The University of Memphis

Charitable-Giving Campaigns

POLICIES

On an annual basis and in accordance with the provisions in this policy, designated charitable organizations that the Tennessee Board of Regents (TBR) has approved may participate in a workplace fund-raising campaign. Employees of The University of Memphis may authorize deductions from their pay for donations to these designated organizations. 

This policy does not apply to contributions to The University of Memphis or to The University of Memphis Foundation. 

• One annual campaign period will be designated during the months of October and November, and approved organizations may solicit contributions only during this time.  Payroll deductions begin with the next calendar year.
• Organizations wishing to seek approval to solicit during the annual campaign period must submit a Campaign Plan to the Assistant Vice President for Human Resources before July 31 each year.
• The approved organization is limited to one campus-wide mailing each campaign period.  The organization will be responsible for preparing delivery-ready materials as specified by the University.
• The University reserves the right to allow United Way of the Mid-South (Shelby County) additional limited solicitation privileges, e.g., a campus visit, second mailing/reminder notice, etc.

The following requirements and limitations apply:

• TBR must approve the organization for solicitation and payroll deduction.
• Charitable organizations that have current payroll deductions will not be required to requalify with TBR under this policy.
• For payroll deduction, an organization must obtain authorization from a minimum of five (5) employees.
• University employees are limited to three (3) payroll deductions for contributions to charitable organizations. An “umbrella” organization such as United Way of the Mid-South will be regarded as one (1) deduction.

Employees may authorize payroll deduction in one of two ways:

1. The Payroll Office will deduct one lump sum payment.
2. The Payroll Office will deduct a set amount each month.  The date of the first deduction will be based on payroll schedules and deadlines.

Employees may authorize payroll deductions only during the annual campaign period, but they may stop payroll deductions anytime.

TBR will publish a master list of approved agencies and will distribute it to all TBR institutions. This list of eligible Charitable Organizations will be made available annually on the TBR Human Resources webpage.

Organizations wishing to be added to this master list must contact TBR to obtain an application form.

• The Assistant Vice President for Human Resources will appoint a standing committee of University faculty, staff, and students to establish guidelines and review requests from other organizations wishing to solicit on campus. The standing committee will have the authority to approve or disapprove requests to campaign on campus during periods other than the annual campaign period and for which payroll deduction is not necessary.  Examples would include donations of food, gifts, and small monetary donations.
  
• Organizations wishing to solicit contributions from employees of The University of Memphis must first receive approval from the standing committee, which will maintain a list of organizations approved for solicitation each year.

Contact the office of the Assistant Vice President for Human Resources. Full contact information can be found on-line at:  http://bf.memphis.edu/hr/staff.php. Or, email hr@memphis.edu.