Gift Transmittal

EFFECTIVE DATE: March 1, 2009 |LAST UPDATED: June 20, 2014 | Policy Section: gift-administration

Responsible Executive

Director of Alumni and Donor Records

Responsible Offices

Development Office

Office of Alumni and Donor Records

Office of Corporate and Foundation Relations

Contacts

Approval of Fundraising Initiatives - Laurie Russen, senior associate director of development priorities, lrussen@princeton.edu or (609) 258-5374

For Gifts Received from Individuals - Helen Hardy, records manager, hhardy@princeton.edu or (609) 258-8283

For Institutional Gifts - Pam Berchtold, analyst, pberchto@princeton.edu or (609) 258-5953

I. Policy StatementBACK TO TOP

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 Development Office or the Office of Corporate 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 PolicyBACK TO TOP

III. Definitions

IV. PolicyBACK TO TOP

All gifts received in departments other than the Office of Alumni and Donor Records “ADR” (gifts from individuals) or the Office of Corporate and Foundation Relations “CFR” (Institutional gifts) must be forwarded to either of these offices within 24-48 hours of receipt.  All notices of impending bequests should be forwarded to the Office of General Counsel.

V. Procedures BACK TO TOP

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 Development Priorities for guidance.

2.  For all gifts received outside of ADR and CFR, the form entitled Departmental Form to Transmit Gifts/Grants and Pledges to Central Offices” must be completed.

  • Department personnel are responsible for determining whether an existing project grant account number should be credited with the gift or whether a new project grant account number should be established.   This decision should comply with the protocols established in the document entitled, “Restricted Term and Endowment Funds – Department Fund 20 Accounting Guidelines.” If the donor designates a specific purpose and no appropriate project grant account number already exists, the department personnel should request a new project grant number by completing the Project Grant Request Form, and forwarding, via e-mail, to ADBKPGL@princeton.edu.
    • For institutional gifts, if the project grant account number is unknown, department personnel will contact the Analyst in CFR. The Analyst in CFR will ensure that the appropriate CFR staff consults with ORPA’s departmental representative to determine whether a fund 20 or fund 40 project grant account number should be used. The Analyst in CFR will be notified of this determination and will be responsible for notifying department personnel, via email, copying the Manager in Gift and Planned Giving Administration of the decision. Department personnel will request a new project grant account number by completing the Project Grant Request Form and forwarding, via e-mail, to ADBKPGL@princeton.edu.
  • Office of Asset Administration will send an e-mail to the originator of the Project Grant Request Form confirming the establishment of the new project grant account number. For those project grant account numbers in which CFR is involved, the Analyst in CFR will be copied on this e-mail.
  • The Office of Asset Administration will notify the Associate Budget Director when a new project grant form is completed, indicating that the funds will be processed as a gift. The Office of Asset Administration will forward all gift documentation for this new project grant account number to the Associate Budget Director. The Associate Budget Director will input the information onto the Restricted Funds Database.

3.  The completed “Departmental Form to Transmit Gifts/Grants and Pledges to Central Offices” 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 CFR within 24-48 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 “Departmental Form to Transmit Gifts/Grants and Pledges to Central Offices” will include:

  • Check or cash 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.

4.  Upon receipt of the gift/grant and completed “Departmental Form to Transmit Gifts/Grants and Pledges to Central Offices,” the Gift Processing Supervisor in ADR or the Analyst in CFR 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 CFR if such notification has not been received within one week after the documentation has been sent to these offices.

VI. Forms BACK TO TOP

VII. Contact Roles and Responsibilities BACK TO TOP

VIII. Update Log BACK TO TOP

1/19/2012

No changes. Moved to Finance Policy LIbrary from Gift Administration Site.


 

CONTACT US

finance@princeton.edu
Tel (609) 258-3080
Fax (609) 258-0442

Princeton University
Office of Finance & Treasury
701 Carnegie Center
Princeton, NJ 08540

Google Map
Princeton Shuttle

FINANCIAL SERVICE CENTER

7 New South
Tel (609) 258-3080
Fax (609) 258-5040
Open Monday through Friday,
8:45 am — 5:00 pm

SERVICES INCLUDE

Customer service, cashiering,
check pick-up, financial system access

FINANCE NEWSLETTER

The General Ledger is your link to updates on people, policies, and other information related to financial transactions at the University.

Download Current Issue
Download Past Issues
Subscribe

WE WANT YOUR FEEDBACK!

How can we better serve you? Submit comments, questions, and ideas to our customer service department.

finance@princeton.edu