Gift/Pledge
Processing
Presented by Donna Steinmetz
Director of Gift/Pledge Processing & Compliance
Topics of the Day
 Gift/Pledge Processing – What we do
 Entering CRR’s
 How to request new gift accounts
 MoCodes/PeopleSoft accounts
Gift/Pledge Processing
 Gift Processing deposits all gift dollars
into the appropriate accounts, sets up
and maintains all pledges including
payroll deductions, receipts all donors,
along with maintaining the giving
histories of all alumni and friends.
Gift/Pledge Processing Staff
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Office Assistant:
Rebekah Sanders
Reconciliation/Payroll Deductions/KBIA:
Courtney Bartels
Donor Relations:
Rick Ricketts
Major Donor:
Brandi Phillips
Athletics/Credit Cards/Pledges:
Crystal Rudloff
Mizzou Annual Fund/Collegiate License Plates:
Angie Randolph
Rebekah Sanders
Scanning/Linking/Daily Receipts:
Jennifer Orman
Erik Platner
882-3703
882-0274
884-1646
882-5152
884-7709
882-5154
882-3703
882-0538
882-2616
Statistics
Transactions Processed
Gifts
Pledges
Matching Gifts
Gift Reversals
Pledge Reversals
Matching Gift Reversals
Totals
2004
48,678
3,429
1,071
3,673
833
180
57,864
2005
57,244
7,267
1,167
4,528
477
77
70,760
2006
51,048
6,871
1,095
3,540
411
104
63,069
2007
58,116
6,334
1,031
4,464
1,493
96
71,534
2008
58,682
6,847
1,307
3,871
874
163
71,744
What is a Gift?
 IRS defines a charitable contribution as
a donation or gift to, or for the use of, a
qualified organization. It is voluntary
and is made without getting, or expecting
to get anything of equal value.
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IRS Publication 526
Life of a Gift
 Day 1
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Check & source document are received
Source document is date stamped.
Check and source document are gift numbered.
CRR (Cash Received Report) is prepared,
depositing money to Development Clearing
Account.
Donor ID and account code looked up and applied
to source document.
Batch is created in Advance.
Gift recorded in Advance
Life of a Gift
 Computer programs are run which do the
following:
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Produce reports showing deposit and advance
entries balance.
JE’s (Journal Entries) are created, moving monies
from clearing account (C4779) to designated fund.
Accounting system is updated, which shows
monies deposited in specific accounts.
DDR’s (Daily Development Report’s) created.
Advance is updated.
Receipt file is built.
Life of a Gift
 Day 2
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Deposit is sent to bank.
Receipt file is reviewed by Gift Processing
and Donor Relations.
 Day 3
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Receipts are printed, reviewed, folded,
stuffed, and mailed.
Total processing time is 48 hours.
Checks Received by the Department
 Checks should be given to the department’s fiscal officer.
The fiscal office will prepare an online Gift CRR and an
online Advice of Gift. The Gift CRR, Advice of Gift and
checks should be sent to cashiers office for verification
and posting (all funds are to be deposited on the day they
are received).
 COPIES of the Gift CRR and Advice of Gift, COPIES of
the check and correspondence are to be sent to: Gift
Processing, Room 109 Reynolds Alumni Center
 Gift Processing does not realize gift dollars are
sitting in the Clearing Account waiting to be
processed until notified by the department. It is at the
time of recording that these dollars are moved from
clearing to the designated accounts by Journal Entry.
Checks Brought Directly to Gift Processing
 Checks brought directly to Gift
Processing should be accompanied by
appropriate Advice of Gift form:
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Cash gifts of $1,000.00 or more use Advice
of Gift form UM9.
Cash gifts under $1,000.00 use Advice of
Gift form UM9a.
Gifts in kind use Advice of Gift form UM9
Non-Cash Gifts (Gifts-in-Kind)
 What are they?
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Gifts-in-Kind are gifts of tangible or
intangible personal property (other than
cash or securities) that are deductible by
the donor under federal tax law.
 The IRS uses different terminology
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They only refer to these as “Property other
than cash” (non-cash gifts)
Types of Non-Cash Gifts
 Publicly Traded Securities
 Closely Held Securities
 Tangible Personal Property
 Real Property
 Intangible Personal Property
 Motor Vehicles
Entering a CRR
Cashier Deposit with Gift Money
 If a department directly receives a gift and that
department normally makes cashier deposits,
select Cashier Deposit with Gift Money. The
credit account will be a gift clearing account for
the Columbia campus. The MoCode/PS
Account combination is entered automatically.
 Note: A CRR must be prepared in advance of
depositing funds with the campus Cashier's
Office.
Entering a CRR
 On the CRR intro screen, choose
Cashier Deposit with Gift Money
 If you also have a non-gift deposit, you
may either choose a template or
choose Don't Use One. If you only have
a gift deposit, choose Don't Use One.
(If you do not have a personal template,
you may go back and create one).
 Enter the following information on the
CRR form:
Enter the following information
on the CRR form
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Receipt Details
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Currency - Enter Currency as count of TYPE of bills received,
not by the total dollar amount. Enter by $100s, $50s, $20s,
$10s, $5s, and $1s.
Coins - Enter Coins under each TYPE of coin received, not
by the total coin amount. Enter by $1.00s, $.50s, $.25s,
$.10s, $.05s, and $.01s.
Total Check Amount – Enter the sum of all checks in dollars
and cents.
Number of Checks – Enter the count of the actual number of
checks in the deposit.
Total Currency – Automatically calculated as currency is
entered.
Total Coins – Automatically calculated as coins are entered.
Total Receipts – Automatically calculated sum of currency,
coins, and checks
Enter the following information
on the CRR form
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Deposit Details
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Dates - An optional field strictly for the department's use. If used it must
be entered in mm/dd/yy format. For reports of sales to others (tickets,
products, etc.), the date will normally be the latest business date for the
sales. For other items, the date can be the date received or the date of
the check.
Explanation/Source of Receipts – Automatically entered as "Gift
Clearing Account".
MoCodes – Automatically entered based on the campus's gift clearing
account.
PS Accounts – Automatically entered based on the campus's gift
clearing account.
Amount – Enter the dollar amount for that portion of the deposit.
Total Deposit – Automatically calculated from the above Amount field(s).
Preparer's Comments – Enter the purpose of the CRR. This is
mandatory and requires a minimum of 20 characters. (e.g. "Daily
receipts from 5/20/02").
Enter the following information
on the CRR form
 Click Submit to submit the entry or
Cancel to cancel the entry.
 Click on Continue with Gift Processing to
enter Advice of Gift.
Enter the following information
on the CRR form
 Enter the following information on Advice of Gift
for EACH donor:
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Donor’s Name – Enter donor’s full name
Donor’s Address – Enter donor’s full address
Date of Gift – Enter the date the gift was made
Amount – Enter the amount of the gift
Preferred MoCode – Enter the MoCode for the gift
to be distributed
MoCode/Account Comments – Enter any
comments about preferred MoCode and Account
Restrictions and/or Special Instructions – Enter any
restrictions or special instructions that came with
the gift
Enter the following information
on the CRR form
 Click Save to save the donor
information. If there is another donor,
enter the information and click Save
again.
 Click on Continue to return to initial CRR
screen or on Render Printable PS CRR if
you want to print a copy.
 Detailed instructions can be found at
http://www.umsystem.edu/ums/departme
nts/fa/controller/applications/pscrr3.shtml
Acknowledgements
 All donors receive an official University
of Missouri receipt within five days of Gift
Processing receiving the donation.
 Year-end summaries have been
discontinued.
Dean’s Letters
 Criteria is established by the Dean
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Excel file is electronically sent to the
Dean’s office every Tuesday Morning.
Dean’s office prepares and mails letter’s
from Excel file.
Matching Gift Forms
 If a donor works for a company, which will
match his/her gift, there will be a company
matching gift form, which needs to be verified
and completed by the University.
 The University has ONE specified individual in
Development who is authorized to sign these
forms. That is the Director of Gift/Pledge
Processing & Compliance. Send the form along
with a copy of the CRR for processing to Gift
Processing, 109 Reynolds Alumni Center
 If the form is received after the gift, send to Gift
Processing for completion.
Payroll Deductions
 If a donor wants to contribute by payroll
deduction, use form UM107
 Gift Processing notifies the Payroll Department
 Individuals with payroll deductions do not
receive mailed acknowledgements. The
amount contributed is shown on each pay stub.
They will however receive year-end tax receipts
 Payroll Deductions forms are supplied by
Gift Processing, 882-0274
Pledges
 Pledges are commitments to make
future gifts. Only the entity exercising
legal control over the assets to be given
can make a pledge.
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Donor cannot commit funds from a donor
advised fund or community foundation.
Pledge Documentation
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Signed Pledge Form
GASB 33 Checklist
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The checklist and documentation requirements do not apply to pledges
under $1,000. For pledges $25,000 and under an e-mail from the donor’s
home or business computer outlining the pledge agreement is acceptable
documentation of the donor’s intent. The checklist is required for all
pledges $1,000 and over.
If it is not possible to obtain signed documentation from the donor, the
development officer must send a confirmation letter to the donor, outlining
the amount of the pledge, payment period, payment frequency, payment
amount, and designation of the funds. The letter should ask the donor to
acknowledge the information contained in the letter by signing and returning
in an enclosed envelope.
Electronic Pledge Form must be completed on line and after the information has
been typed in, hit the submit button at the bottom of the screen and it is
automatically sent to Gift Processing.
Electronic Pledge Form and Checklist can be found on the TISG Website.
https://cf.iats.missouri.edu/gift_reports/index.cfm?CFID=2622264&CFTOKEN=735
45478
Hard copies of signed documentation should be routed to 109 Reynolds Alumni
Center. If you need a pledge recorded immediately, you can fax the signed
documentation to 884-3148.
Pledge Payments
 When payments are received, the Advice
of Gift form should indicate whether the
gift should be applied to a pledge.
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A pledge was sent over for ABC Company.
When payments were received the Advice
of Gift Form indicated a gift from Jane Doe,
these payments were never applied to the
pledge and therefore caused double
counting.
Delinquent Pledges
 A report of delinquent pledges is sent to
the Development Officer each month.
 The report should be reviewed and any
changes or modifications should be sent
to Gift Processing.
Request for New Non-Endowed
Gift Account
 New gift account requests for non-endowed
funds should be submitted to MU ALUMNI,
GiftAcctReq using the UM New Chartfield
Request Form
 How to Access Outlook Forms
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In Outlook – Go to: File – New – Choose Form
Look in – Organizational Forms Library - highlight
the form you need and click open
Fill out the form and send to your Fiscal Officer.
Your Fiscal Officer must be the one to submit the
form to the email address noted above.
It’s a good idea to include a copy for your record
Request for New Non-Endowed
Gift Accounts
 Be sure to include specifics as to what the
funds will be used for
 Indicate whether the University committed
resources or services as a condition for the gifts
 Whether the donor has requested an
accounting of the use of the funds and of
results of the programs or projects undertaken
 Whether the donor retains any control over the
gifts, i.e., selection of scholarship recipients,
etc.
Request for New Endowed Gift
Accounts
 New endowed gift account requests should be
submitted to the Office of Gift Planning &
Endowments.
 You should contact Paula Schlager to assist
you with your requests.
 All new endowed gift account requests must go
through the Office of Gift Planning &
Endowments.
References
 CASE Reporting Standards & Management Guidelines
For Educational Fundraising, 4th Edition
 Charitable Contributions – IRS Pub. 526
http://www.irs.gov/pub/irs-pdf/p526.pdf
 Charitable Contribution – IRS Pub. 1771
http://www.irs.gov/pub/irs-pdf/p1771.pdf
 Updates on Disclosure and Substantiation Rules
http://www.irs.ustreas.gov/pub/irs-tege/topic-g.pdf
 Office of the Controller website
http://www.umsystem.edu/ums/departments/fa/controller/
applications/pscrr3.shtml
 Accounting Services website
http://accounting.missouri.edu/outlook_forms.html
Questions????