Campus Community website has been developed by the USM Foundation to provide resources to campus audiences who conduct business with the Foundation.
Withdrawal Request Policies and Form
The USM Foundation has specific policies governing the procedures and circumstances for which it will issue checks. Those policies can be accessed and reviewed in the PDF document below. Please ensure all withdrawal requests submitted to the Foundation comply with these policies and that the expense meets the purpose of the fund as detailed in the fund agreement. Foundation management reserves the right to return the withdrawal request for additional information or to reject any requested expenditure deemed inconsistent with the stated purpose of the fund. In addition, the Foundation has a Withdrawal Request Form to be used to request disbursements from Foundation funds. Please allow two weeks for checks to be processed.
Download the Withdrawal Request Policies
Download the Withdrawal Request Form
The Foundation requires a W-9 Form on file for all vendors. Every time payment is made to a new vendor, a W-9 Form is required to process the payment. If you are not sure if a vendor has been paid by the Foundation, please contact the Foundation to determine if a W-9 Form is needed.
Download the W-9 Form
Sales and Use Tax
The USM Foundation is required to pay sales or use tax to the State of Mississippi on all purchases. If the Foundation makes a payment directly to a vendor, even if it is on behalf of the University, the payment must include Mississippi sales tax (if applicable). Please note that the fund from which the payment is being made is responsible for the sales or use tax. If the vendor does not have a Mississippi Sales Tax Identification Number, the Foundation is required to remit use tax to the State of Mississippi.
Endowment Spending Allocations
Each year in February, the USM Foundation distributes information to the University regarding the upcoming fiscal year's endowment spending allocations. This information is sent to the Dean’s Office of each respective College. The Deans’ Offices should then forward the information to the appropriate departments or scholarship committees.
The Foundation makes the notification of the spending allocation amounts around February 15 for the next academic year available with the expectation that scholarships for the next year will be awarded by April 1. This ensures the greatest benefit to the student as he/she makes financial plans for next year and also helps guarantee that the scholarship dollars are utilized to their greatest potential for their intended purposes.
Download the Scholarship Awarding Instructions for 2014-15
Download the Foundation Scholarship Award Form for 2014-15
Remaining 2013-14 Endowment Spending Allocations
Several USM Foundation endowments have funds remaining for the current academic/fiscal year (2013-14). These allocations are available until June 30, 2014, and can be expended by the appropriate Signature Authority in accordance with the fund purpose. All withdrawal requests for fiscal year 2013-14 spending must be received in the Foundation office by June 18, 2014 with supporting documentation and proper signatures, to be processed by June 30, 2014. Please make every effort to ensure that these funds are utilized for the benefit of the University by June 30, 2014.
Download the Scholarship Awarding Instructions for 2013-14
Download the Foundation Scholarship Award Form for 2013-14
to complete the Contact Report to let the USM Foundation know about your interaction with University alumni, donors and friends. If you have questions about this form, please contact the Foundation office at 601.266.5210.
Current Use Funds Policy
The USM Foundation supports numerous programs and departments through current use funds. These may take the form of an annual scholarship, a gift to a building fund or a gift to one of the many discretionary/ development funds. The Foundation has a policy for the establishment of current use funds to ensure the funds remain viable and active. For more information on these funds, please download the Current Use Funds Policy
Application for Top Fundraising Initiative
In May 2010, The University of Southern Mississippi’s Executive Cabinet adopted a new fundraising model for the institution. With that decision, the University’s traditional college-based development officers were centralized in favor of an initiative-based fundraising approach.
Under this new paradigm, the University’s leadership would identify specific, targeted fundraising campaigns, or initiatives, for which the entire development staff would pursue private funding.
The first step to be considered for this status is to complete the TFI application, which can be downloaded by clicking the link below. The application must be submitted to the USM Foundation, which coordinates the application process on behalf of the Executive Cabinet. The deadline for submission of the application each year is March 30, and the Executive Cabinet will consider the applications in May on an annual basis. Applicants are informed of the group’s decision in June with the new initiatives becoming effective in the new fiscal year effective July 1.
For more information, please click here
Download the application for Top Fundraising Initiative
Naming Opportunity Guidelines
In June 2011, the Executive Cabinet of The University of Southern Mississippi in conjunction with the Board of Directors for the University of Southern Mississippi Foundation adopted naming and recognition guidelines to direct decision making with regard to naming University buildings, rooms, programs, centers, faculty positions, lectures, fellowships, scholarships and more. While not a hard-and-fast policy, the document serves to guide consideration of naming opportunities to help ensure consistency and to provide a procedure to be followed when someone desires to name a component of the campuses for an individual or organization.
The naming and recognition guidelines serve as the groundwork for naming opportunities and are utilized by the University administration and USM Foundation leadership to determine the appropriateness of any nominations for naming. For more information on these guidelines, or to discuss a specific naming opportunity, please contact the USM Foundation office.
Download the USM Naming Guidelines
Additional Forms Available from the USM Foundation
Download the Gift-Pledge Payment Deposit Form
Download the Interfund Transfer Form
Download the Mass Gift Deposit Slip
Download the Missing Receipt Form
Download the Travel and Expense Report
Download the University Permission to Travel Form
Download the University Personal Services Agreement
Download the Bank Draft and Payroll Deduction Form
Click here to access the Data Request Form
Click here to access the Biographical Data Update Form
For questions regarding any of these USM Foundation financial matters, please contact the Foundation’s Manager of Financial Services, Leslee Smith, at firstname.lastname@example.org or 601.266.6642.