Streamlining Gift Processing Procedures for Donor and Member Services
Essential guidelines for handling and processing gifts within Donor and Member Services, including submission methods, necessary information, exceptions, receipting procedures, and fund transfer details. Contact details for assistance and specific scenarios requiring alternative processing methods are also provided.
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DONOR AND MEMBER SERVICES Lori Baney, Executive Director Charlene Harpster, Accounting Asst May 22, 2018
YOUVE GOT THE GIFTNOW WHAT Where do I send the gift? What happens when a gift is received? How is money moved from the gift fund into the proper budget and fund number? How are guidelines set in place, and what are the naming and allocation code procedures? Who do I notify if there needs to be a correction made to a donor s gift? Where do I view endowment information?
GETTING STARTED Where do I send the gift? Gifts are submitted via IBM Notes Gift Receipting application ROCRS for the gift must be in PRO (Processed) status Information needed for submitting the gift: Donor ID from AWA, address Allocation Code Appeal Code Gift Amount Include any special instructions Memorial/Honor Gifts *must enter receipt comment* Donor and Member Services (DMS) will review and record for the gift Questions please contact Charlene Harpster at cmh236@psu.edu 814 863 4861
Exceptions to the above process stock gifts, estate gifts, deferred gifts of any type (annuities, charitable remainder trusts, etc.) must be sent to the Office of Gift Planning at the address below: 103 Innovation Blvd., Suite 212 University Park, PA 16802 Additional Contact Info: Phone: 814-865-0872 or toll free 1-888-800-9170 Fax: 814-865-0893 e-mail: giftplanning@psu.edu www.giftplanning.psu.edu Matching gift checks and matching forms should be sent to DMS Jodi Snook (jms1235) handles the forms, confirmations and checks. Questions please call 814-863-4855 or email psugiftmatch@psu.edu
Receipting of Gift Once the gift has been entered into the AWA system, a receipt (hard copy or electronic, depending on donor s choice) is produced the next day. If the donor requested an electronic receipt, you would note this request in the Special Handling area and make sure an email address is provided. Daily review of gifts $10,000 or more, or honor/memorial gifts Development units have access via eSteward and/or eDDS to review gifts recorded to their unit (daily or weekly) DMS does not send receipts for GIK, deferred gifts (annuities, trusts, life insurance, IRA, etc.)
Transfer of gift funds to B/F Gifts are recorded daily, the transfer of funds occurs once a week, currently Thursday evenings. Gifts of $5,000 or more are held for a minimum of 90 days before being transferred to their intended budget/fund. Reports available online via eSteward or eDDS to development staff, financial officers, Office of Student Financial Services and others.
If a new allocation code is needed, submit the request via the Allocation Request link on the AWA Home page. DMS will create the code based on the information provided. https://www.lionlink.psu.edu/XP_AllocCodeReq.nsf/xpa llocationrequest.xsp If the new allocation code is for a named endowment or named annually funded account, please ensure that the request for the Guideline Agreement (GA) or Statement of Donor Intent (SODI) is submitted through GuideLION before submitting the allocation code request. Once the Office of Gift Planning has drafted and approved the GA or SODI, DMS can proceed with creating the allocation code from the submission request. https://www.lionlink.psu.edu/xp_PSUGuide.nsf
The submitter of the allocation code request will receive a system-generated email when the code has been created. If you are unsure whether a request has been submitted, please search in AWA to be sure an allocation code does not already exist. Instructions for this lookup are included in the Allocation Code request application found in the tab titled How to Request an Allocation Code. If an allocation code is associated with a GA, DMS will facilitate the creation of the budget/fund with Student Financial Services once the GA has been executed and the pledge (or full payment) has been recorded in AWA. If an allocation code is not associated with a GA but rather represents a program initiative of your campus, you will need to provide the budget and fund when the allocation code request is submitted. For questions about allocation codes please contact Wilma Aungst at wja2@psu.edu or 863-4858
Who do I notify if there needs to be a correction? Reporting modifications/corrections If you discover an entry that needs correcting, please contact Charlene Harpster with the details and supporting documents, including the receipt number (found in AWA).
Budget & Fund (B/F) Numbers Campus funds, program support, unrestricted funds, and college programs do not need guidelines; all endowments and annually funded scholarships/awards require guidelines. https://policy.psu.edu/policies/fn15#D Guidelines do not need to be signed by the donor to request a budget and fund number. Additional resources can be found in the Gift Solicitation, Acceptance, Accounting and Reporting Standards document located in the Policies section of LP https://lp3.ddar.psu.edu/testcategories/Gift-Acceptance-Policy.pdf
Pledges Information needed for submitting pledge forms to DMS for recording Name Purpose Amount Schedule Binding/non-binding Publicity Consent Unit Use box (allocation code, Donor AWA ID, Unit Contact Name) ] If a payment is received before the pledge is recorded, it will be recorded as a gift. When the pledge is recorded, the gift will then be changed to a pledge payment. Pledge Reminders Sent Annually, Semi-Annually or Quarterly
Pending Fund (Gift Purgatory) Pending Fund - includes gifts not yet allocated (XXXPE Designation Pending). In these cases the donor is unsure of what they want to support. Also, includes allocation codes without internally approved guidelines (therefore no budget and fund number request has been made). In these cases the donor knows what they want to support, but the guideline questionnaire and approvals have not been completed. Money is in stasis, not being used for the fund to which it is designated, earns little or no interest. It is always preferable to have allocation codes assigned as soon as possible, at times before budget and fund numbers, so that the donor receives a timely receipt for their contribution, and the dollars are included in unit totals rather than University-wide totals.
Guideline Agreements and Statements of Donor Intent Guideline Agreements and Statements of Donor Intent are only drafted by the Office of Gift Planning. These documents describe the benefactor s intent and specify how the funds will be used. These documents are signed by the donor(s) and the University. A Guideline Agreement is created and executed when the University has cash in hand or a signed pledge commitment is forthcoming. A Statement of Donor Intent is created and executed when the funding will be received at a future date, most times after the donor s death (i.e. monies from their future estate, the remainder of a charitable remainder unitrust, the residuum of a charitable gift annuity, a beneficiary designation of a life insurance policy, etc.). Further details about the process to request a Guideline Agreement (GA) or Statement of Donor Intent (SODI), along with FAQs can be found in the FAQ section of GuideLION. The link to login to GuideLION is located on the home page of AWA as well as on the Resources tab of LP3.
Viewing endowment information in eSteward eSteward can be used to view endowments, budget/funds, along with the expenditures and income. You can verify the addition of gift funds, JV# transferring funds, if the gift is in the 90 day hold the expected date of release is provided. If the transaction is a pledge payment, the associated pledge number, status and balance is provided. Combination of 5 systems (IBIS, AWA, LionPATH, EASIS, GuideLION)
