Gift Processing 101 for UMaine Employees

• What is the function of the Gift Processing Department?

• What is a gift?

• What types of gifts are accepted by the University?

• How do I determine if money to be deposited is a gift?

• Can part of one check be processed as a gift?

• What are my gift handling responsibilities?

• What should I include in my gift deposit to the Gift Processing Department?

• How do you determine the credit date for the gift?

• How can donors make a gift to the University?

• What information should University Departments, Organizations, and Groups include in donor mailings?

• How do I submit gifts that I’ve received to be processed?

• Why should I deposit monies to the Gift Processing Department?

• Who do I call to find the balance of the University Account that I am responsible for?

• I want to create a new account. How do I go about it?

• Should I keep a copy of the check or credit card information before I make my deposit to the Gift Processing Department?

What is the function of the Gift Processing Department?  top

• Receive and process all gifts into the University’s Fundraising and Accounting Systems.
• Maintain and secure records of all gifts for University and IRS auditing.
• Ensure University and IRS compliance in the handling and processing of gifts.
• Issue tax receipts to donors for tax deduction purposes.
• Issue reports of donors and gifts processed to the responsible parties of the accounts which received deposits.

What is a gift?  top

• A gift is a donation in which no goods or services were received in exchange of the donation.
• A gift may be used as a tax deduction by the donor.
• The Gift Processing Department issues receipts to donors for their gifts.

What types of gifts are accepted by the University?  top

• Coin – All American Coins and Foreign Coins valued at less than $1.00.

• Cash – All American and All Foreign

• Check – All American and All Foreign

• Money Order – All American and All Foreign

• Credit Card – MasterCard, Visa, AmericanExpress (See Gift Acceptance Form for necessary information for submittal.)

• Gift-In-Kind – Donation of property or services. (The gift value is determined by the donor.)

• Stock  (Have the donor or broker contact the Gift Processing Department for account information.)

• IRA Contributions (Have the donor or broker contact the Gift Processing Department for account information.)

• Wire Transfers (Have the donor or broker contact the Gift Processing Department for account information.)

• Matching Gift – Donations made by a company that match a gift made by an individual donor. Donors must initiate the process to have their Matching Gift Companies match their donations. Only the Gift Processing Department is authorized to complete the Matching Gift Form.

• Volunteer Program Donations – Donations made by a company that makes donations based on an individual’s volunteer hours. Donors must initiate the process to have their Volunteer Program Companies make donations based on their work. Only the Gift Processing Department is authorized to complete the Volunteer Program Paperwork.

 How do I determine if money to be deposited is a gift?  top

If the person did not receive any goods or services in exchange for the donation – it is a gift. If the person received tickets to an event (whether attended or not), a service, materials, or any other goods - it is NOT a gift.

Some portions of fundraising events may be tax-deductible. Campus Organizers of these events should contact the Gift Processing Department in advance of the event to determine if this is permissible and for special handling instructions.

 Can part of one check be processed as a gift?  top

Yes. In order for this to be processed, recorded, and receipted accurately, the proper paperwork and documentation must be submitted to the Gift Processing Department with the check to be deposited. (call the Gift Processing Department for clarification and/or instructions)

Yes. Some portions of fundraising events may be tax-deductible. Campus Organizers of these events should contact the Gift Processing Department in advance of the event to determine if this is permissible and for special handling instructions.

What are my gift handling responsibilities?  top

• University Policies require that you deposit all gifts to the Gift Processing Department within 24 hours of receiving them.

• You must provide proper documentation and submittal forms when depositing gifts.

• University Policies prohibit you from copying donor checks and credit card information or keeping record of donor banking information.

• You may not alter or withhold information so that a deposit may be processed as a gift.

• Matching Gift Forms may only be completed by the Gift Processing Department. Please forward these forms to the Gift Processing Department in the state in which it was received.

 What should I include in my gift deposit to the Gift Processing Department?  top

• A completed and signed Gift Transmittal Form.
• The gift or the Gift-In-Kind Form
• All correspondence and/or forms received with the gift.
• The envelope in which the gift was received.

 How do you determine the credit date for the gift?  top

In most cases, the gift credit date is determined by the date that the gift is received at the Gift Processing Department.

 How can donors make a gift to the University?  top

Online – click on the “Give Now” button on the Gift Processing Main Home Page. Donors may complete the online gift form and make a donation using their credit card information.

By Mail – mail donations to:    

Gift Processing Department
The University of Maine
P.O. Box 370
Orono, ME 04473-0370

By Telephone – call the Gift Processing Department at:

(207) 581-1148
(866) 578-2156
(207) 581-3565

A University Employee can receive gifts from donors or donor credit card information and submit them to the Gift Processing Department with a Gift Transmittal Form.

What information should University Departments, Organizations, and Groups include in donor mailings?  top

Donations and completed forms should be mailed directly to the Gift Processing Department at:

Gift Processing Department
The University of Maine
P.O. Box 370
Orono, ME 04473-0370 

All forms and correspondence or copies of them will be forwarded to the appropriate area from the Gift Processing Department.

Donations should be made out to “The University of Maine”. The donor should include a note on or with the donation to specify the area of giving.

How do I submit gifts that I’ve received to be processed?  top

• All campus deposits should be delivered to the Gift Processing Department at 121B Alumni Hall. (call to make sure that someone will be available when you arrive)

• All deposits should be accompanied by a completed and signed Gift Transmittal Form.

• All gifts should be deposited with all forms and correspondence received and the envelope in which it was received.

• Coin – should be rolled. May only be hand delivered to the Gift Processing Department.

• Cash – should be bundled. May only be hand delivered to the Gift Processing Department.

• Check and Money Order – stamped “Deposit Only” and “The University of Maine”

• Credit Card Information – May only be hand delivered to the Gift Processing Department.

• Gift-In-Kind – The Gift-In-Kind Form must be prepared by a University Employee. The “Gift Value” must be determined by the donor.

Why should I deposit monies to the Gift Processing Department?  top

• Only donations processed by the Gift Processing Department generate a tax receipt to the donor.

• Only donations processed by the Gift Processing Department are recorded in the University’s Fundraising Database.

• Only donations processed by the Gift Processing Department are reported to the University Board of Trustees.

• Reports of gifts processed with donor contact information are sent to the responsible party of each account.

Who do I call to find the balance of the University Account that I am responsible for?  top

Contact University Budget & Business Services at 581-1545.

I want to create a new account. How do I go about it?

• Contact Barbara Laplante at the Development Office to begin the process of creating a new account. (581-3500)

• Contact the Gift Processing Department to notify them that gifts may be received for a new account while it is being created.
   

Should I keep a copy of the check or credit card information before I make my deposit to the Gift Processing Department?

No. University Policies and Federal regulations prohibit you from copying donor checks and credit card information or keeping record of donor banking information.