1. Any Academy staff member preparing to submit a new grant request to a company must check with the AAFP Director of Corporate Development (AAFP Foundation Executive Vice President) first to assure that there is no conflict or overlap with projects operating in other divisions.
2. The proposal submitted to the company should contain the following elements (sample proposals are attached):
Suggested Guidelines for Creating a Database on Corporate Funding
- Academy/Foundation contact person
- Program description and purpose
- What role the company plays in the project and what acknowledgements they receive as a result of their support
- What the Academy's performance responsibilities are as a part of the project
- Any appropriate legal specifications and requirements
- Budget outline – where appropriate
- Timeline for report feedback from AAFP Foundation to company (if appropriate)
3. Once the company agrees to fund a project, a Letter of Agreement (see attached sample A&B) should be created by the originating party (staff in the Corporate Development Division typically generate these letters, however, there are exceptions where certain agreements will be created by certain Divisions, i.e., Publications Division – see Sample C – MMP agreement) at the Academy setting forth the acceptance of both parties of the conditions under which the grant is operated and instructions to the company for issuing payments. Copies of such agreements should be cleared in advance with the AAFP General Counsel and the staff person directly responsible for the event. Once cleared, copies of the agreement should be provided to the AAFP's General Counsel, CFO and Director of Corporate Development (AAFP Foundation Executive Vice President). Two original Letters of Agreement are sent to the supporter. One original is returned to the Director of Corporate Development (AAFP Foundation Executive Vice President) and maintained in Foundation files. Copies are provided to AAFP staff responsible for the program. For those programs that carry CME, an AAFP Commercial Support agreement for will accompany each Letter of Agreement (see Sample D).
4. Staff in the Corporate Development Division (located in AAFP Foundation) will issue a confirmation letter and invoices (see Sample E&F) for grants and create a system to track billing and collecting payment information for each grant. Staff in the AAFP Accounting Division will process payments to the accounts indicated. This procedure is applicable to all divisions except for Publications, which has a system in place that is well established and hopefully can be integrated with the accounting system.
5. Staff in the Accounting and Corporate Development Divisions will issue a monthly report on the collections received during the previous month with a notation showing to which account payments were credited. This report will hopefully also include payments received by the Publications Division and will be distributed to all divisions and to the Director of Corporate Development (AAFP Foundation Executive Vice President).
6. The Department of Corporate Development will photocopy unpaid invoices, stamp them "Second Request" and forward them to the division responsible for the program to ascertain if there are mitigating circumstances for the lack of payment and to decide whether or not a letter (see Sample G) needs to accompany the statement when it is mailed.
7. Initially, each division director will be responsible for producing a list of existing grants and sponsorships and provide background information on these areas of support to the AAFP CFO and the Director of Corporate Development (AAFP/F Executive Vice President). This will assure that payments get assigned to appropriate accounts as they are received from the granting or funding entity. The Director of Corporate Development (AAFP/F Executive Vice President) will verify these lists with a database to assure that the Accounting Division's list is as accurate as possible.
4. Staff in the Corporate Development Division (located in AAFP Foundation) will issue a confirmation letter and invoices (see Sample E&F) for grants and create a system to track billing and collecting payment information for each grant. Staff in the AAFP Accounting Division will process payments to the accounts indicated. This procedure is applicable to all divisions except for Publications, which has a system in place that is well established and hopefully can be integrated with the accounting system.
5. Staff in the Accounting and Corporate Development Divisions will issue a monthly report on the collections received during the previous month with a notation showing to which account payments were credited. This report will hopefully also include payments received by the Publications Division and will be distributed to all divisions and to the Director of Corporate Development (AAFP Foundation Executive Vice President).
6. The Department of Corporate Development will photocopy unpaid invoices, stamp them "Second Request" and forward them to the division responsible for the program to ascertain if there are mitigating circumstances for the lack of payment and to decide whether or not a letter (see Sample G) needs to accompany the statement when it is mailed.
7. Initially, each division director will be responsible for producing a list of existing grants and sponsorships and provide background information on these areas of support to the AAFP CFO and the Director of Corporate Development (AAFP/F Executive Vice President). This will assure that payments get assigned to appropriate accounts as they are received from the granting or funding entity. The Director of Corporate Development (AAFP/F Executive Vice President) will verify these lists with a database to assure that the Accounting Division's list is as accurate as possible.
