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Depositing Gifts. Overview. All gifts are deposited by Gift Records Official tax receipt sent to the donor Gifts inadvertently sent to the Cashier's Office are redirected by the Cashier's Office to Gift Records Each gift processed as unique transaction in Peoplesoft
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Overview • All gifts are deposited by Gift Records • Official tax receipt sent to the donor • Gifts inadvertently sent to the Cashier's Office are redirected by the Cashier's Office to Gift Records • Each gift processed as unique transaction in Peoplesoft • Reference field contains donor receipt number • Use DAR Reports for stewarding donors and reconciling deposits with Peoplesoft • Shows names, addresses and amounts of donors’ gifts deposited
Overview • Appeals through DAR • Appeals on Your Own • Unsolicited Gifts • One-Time Restrictions • $10,000+ • GIK/Property
Appeals through DAR • DAR uses preprinted response cards and reply envelopes • All donor and fund information is included on the cards and envelopes • Envelopes go directly to DAR • No processing needed by the department
Appeals through DAR Response card Fund(s) Appeal tracking Donor information Payment information
Appeals on Your Own • Include donor name and contact info • Check usually has everything on it • Use an order form for credit cards • Include a copy of the solicitation used • Letter, script or phone order form, etc. • Multiple gifts for deposit • First, group by appeal (solicitation) • Second, group by fund (chartstring, allocation)
Appeals on Your Own Copy of solicitation Checks, credit card slips Use standard deposit form; OK to customize using fund names or allocation codes Dean’s Spring Newsletter Cash Deposit Form School of Business Fund $250.00 44309 21 58000 310 400001 131 _ _ _ 0000 0000 0000 Please consider a gift to the School of Business Fund or the Grinnell Business Scholarship Fund. Grinnell Scholarship Fund $745.00 44309 21 58000 400 330441 131 _ _ _ 0000 0484 0000
Unsolicited Gifts • Include donor name and contact info • Check usually has everything on it • Use an order form for credit cards • Include any letter, correspondence, notes from the donor indicating their intention • Sometimes the “pay to the order of” or “note” line of a check contains donor intentions so no letter needed
Unsolicited Gifts Donor letter with fund/intentions January 10, 2007 To the Dean: Dr. Smith and Dr. Brown were very influential in my research. I make this gift to the College of Medicine in their honor. Please charge my credit card below. Sincerely, Ima Donor Donor check with fund/intentions Ima DonorJan. 10, 2007Anytown, USA Pay to:UVM Business School $500.00 Five Hundred Dollars and 00/100 Grinnell Endowment Ima Donor
One-Time Restrictions • If a donor provides a one-time gift with a one-time restriction, it is deposited to Source 499999, regardless of how you originally solicited • Example: You solicited “Please consider a gift to the Statistics Department”. Donor writes on check “for Stats Dept to buy computers”. • “To buy computers” is a one-time restriction; we can’t comingle with truly discretionary gifts
$10,000+ • Use Gift Agreement form • Donor signature required for new pledges $10,000 or more • May require a new unique fund (chartstring) • Subject to review and acceptance
Gift-In-Kind / Gift of Property • Use Gift Agreement form • May require IRS forms (over $5,000) • Need to know if UVM has right to sell • Land, art, automobiles and other real and personal property may require special approvals, appraisals or considerations • Subject to review and acceptance
