Board of Regents Policy CSCU Use of Institutional Funds for Gifts, Social Functions, Sponsorships & Donations Policy

As a public entity and agency of the State of Connecticut, CSCU draws funding from a wide range of sources including students, taxpayers and benefactors. CSCU has an obligation to these constituencies to use its funds prudently in pursuit of its mission and goals. All uses of Institutional Funds, therefore, must be directly related to CSCU System business and in the best interests of CSCU. This policy provides instructions to CSCU Institutions and employees when considering the use of Institutional Funds for gifts, social functions, sponsorships and donations. 

Authorized Designees: Individuals designated by the Chancellor or Institutional President to make decisions related to expenditure of Institutional Funds. The designation must be in writing before executing approval authority.

Institutional Funds: All operating and non-operating revenues of CSCU. For purposes of this policy, Institutional Funds also include grant funds managed or administered by CSCU, unless the terms of the grant clearly authorizes usage not consistent with this policy. Institutional Funds do not include funds from or belonging to any of the Foundations that support CSCU System entities, or trustee (agency) funds. 

Sponsorships: Includes all situations wherein a CSCU System entity provides funds, goods or services to an outside organization in support of one or more activities, events or programs with the expectation of acknowledgment, recognition or promotion. Sponsorships are discernable from donations in that Sponsorships provide a measurable benefit to CSCU, whereas donations are provided with no expectation of a measurable benefit to CSCU.

Individuals who are authorized to expend Institutional Funds must do so in accordance with applicable state and federal laws, regulations and CSCU policies, procedures and other internal guidance such as the CSCU Procurement Manual, CSCU Travel Policy and the CSCU P-Card Policy.

Authorized users must be aware of the restrictions regarding the use of Institutional Funds, as outlined below:

1. Gifts 
   Institutional Funds may not be used to purchase gifts for CSCU System employees or their families in recognition of holidays or personal events such as birthdays, birth or adoption of a child, marriages or bereavement. This restriction does not apply to: 
   • Noncash items or benefits offered due to an employee’s status as a donor, student, or member of the general public. 
   • Gifts given in recognition of employee achievements or milestones, in accordance with CSCU System-wide practices approved by Human Resources.
    
2. Social Functions
   Institutional Funds may not be used for social functions or parties attended solely or primarily by CSCU System employees such as holiday parties or summer outings. In limited circumstances, Institutional Funds may be used for employee recognition via a social function, but only with the prior approval of the Chancellor, Institutional President, or their authorized designees, who shall consider, among other factors, the employee’s contribution to CSCU. In addition, Institutional Funds may not be used to purchase alcoholic beverages or any intoxicants intended for personal or recreational use under any circumstance.¹
   
   The restrictions in this policy do not extend to business meals and meetings eligible for payment or reimbursement under the CSCU Purchasing Card Policy and CSCU Travel Manual.
    
3. Sponsorships
   Sponsorships, like other uses of Institutional Funds, must be supported by a clear business purpose and a benefit to CSCU or Institutions. Institutional Funds may only be used for Sponsorships when the anticipated benefits of the Sponsorship equal or exceed the costs. Benefits may be non-monetary and may include, for example, enhancement of CSCU’s reputation, recruitment benefits, advertising opportunities or increased visibility. Sponsorships require the approval of the Chancellor, Institutional President, or their authorized designees. 
   Employees shall provide documentation or a statement explaining the business purpose of the Sponsorship, including its anticipated benefit to CSCU or Institutions, before authorization or approval regarding the use of Institutional Funds.
    
4. Donations
   Donations of Institutional Funds are not permitted. 
    
5. Personal Funds
   Nothing in this policy is intended to prohibit individual employees from using personal funds for any of the above reasons; however, employees must always comply with the gift rules articulated in the State Code of Ethics for Public Officials: (https://portal.ct.gov/ethics/statutes-and-regulations/statutes-and-regulations/code-of-ethics-main-page).

Enforcement

CSCU will not reimburse employees for expenditures of personal funds in violation of this policy, and employees who expend Institutional Funds in violation of this policy may be required to reimburse CSCU. Additionally, violations of this policy may result in appropriate disciplinary measures up to and including termination from employment in accordance with the CSCU Code of Conduct for Regents, Employees, and Volunteers: 
4.10 Code of Conduct for Regents, Employees, and Volunteers

¹This provision does not apply to alcohol purchased for resale, as permitted by law and CSCU policy.