This policy sets forth the University’s expectations pertaining to the procedures to be followed by department personnel to ensure that gifts, which are received outside of the Office of Advancement or the Office of Corporate Engagement and Foundation Relations, are processed in an accurate, efficient and timely manner and that all fundraising efforts followed by these departments adhere to University policy.
II. Who is Affected by this Policy
All gifts received in departments other than the Office of Alumni and Donor Records “ADR” (gifts from individuals) or the Office of Corporate Engagement and Foundation Relations “CEFR” (Institutional gifts) must be forwarded to either of these offices within 24 hours of receipt. All notices of impending bequests should be forwarded to the Office of General Counsel.
1. Fundraising efforts must follow the processes outlined in either the "Approval of Projects and Programs Involving Development Office Fundraising" or the "Departmental Fundraising Initiatives Involving Academic Advisory Councils" guidelines. If your efforts do not fall directly under either guideline and you are unsure of whether you have approval to conducts such efforts, please contact the Office of Fundraising Initiatives for guidance.
2. For all gifts received outside of ADR and CEFR, the form entitled “Gift Transmittal (For Departmental Term Gifts)” must be completed.
- The completed "Gift Transmittal Form (For Departmental Term Gifts)" will be approved by the Department Manager. This form, along with all appropriate documentation, will be forwarded by campus mail, or hand delivered, to either ADR or CEFR within 24 hours of receipt. All receipts of cash and marketable securities must be hand delivered to the appropriate office (inter office mail cannot be used). Documentation attached to the "Gift Transmittal Form (For Departmental Term Gifts)" will include:
- Check or cask received
- All original correspondence pertaining to the gift/grant. The office forwarding the documentation will make copies if it wishes to retain a record.
- The postmarked envelope in which the gift/grant was received by mail. This is needed to ensure the proper gift/grant date is verified and recorded.
- Matching gift information, if applicable.
- Fund ChartField Request form.
- Department personnel should indicate whether an existing Fund number should be credited with the gift or whether a new Fund should be established. This decision should comply with the protocols established in the document entitled, “Restricted Term and Endowment Funds – Accounting Guidelines.”
- For individual gifts, if the donor designates a specific purpose and no appropriate Fund already exists, the department personnel should request a new Fund number by completing the Fund ChartField Request Form, and send along with the Gift Transmittal Form, to the gift records manager. The gift records manager reviews the Fund ChartField Request Form and supporting materials and routes the appropriate information to Funds Management in the Office of Finance and Treasury.
- For institutional gifts, if the Fund is unknown, department personnel will contact the analyst in CEFR. The analyst in CEFR will ensure that the appropriate CEFR staff consults with ORPA’s departmental representative to determine the appropriate chartstring to be used. The analyst in CEFR will be notified of this determination and will be responsible for notifying department personnel via email. If a new Fund needs to be established, department personnel will request a new Fund by completing the Fund ChartField Request Form, and forwarding via email to the gift records manager, email@example.com. The gift records manager reviews the Fund ChartField Request Form and supporting materials and routes the appropriate information to Funds Management in the Office of Finance and Treasury.
- Upon receipt of the gift/grant and completed “Gift Transmittal Form,” the Gift Processing Supervisor in ADR or the Analyst in CEFR will review the form to ensure that the title of the person approving the form appears appropriate and will notify the Department Manager that the gift/grant has been received by their respective office. The Department Manager should contact either the Gift Records Manager in ADR or the Analyst in CEFR if such notification has not been received within one week after the documentation has been sent to these offices.
- When a new Fund is deemed necessary F&T Funds Management creates a new Fund value. Once completed, Funds Management or Budget sends an email notification with the new Fund value to F&T (Budget and Gift Admin), Advancement (ADR and CEFR), and the Benefitting/ Managing Department(s).
- For Endowment (E) Funds, the Associate Budget Director will notify the benefiting department of the establishment of the Fund. For B Funds the Office of Fund Management will notify the benefiting department of the establishment of the new Fund.
- Once the notification is sent, restriction information will be made available on the Fund Restriction/Designation by Assigned Chartstring Balance and the Fund Restriction/Designation by Initial Department/Fund/Program Payout Distribution Information Warehouse Reports.
Accounting Guidelines: Restricted Term Gifts and Endowment Funds
10/4/19 - Updated policy name and page reference links.
8/10/18 - Updated to include post-Prime language and process.
1/19/2012 - No changes. Moved to Finance Policy Library from Gift Administration Site.