll dead- lines, may be terminated at any time upon written request of the employee. If the fund-raising campaign includes more than one program or purpose, the employee must be permitted to specify the amount of the deduction to be applied to each program or purpose that the employee requests. C. General Provisions Requests for use of payroll deductions should be submitted to the Associate Vice President--Employee and Labor Rela- tions, who will coordinate the requests as appropriate and forward them to the President for action. Legal review by General Counsel should be obtained with respect to all requests made to the President for payroll deductions for community charitable fund drives. Reference: Guidelines for Payroll Deductions for Employee Contributions for Charitable Drives and Campus Fund- Raising Campaigns, issued June 29, 1976, effective August 1, 1976.