|
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:
-
An itemized list of expected expenditures
showing dates and purpose including payees for the Support requested.
-
Organization’s current year operating budget,
including income and expenses.
-
Listing of current board members and Senior
Management (include member affiliation and other pertinent information).
-
Most recent audited financial statement or
appropriate substitute as approved by the Authority.
-
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:
-
Any funds awarded will be used solely for the
purpose for which the Support was approved.
-
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.
-
Any funds not used will be returned to the
Authority no later than thirty days after the Authority requests the return of
those funds.
-
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
