Donor and Department Forms
Set up a Foundation account, request funds, or accept a gift-in-kind. Step-by-step instructions, with every form you need linked below.
Setting Up a Foundation Account
Use this path when a department or individual wants to start a new fund through the Foundation — either a scholarship or a restricted program account.
Initiate the request
Contact the Foundation office to start the setup conversation. We’ll help you confirm which account type fits your goal and whether you need any supporting documentation.
Email [email protected] or call (818) 710-4206.
Pick your account type
Two account types, two different setup paths:
Scholarship Account
For funds awarded to students. No annual spend-down requirement.
You need:
- Scholarship Setup Form
Restricted / Program Account
For program funds with a specific purpose. Carries an annual spend expectation and is tracked.
You need:
- Restricted Account Setup Form
- Purpose Statement
Get the required signatures
Setup paperwork must be signed by:
- Department Chair
- Vice President
Submit for Foundation review
Send the completed paperwork to the Foundation office. We check:
- Form completeness
- Required signatures (Department Chair + VP)
- Supporting documentation (required for restricted accounts)
Fund rules to be aware of
- Scholarship funds have no annual spend-down requirement.
- Non-scholarship (restricted) funds carry an annual spend expectation and are tracked.
Spending Funds: Request for Funds Form
Once your account is set up and funded, use the Request for Funds Form anytime your department needs to access or spend money — either to reimburse the department for expenses already paid or to pay a vendor directly.
The Request for Funds Form covers two situations:
- Reimburse the department for expenses already paid out of department funds.
- Pay a vendor directly on behalf of the department.
Complete the Request for Funds Form
Fill in the account, amount, payee, and a clear description of the purpose. Use the same fund name listed on your original setup paperwork.
Attach supporting documentation
Include receipts, invoices, or other backup for the expense. Restricted accounts always require supporting documentation during review.
Obtain signatures
Department Chair and Vice President signatures are required before the Foundation can release funds.
Submit to the Foundation
Send the signed form and supporting documents to the Foundation office. We’ll review completeness and process the disbursement as either a department reimbursement or a direct vendor payment.
Accepting a Gift-in-Kind (Non-Cash Donation)
When a donor wants to give equipment, vehicles, supplies, or other non-cash items to a department, the Gift-in-Kind Acceptance Form captures the gift, its value, and the receiving department.
The form captures:
- Donor name and contact details
- Receiving program or department
- Foundation fund designation
- Gift value and how the value was determined
- Description of the item(s) — including serial number, VIN, or model number where relevant
Required signatures:
- Department Head or Dean
- Foundation staff acceptance
IRS requirements by value
- $500 – $4,999.99: Donor may need IRS Form 8283 for their tax filing.
- $5,000+: IRS Form 8283 plus a qualified appraisal.
- Vehicles, boats, or aircraft: Title, bill of sale, IRS Forms 1098-C and 8283, plus tax ID/SSN and fixed-asset coordination.
All Forms at a Glance
Bookmark this section. Every form referenced above, in one table.
| Situation | Form(s) Needed | Link |
|---|---|---|
| New scholarship fund | Scholarship Setup Form | Open form |
| New restricted / program account | Restricted Account Setup Form + Purpose Statement | |
| Spending or reimbursement | Request for Funds Form | Open form |
| Non-cash donation (equipment, etc.) | Gift-in-Kind Acceptance Form | Open form |
| High-value gift ($5,000+) | Gift-in-Kind Form + IRS Form 8283 + Qualified Appraisal | See Gift-in-Kind section above |
Frequently Asked Questions
Real questions we hear from departments. Don’t see yours? Email the Foundation.
Our department selected a student for an award. How do we get the funds to them?
Submit a Request for Funds Form with the student’s name, the award amount, and the account the award is being paid from. Attach any supporting documentation (the award letter, recipient confirmation, or program description) and route it through the Department Chair and Vice President for signatures before sending it to the Foundation office.
Once we receive the signed form, we’ll process the disbursement. If the awards banquet is sooner than the Foundation can turn around payment, that’s fine — recognize the student at the event and we’ll deliver the award shortly after.
Open the Request for Funds Form →Does the Foundation pay the student/vendor directly, or do we reimburse the department?
Either works. On the Request for Funds Form, indicate whether the Foundation should pay the recipient or vendor directly or reimburse the department for expenses already paid. Both paths require the same signatures and supporting documentation.
We have an event coming up soon — can the Foundation turn this around quickly?
Submit the Request for Funds Form as soon as you have the recipient confirmed and the signatures collected. If the awards ceremony or deadline is tight, you can recognize the student or honor the commitment at the event and the Foundation will deliver payment shortly after.
For genuinely urgent cases, email the Foundation office when you submit the form and flag the timing.
What signatures are required on the Request for Funds Form?
Department Chair and Vice President. The Foundation won’t release funds without both signatures, so get them early in your process to avoid delays.
What supporting documentation should I attach?
- Awards: recipient confirmation, the award description, or a screenshot of the selection communication.
- Reimbursements: itemized receipts and proof of payment.
- Vendor payments: the vendor invoice with payee name, address, and amount.
- Restricted accounts: supporting documentation is always required, regardless of the expense type.
What’s the difference between a scholarship account and a restricted account?
Scholarship accounts are for funds awarded directly to students. They have no annual spend-down requirement, so the balance can grow over multiple years.
Restricted (program) accounts are for department or program use tied to a specific purpose. They carry an annual spend expectation and the Foundation tracks spending against the stated purpose — which is why a Purpose Statement is required at setup.
How do I direct a donation to a specific student or program need?
Contact the Foundation office to discuss the specific need. Depending on the situation, we may direct the donation into an existing restricted account or set up a new restricted or scholarship account. Timing can depend on where we are in the scholarship setup cycle.
Email us and we’ll coordinate the details with you.
A donor wants to give equipment or a vehicle to our department. What’s the process?
Use the Gift-in-Kind Acceptance Form. The form requires donor and item details, gift valuation, and signatures from the Department Head/Dean plus Foundation staff. IRS Form 8283 and a qualified appraisal are required for gifts of $5,000 or more; vehicles, boats, and aircraft have additional requirements (title, bill of sale, IRS Forms 1098-C and 8283).
Questions?
The Foundation office is here to help. If you’re unsure which form you need or how to direct a donation to a specific program, reach out and we’ll walk you through it.
[email protected] · (818) 710-4206