30.02 Gift Processing Issued: May 15, 1998
1. Solicitation of Gifts
All departments are encouraged to solicit gifts for the University from the private sector as a
means of obtaining financial resources to meet the needs of the University. To help ensure
that departments are made aware of other solicitation efforts targeting the same potential
donors, departments should notify the Director of Institutional Development of planned
2. Receipt of Gifts
Upon receipt of gift checks from donors, departments must prepare a Gift Transmittal form
to properly document the designation, purpose, account, and donor information. If the
account is not known, the account field should be left blank for the Development Office or
Fiscal Affairs Department to complete. Departments requiring assistance in completing the
form should contact the Development Office. All gift checks, along with the Gift Transmittal
Form and any relevant donor correspondence, should be hand delivered as quickly as
possible (preferably the day of receipt) to the Development Office. The Development Office
will log the gifts on the Daily Check Log Sheet, review the Gift Transmittal for proper
completion, update the donor files and gift tracking system, and transmit the checks to the
Fiscal Office as quickly as possible (preferably the same day).
3. Acknowledgment Letters
The Development Office will prepare donor acknowledgment letters for all gifts received and
forward to the President’s Office for signature and distribution.
4. Gift Records and Reporting
The Development Office will track all requisite gift and donor data for required reporting of
gift information and will maintain permanent files on each donor. The Fiscal Office will
deposit all gift funds into the appropriate account(s) and maintain all requisite fiscal records in
FAMIS. The Development Office is responsible for preparing all required reports on gifts
(including IRS Reports) for the University.
Departments should reconcile all gifts from their copies of source documents to their monthly
FAMIS statements. Additionally, the Development Office will prepare monthly
reconciliations of their gift tracking system to FAMIS.
6. In-Kind Gifts
In-kind (non-cash) gifts vary but include such items as books, equipment, livestock, and
land. Departments notified of intended In-kind gifts must complete a Gift-In-Kind
Information Form and submit it to the Director of Institutional Development. The Director of
Institutional Development is responsible for obtaining the proper approval of all In-kind gifts
and for preparing notifications of acceptance to donors. The Director of Institutional
Development is responsible for providing requisite documentation of In-kind gifts to the
Fiscal Office for proper recording of the gifts in FAMIS. [Note: Departments may not
accept In-kind gifts without prior approval.] Disposal of In-kind gifts must be coordinated
through the Development Office to ensure compliance with applicable IRS Regulations.
Acceptance of all cash gifts must be approved by the Director of Institutional Development
or his/her designee. Acceptance of all In-kind gifts must be recommended by the receiving
department and approved by the Director of Institutional Development, the relevant
dean/director and vice president. All In-kind gifts of personal property valued at $100,000
or more and all In-kind gifts of real estate must be approved by the President. All gifts
accepted by the University are reported to the Board of Regents for confirmation.
Gift-In-Kind Information forms and Gift Transmittal forms may be obtained from the
Contact: Director of Institutional Development
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