EL PASO COMMUNITY COLLEGE
Professional Staff Association
POLICY NUMBER: 81265.01
ORIGINAL DATE: September 13, 2013
PSA Humanitarian Outreach Fund
DATE REVISED: June 13, 2014
PURPOSE
The PSA Humanitarian Outreach Fund (PHOF), sponsored by the Professional Staff Association,
provides assistance to our members, co-workers, EPCC organizations, the community, and
country in time of need.
POLICY
The PHOF committee, or designated representatives, may receive non-monetary donations for
the PSA Humanitarian Outreach Fund. Any monetary donation must be directed through the
Bursar’s office to the PSA Humanitarian Outreach Fund. A donation is either a product of value,
which can produce revenue, or monetary contribution given as a gift or donated during a
fundraiser subject to EPCC policy and procedural approval. The PHOF committee is responsible
for the management of these funds.
PROCEDURES
1. The PHOF committee is responsible for overseeing the administration of the PHOF.
1.1 The PHOF committee is the point-of-contact for coordinating donations and
distribution of funds.
1.2 The Treasurer and the President of the Professional Staff Association are responsible
for receiving and distributing donations under the guidance and approval of the PHOF
committee.
1.3. Committee will follow a scheduled meeting time, but will have the option of meeting
other times as needed.
2. The PHOF is a voluntary program organized by the Professional Staff Association. The PHOF
committee cannot surrender the management or responsibility of the fund unless supported by a
majority vote at a Professional Staff Association general membership meeting.
3. A minimum of $300 will be reserved for future fundraising activities. A 2/3 majority of
attendees at a PSA General Membership meeting must approve utilization of any reserved funds.
DONATIONS
1. All donations are of a voluntary nature, without compensation or any consideration to the
donor of such funds. Please see EPCC’s Donation Policy 4.06.02.10.
1.1 A receipt, upon request, will be provided to the donor. (i.e., see attached receipt)
1.2 Records of, and accounting for, donations and distributions will be maintained by the
Professional Staff Association according to a schedule provided by Records
Management. A monthly financial statement/report will be presented at the monthly
general meetings by the PSA Treasurer.
1.3 The PHOF committee will determine the manner in which contributions that are a
product of value can be used to obtain monetary funds for disbursement.
2. Fund Org to be used for deposits is 81265-G81265-51650-603.
3. Within 15 days of the conclusion of the fund raising event, the list of donors will be forwarded
to the PHOF Secretary. The PHOF Secretary will be notified in order to fill out the donation
form. A formal thank you and tax donation letter(s) will be sent out by Marketing Department
upon receipt of the donation form(s).
https://www.epcc.edu/Marketing/Lists/DonationsForm/NewFormDonationsForm.aspx?RootFold
er=%2FMarketing%2FLists%2FDonationsForm&ContentTypeId=0x01005B521B3E1D12FA49
894EC4274D6BE9C2&Source=https://www.epcc.edu/Marketing/Pages/ThankYou.aspx
FUND RAISING
1. Fund raising activities must be agreed upon by the committee. All PSA members are
encouraged to participate.
2. The PHOF Chair will fill out the Application for Approval of Fund Raising and get the
signatures for approval (PSA President, PSA Liaison, and Comptroller). The link of the
website is listed below. Three (3) weeks prior to the date of the event, the Approval of Fund
Raising form must be filled out and approved or fund-raising cannot occur.
3. The Chair must keep record of all deposits (with the deposit receipts from the cashier) and of
all expenses (with the cashier payout receipts or with copies of the invoice(s) to be paid by
accounts payable).
4. After the event takes place, a Fund Raising or similar report must be filled out within 15
working days. Use the form report from the website below. This report must have the required
signatures and submitted into the Comptroller’s Office.
5. If any items were given away or given at a discount, the Complimentary Ticket or Article
Form must also be filled out to identify the recipients.
DISTRIBUTION OF FUNDS
There are no guarantees that a request will be approved. The committee reserves the right to
approve or disapprove any request regardless of the priorities. The PHOF committee decisions
are FINAL.
1. PHOF monies awarded will be distributed in accordance to the college’s policies and
procedures. Monies are not to be considered as payment of any service, consideration, or the
like, on the part of the recipient by the Professional Staff Association, the El Paso Community
College District, or related groups.
2. For catastrophic events, you must apply to the sick leave pool first. If awarded, you may not
submit an application for the PHOF assistance. These funds cannot be used in conjunction with
Sick Leave Pool. Please see the website below for information on the sick leave pool:
http://www.epcc.edu/EmployeeRelations/Pages/SickLeavePoolForms.aspx
3. Application Submission.
3.1 PSA member themselves.
3.2 PSA member on behalf of an organization.
3.3 Intended recipient with a PSA sponsor.
3.4 All portions of the application will be completed when being submitted. The
“purpose” section must be completed. Previous PHOF recipients may submit a new
application after 1 full year of disbursement (date of award issuance). This will enable the
PHOF committee to distribute funds fairly and appropriately. A list of recipients will be
kept by the PHOF chair to keep track of the “1 full year must pass before requesting aid
again” rule.
3.5 The PHOF committee Chair will review the application for completion. The
committee may request additional information or documentation. Once the application is
complete, the Chair will call for a meeting with the PHOF committee members in order
to review the application(s).
3.6 At the time of application or disbursement of funds, confidentiality cannot be
guaranteed; however reasonable attempts will be made.
3.7 Disbursement of monies will be based on need and availability of funds.
3.7.1 First priority will be given to PSA members on leave without pay who need
help paying for one month of health insurance at premium level.
3.7.2 Next priority will be given to PSA members with a sudden catastrophic
lifetime event, such as a terrible accident or home burning down, leaving the PSA
member displaced (not divorce situations, nor situations that qualify under sick
leave pool).
3.7.3 Next priority will be given to PSA members on leave without pay because
of illness or health related issues.
3.7.4 Next priority will be given to PSA member spouse or children due to acute
illnesses or sudden health related issues.
3.7.5 Next priority will be given to non-PSA EPCC employees - Other EPCC
employees must request help from their classification association first, and if they
receive an award, they may not request funds from PSA. Applicants must be able
to show they did not get assistance from their classification association in order to
apply for assistance from the PSA Humanitarian Outreach Fund. Applicants must
be able to show that they were denied help from the sick leave pool first in order
to apply for assistance from the PSA Humanitarian Outreach Fund.
3.7.6 Assistance to EPCC organizations, the community, and country. This fund
may serve as a pass-through.
Examples: If an organization is requesting help with food, toys, blankets,
toiletries, etc. or if a community in any country is devastated from a terrible
natural disaster, PHOF could collect funds or other items to help out or send a
check to the Red Cross on PSA’s behalf. Deposits for these specific
organizations, community members/events or country will have specific dates and
the deposit will have the name/reference of the organization, community member,
country event on it to distinguish these funds.
4. A check request will then be made to the designated organization, community member/event
or a PAR/EAR will be processed for EPCC employees. Monies or items may be collected for
their specific purpose and then the monies will be sent via direct deposit or check to the
designated organization or community member/event.
5. The PHOF committee Secretary will keep records of all decisions made.
6. Disapproved applicants will be notified as soon as possible after a decision is made.
7. The Professional Staff Association Humanitarian Outreach Chair will notify the PSA
President by e-mail of any employee(s) or organization(s) approved. The PSA President will let
the PSA Treasurer know, by e-mail, the recipient and amount of the award. The PSA Treasurer
will do the paperwork for the check request or PAR/EAR.
7.1 The fund-org used for awarding will be 81265-G81265-71464-603
7.2 The PSA President may announce the award amount at the PSA General Membership
meeting or via any other media (meetings, PSA website, events, etc.). “The PHOF
committee has awarded $XXX for the month of ________20XX.”
Websites:
For APPLICATION FOR APPROVAL OF FUND RAISING go to:
http://www.epcc.edu/Comptroller/Documents/Application_for_Approval_of_Fund_Raising.pdf
For COMPLIMENTARY TICKET OR ARTICLE RECIPIENTS go to:
http://www.epcc.edu/Comptroller/Documents/Complimentary_Ticket_Form.pdf
For FUND RAISING REPORT go to:
http://www.epcc.edu/Comptroller/Documents/Fund_Raising_Report.pdf
Related EPCC policies:
Fund Raiser Policy 4.08.00.14
Donation Policy 4.06.02.10
Gifts Policy 4.06.02
For Sick Leave Pool information go to:
http://www.epcc.edu/EmployeeRelations/Pages/SickLeavePoolForms.aspx
For Donation Thank You Form go to:
https://www.epcc.edu/Marketing/Lists/DonationsForm/NewFormDonationsForm.aspx?RootFold
er=%2FMarketing%2FLists%2FDonationsForm&ContentTypeId=0x01005B521B3E1D12FA49
894EC4274D6BE9C2&Source=https://www.epcc.edu/Marketing/Pages/ThankYou.aspx
HUMANITARIAN OUTREACH FUND APPLICATION
Professional Staff Association
Name of Intended Recipient: ____________________________________________
(Please Print)
E mail: ___________________________ Contact Telephone #: __________________________
______________________
Street Address
____________________
City
________
State
_________________
Zip Code
Have you applied for Sick Leave Pool for this situation?_________ Were you awarded?______
Are you an EPCC employee who is non PSA?______ If so, have you requested help from your
classification first?______
PLEASE ATTACH OFFICIAL DOCUMENTATION TO SUPPORT REQUEST.
Purpose of the request (Be Specific) ____ Self ____ Family member ____ Organization
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Attach Documentation _________________________________________________________
NOTE:
 Name and amount is public information. Reasonable attempts will be made to keep
details as private as possible.
 Cannot use in conjunction with sick leave pool.
_______________________________________
Applicant/Recipient Signature
_______________________
Date
____________________________ ID#: _______________
_________________________
PSA Sponsor Signature
Date
Committee Application Approved: ______YES _____NO Amount $ _____________________
_____________________________________
PSA PHOF Chairperson Signature Date
_____________________________________
PSA President Signature
Date
HR Verification for Employees Only
Non PSA Applicants
Classification: _____PSA _____ Other
PSA Sponsor__________________________
Name of Organization__________________
____________________________________
Status: _____Active _____Inactive
Copy of Receipt (Example Only)
PSA Humanitarian Outreach Receipt 001
Date________________
From_________________________________
_____________________________________
For__________________________________
Amount_______________ Cash
Amount _______________ Check
Balance Due_____________
By__________________________
PSA Humanitarian Outreach Receipt 001
Date________________
From_________________________________
_____________________________________
For__________________________________
Amount_______________ Cash
Amount _______________ Check
Balance Due_____________
By__________________________
Original to be retained by PSA HOF Committee
Acknowledgement of Donation
Listing of Donations for Fundraiser dated ________________
1.
Name of Donor
Address
Donor’s Phone
e-mail
Cash donation Amount
Purpose of Donation
Item(s) donations description
2.
Name of Donor
Address
Donor’s Phone
e-mail
Cash donation Amount
Purpose of Donation
Item(s) donations description