Original Issuance Date: September 15, 2023
Last Revision Date: October 5, 2026
1. Purpose of Guidance
This guidance operationalize and supports compliance with SYS 640, Foreign Gifts and Contracts Reporting.
2. Publishing Office
Office of the Vice Chancellor for Finance & Administration
3. Affected Stakeholders on Campus
This guidance applies to every UW-Eau Claire individual and department that receives a gift or payment from, or enters into a contract with, a foreign source as defined in SYS 640. The Office of the Vice Chancellor for Finance & Administration (VCFA) oversees the guidance and distributes it to all departments at least annually.
4. Primary Responsibility
The Office of the VCFA is responsible for ensuring required reports are submitted to each Oversight Agency, communicating the reporting requirements to departments at least annually, and confirming to UW System Administration each year that the reports have been submitted.
Individuals and departments that receive payment from a foreign source are responsible for notifying the Office of the VCFA, documenting how the foreign source designation was determined, and being prepared to identify affiliated or subsidiary relationships that may not be explicitly stated.
5. Guidelines
A. Oversight
The Office of the Vice Chancellor for Finance & Administration (VCFA) has responsibility and authority to oversee and ensure that a report is submitted to any Oversight Agency for any gifts received from; contracts with; and any ownership interests in the university by a foreign source.
B. Due Diligence
Each individual or department that receives payment from a foreign source must:
- Notify the Office of the VCFA (finadmin@uwec.edu),
- Maintain documentation of how the foreign source designation was determined, and
- Be prepared to identify foreign sources and affiliated or subsidiary relationships that may not be explicitly stated.
C. Reporting
The Office of the VCFA will:
- work with individuals and departments to establish processes to complete required reporting established by each Oversight Agency,
- communicate the reporting requirements to all departments at least annually, and
- provide annual confirmation to UW System Administration that—to the best of their knowledge—the required reports have been submitted to all applicable Oversight Agencies.
6. Contact
Office of the Vice Chancellor for Finance & Administration
7. History
Revision 2: October 5, 2026
Revision 1: October 7, 2025
First approved: September 15, 2023
8. Scheduled Review
October 2031