3.0 Completing the AAD Form for Donations Over $1,000.00
The Application to Approve Donations (AAD) Form is the first step to complete in the donation authorization process. The requesting government agency’s director or designee is responsible for completing and submitting the application to OPGS.
The AAD form shall include a description of the purpose for which the donation is sought; a certification that: the donation will be used by an agency of the District government to fulfill an authorized function or duty; the donation is directly related to, and will be expended solely for, programs or purposes described in the form; the donation is consistent with applicable laws and policies; and a description of the effect (if any) of the donation on future budgets of the District government.
The AAD form has nine sections. Each section, described below, consists of data fields and questions that must be completed to the fullest extent possible in order to expedite the District’s donation authorization review process.
Section 1. District Agency Information
This section requests information about the applicant’s official representatives including the director, financial manager, and project manager for the donation. All data fields within this section must be completed. Each agency must identify the project manager and the financial manager. Both persons will be responsible for answering questions about the donation.
Section 2. Donor Source Identification
This section requests information about the prospective donor, including the donor name and/or official representative, and related contact data. The applicant must complete all data fields. In some cases, the applicant has not yet identified the donor when this application is being completed. In such cases, the applicant must, to the best of his/her knowledge input a potential (s) donor. Failure to submit the required data in a timely manner could result in the denial to solicit or accept the proposed donation.
Section 3. Donation Information
This section requests information on the type of donation, a brief description of the proposed donation, related data including the estimated or actual value, and how and when the donation would be used to support the government’s authorized purpose. The applicant must complete all data fields within this section. Use the text box to provide details about the donation. A full explanation of the proposed donation is essential to the legal sufficiency review conducted by the Office of the Attorney General (OAG). Please note that the estimated and actual values might be the same. The start and end dates show when the donation is received and when the donation ends.
Section 4. Acknowledgement of Donation Rules and Conditions
This section confirms that the applicant and prospective donor are aware of the Rules of Conduct Governing Donations to the District Government. The applicant is required to review and comply with those rules and procedures. The applicant must complete all data fields within this section. This data assists OPGS and OAG to determine if the proposed donation would create an appearance or actual conflict of interest for the District government. Please note that additional space is provided in section 8 if needed by the applicant.
Section 5. Financial Donation Information
This section requests financial information needed to determine if the applicant’s CFO or financial manager has the proper account and budget requirements to accept, access, and use the donation for its intended purpose. The applicant should consult with its agency CFO or designee on all financial donation matters. Financial donations will require the appropriate revenue source codes to be established before the Office of the Treasury will deposit the donation. Please note that the District Treasurer does not accept cash donations. Additional space is also provided in Section 8 if needed.
Section 6. In-Kind Donation
This section requests data about in-kind and fixed asset donations. This data is used to assess whether the acceptance of the proposed donation would be a greater cost than a benefit to the District government. All in-kind and fixed asset donations must pass the usable condition rule to be authorized by OPGS. If the donation creates an additional expense for the applicant, then the agency CFO or designee must verify that funds are available to offset that cost. Please note that the applicant must complete all appropriate data fields within this section.
Section 7. Monitoring and Reporting Donations
This section requests information to verify that the applicant has the proper monitoring and reporting systems in place to ensure that the proposed donation would be used solely for its intended purpose and that those records would be maintained in a form suitable for audit and public inspection. The applicant must complete all appropriate data fields within this section.
Section 8. Additional Information on All Sections
This section contains text boxes for the applicant to enter additional details pertaining to any section on the AAD form. The applicant may also submit additional information via email to OPGS.
Section 9. Signature Line of the Applicant
This section requires the applicant to certify that the information provided in the AAD is accurate and complete. The applicant must provide his or her name, title, and date in the requested data fields and must check the official signature box to insert his or her signature. Once this form is completed, please check submit and click save to forward the application to OPGS and OAG.