CORPORATE POLICY

CP:

DATE:

REVISION:

11-1

1/16/08

6

 

 

 

SUBJECT:   CONTRIBUTIONS AND SPONSORSHIPS

 

1.0             SCOPE

 

The Authority plays a significant role in providing electric energy in New York State.  In light of the extensive facilities and activities of the Authority throughout the State, and recognizing its role as a responsible public entity, the Authority may provide support to various organizations for purposes related to the Authority’s enumerated powers, duties and purposes as found in its enabling legislation, the Power Authority Act (hereinafter "Support").  Such Support may take the form of a sponsorship or a financial contribution to not-for-profit organizations and state and local governmental units which conduct a variety of projects, programs and activities related to the Authority’s statutory purpose and mission.  This policy sets forth the types of projects or activities which may be eligible for such support and the procedures assuring proper allocation and use of the Authority’s contributions.  This policy does not address activities undertaken in conjunction with the licensing and construction of generating and/or transmission facilities or activities that are otherwise provided for by law.

 

In general and for illustrative purposes only, Authority Support may be provided for projects, programs and activities in the following five major categories: 

 

·        Economic Development – to expand employment and investment in the state

·        Energy Services – to advance and promote the development and implementation of new energy technologies

·        Emergency Services – to assist rescue squads, hospitals, police and fire departments that benefit and support Authority Projects

·        Non-Profit Organizations, Local and State Government – to sponsor programs or activities which further the Authority’s statutory purpose and mission

·        State Assistance – to those departments responsible for energy and environmental research

 

Religious and political organizations are not eligible for support.  Payments and services provided solely to foster goodwill or well-being are not within the scope of this program.

 

2.0             IMPLEMENTATION

 

All Authority officers and employees shall adhere to this policy.  Implementing procedures shall be prepared as necessary to provide appropriate guidance in meeting the management controls described.  Recommendations for changes to this policy or a new corporate policy shall be processed in accordance with CP1-1 “Corporate Policy Program Administration”.

 

3.0             DISCLOSURE OF CONFLICT OF INTEREST

 

3.1             Requesting Organization

 

NYPA requires the reporting of any conflicts of interest in conjunction with application for Support.  Requesting organizations must disclose on the application form any Authority Trustees, officers and employees that are affiliated with their organizations.

 

3.2             Authority Officers and Employees

 

All Authority officers and employees who are affiliated with the requesting organization shall abstain from any involvement in the process outlined in this Policy.

 

4.0             MANAGEMENT CONTROLS

 

4.1             Responsibilities

 

The Vice President of Intergovernmental and Community Affairs, or designee, will be responsible for the implementation and maintenance of this Policy and for recommending additional policies and procedures to implement it.  The Policy shall apply to all departments and functional areas of the Authority.

 

4.2             Procedures

 

4.2.1       Support Application  and Certification

 

a)                 Organizations requesting Support must complete the Support Application Form (attached hereto as appendix A) including the required certification set forth in that form.  This form is available on the Authority’s Web Site (www.nypa.gov) and at our Headquarters in White Plains.

 

4.2.2       Management Approval and Oversight

 

a)                 Support Awards valued at $5,000 or more

 

All Support awards valued at $5,000 or more annually must be approved by the President and CEO, Executive Vice President – Corporate Services & Administration, Executive Vice President – Energy Marketing & Corporate Affairs and Vice President of Intergovernmental & Community Affairs, or designee.  Site specific support also requires the approval of the Regional Manager.

 

b)                 Support Awards valued at less than $5,000

 

All support awards valued at less than $5,000 annually must be approved by the Executive Vice President – Corporate Services & Administration, Executive Vice President – Energy Marketing & Corporate Affairs and the Vice President of Intergovernmental and Community Affairs, or designee.  Site specific support also requires the approval of the Regional Manager.

 

c)                  In the event that an Authority Officer abstains from approving a Support award, the Authority’s General Counsel will approve such requests in his or her absence.

 

d)                 Corporate credit cards of any type are not to be used for any support payments associated with this Policy.

 

e)                 All Support payments are to be made only to the requesting organization.  NYPA payments to third-party vendors of that organization are prohibited.

 

4.2.3       Funding Requests for Support

 

A Funding Request Form (attached hereto as Appendix B) must be completed by Intergovernmental & Community Affairs for all approved Support awards. The following information must be provided on the form: Support amount, account codes, recipient information and approval signatures. Each Support payment is to be charged only to the Cost Elements and WBS Codes approved by the Budget Division for Support.  These codes are shown on the drop down menu of the Funding Request Form and are the only ones authorized for use.

 

4.2.4       Reports

 

a)                 Organizations receiving Support must submit an accounting report on the form provided by the Authority (See Support Application Accounting Report attached hereto).  Requesting Organizations must acknowledge that the reports submitted are subject to audit by the Authority.


 

b)                 By no later than the March Executive Management Committee meeting, the Vice President of Intergovernmental and Community Affairs, or designee, will present a report to the Executive Management Committee detailing the Support expenditures for the prior year.

 

5.0             REFERENCES

 

5.1             CP 1-1 Corporate Policy Program Administration

 

 

 

 

President and Chief Executive Officer

 


 

Appendix A

 

New York Power Authority

 

 Support Program

 

Application

 

 

 

INTRODUCTION

 

The Authority plays a significant role in providing electric energy in New York State.  In light of the extensive facilities and activities of the Authority throughout the State, and recognizing its role as a responsible public entity, the Authority may provide support to various organizations for purposes related to its mission as that mission is expressed through the Authority’s enumerated powers, duties and purposes as found in its enabling legislation, the Power Authority Act (hereinafter "Support").  Such Support may take the form of a sponsorship or a financial contribution to not-for-profit organizations and state and local governmental units which conduct a variety of projects, programs and activities in the categories outlined below and which relate to the Authority’s mission.  This policy provides rules governing Authority support of these various groups and procedures assuring proper allocation and use of the Authority’s contributions.  This policy does not address activities undertaken in conjunction with the licensing and construction of generating and/or transmission facilities or activities that are otherwise provided for by law.

 

In general and for illustrative purposes only, Authority Support may be provided for projects, programs and activities in the following five major categories:

 

·        Economic Development – to expand employment and investment in the state

·        Energy Services – to advance and promote the development and implementation of new energy technologies

·        Emergency Services – to assist rescue squads, hospitals, police and fire departments that benefit and support Authority Projects

·        Non-Profit Organizations, Local and State Government – to sponsor programs or activities which further the Authority’s statutory purpose and mission

·        State Assistance – to those departments responsible for energy and environmental research

 

Religious and political organizations are not eligible for support.  Payments and services provided solely to foster community goodwill or well-being are not within the scope of this program.

 


 

Appendix A

 

New York Power Authority

SUPPORT APPLICATION

 

 

1. Organization name:                                                          Date:                                                        

 

2. Address:                                                                         City, State & Zip:                                      

 

3. Contact Person & Title:                                                   Phone No.:                                               

 

4. Person responsible for the Program:                                Phone No.:                                               

 

5. Amount Requested:                               

 

6. Project Title:                                                         Project start date:                                               

 

7. Type of request:

 

              Economic Development        Energy Services                 State Assistance

 

 

              Emergency Services            Non-Profit, State and Local Government

 

             

 

8. Purpose of The Request (Add additional sheets if necessary)

 

 

 

9. Previous funding from the Authority?                                                 Yes            No

    If yes, please list the amount and dates of the Support received.

 

10. List any Board members, officers and employees of your organization who are affiliated with the Authority.

 

Attachments

In addition to the information required on the Support Application Form, please provide the following:

 

  1. An itemized list of expected expenditures showing dates and purpose including payees for the Support requested.
  2. Organization’s current year operating budget, including income and expenses.
  3. Listing of current board members and Senior Management (include member affiliation and other pertinent information).
  4. Most recent audited financial statement or appropriate substitute as approved by the Authority.
  5. The Authority considers Support applications only from public charities as defined under the Internal Revenue Code and applicable regulations or governmental entities.  A charity applicant must have obtained a 501(c)(3) determination letter prior to submitting an application and must include a copy with this application. If the applicant is not required to have obtained a 501(c)(3) letter, it must provide a copy of an IRS letter or a legal opinion certifying that the applicant is a public charity as described in section 509(a) (1), (2), or (3).

 

Appendix A

 

 

Certification

 

I hereby certify and agree, on behalf of the organization making this request, that:

 

  1. Any funds awarded will be used solely for the purpose for which the Support was approved.
  2. A detailed report on the use of the funds (See Report form attached hereto) will be submitted to the Authority no later than 90 days after the organization’s expenditure of the funds awarded, and such report is subject to audit by the Audit department of the Authority.
  3. Any funds not used will be returned to the Authority no later than thirty days after the Authority requests the return of those funds.
  4. The information contained in the application and accompanying documents is true and complete in every respect.

 

 

 

*Signature of Authorized Representative ________________________________________

 

 

Name (type or print) _______________________________ Title ________________________

 

 

Date __________________________

 

 

*The application must be signed by the President/CEO, or other responsible official of the requesting organization.

 


 

Appendix A

NEW YORK POWER AUTHORITY

SUPPORT APPLICATION

ACCOUNTING REPORT

 

Organization ___________________________________

 

Support Time Period ______________________________

 

 INCOME

Source                                                                                                                                  

Support

 Amount
 1.  NYPA Support Funds Received                                          $____________________
 2.  Other Funding (Specify)                                                   $____________________
 3.  ___________________________________________  $____________________
Total Income    $____________________

 

EXPENSES

 Item (Please be specific and add lines as needed including payees)   Amount
 1.  ___________________________________________  $____________________
 2.  ___________________________________________  $____________________
 3.  ___________________________________________  $____________________
 4.  ___________________________________________  $____________________
 5.  ___________________________________________  $____________________
 6.  ___________________________________________  $____________________
 7.  ___________________________________________  $____________________
 8.  ___________________________________________  $____________________
 9.  ___________________________________________  $____________________
10.  ___________________________________________  $____________________
11.  ___________________________________________  $____________________
12.  ___________________________________________  $____________________
13.  ___________________________________________  $____________________
14.  ___________________________________________  $____________________
15.  ___________________________________________  $____________________
   
Total Expenses     $____________________
Difference (Income Less Expenses)    $____________________

 

By signing this report, I confirm that the funds were spent only for which the Support was approved, and that all of the information contained herein is true and accurate.

 

Signature               ________________________________

Name & Title         ________________________________

Date                        ________________________________


 

Appendix B

NEW YORK POWER AUTHORITY

FUNDING REQUEST FOR SUPPORT

 

 

Cost Information

 

Cost Center:

 

Cost Element:

 

WBS Code:

 

Amount:            ________________

 

 

RECIPIENT INFORMATION

 

Please make check payable to:   ____________________________________

 

Federal ID #:                            ____________________________________

 

Mail to:                                     ____________________________________

 

                                                ____________________________________

 

                                                ____________________________________

 

Contact Person:                         _________________________          Phone:_________________________

 

 

Describe Type of Request:                     ____________________________________

 

(Include NYPA Program Supported):     ____________________________________

Attachments:

 

Recommended by:         ____________________________    ____________________________

                                    Name                                                   Department/Facility

 

Reviewed by:                ____________________________    _____________________________

                                    Office Manager, I&CA                         Date of Request

 

 

 

Approval Signature:       __________________________________    ______________(Date)   Y/N

                                    President & CEO

Approval Signature:       __________________________________    ______________(Date)   Y/N

                                    EVP – Corporate Services & Admin.

Approval Signature:       __________________________________    ______________(Date)   Y/N

                                    EVP – Energy Marketing & Corp Affairs

Approval Signature:       __________________________________    ______________(Date)   Y/N

                                    VP – Intergovernmental & Community

Affairs or designee

Approval Signature:       __________________________________    ______________(Date)   Y/N

                                    Regional Manager