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UGA Foundation Policies and Procedures
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3 Ways of Giving

Last Updated on June 17, 2019

  • 1 Overview
    • 1.1 Mission
    • 1.2 History
    • 1.3 Board of Trustees
      • 1.3.1 Executive Committee
      • 1.3.2 Investment Committee
      • 1.3.3 Finance Committee
      • 1.3.4 Nominating and Governance Committee
      • 1.3.5 Foundation Fellows Committee
      • 1.3.6 Development and Public Affairs Committee
      • 1.3.7 Audit Committee
      • 1.3.8 Real Estate Committee
      • 1.3.9 Costa Rica Corporation Board
  • 2 Fundraising and Events
    • 2.1 Authority, Responsibilities, and Duties
      • 2.1.1 Policy of Ethics in Fundraising
      • 2.1.2 Approval of Solicitations
    • 2.2 Fundraising Procedures by Organizational Unit
      • 2.2.1 Office of Annual and Special Giving
        • 2.2.1.1 The Presidents Club
        • 2.2.1.2 University Partners Program
        • 2.2.1.3 Parents and Families Association
        • 2.2.1.4 Senior Signature
      • 2.2.2 Office of Corporate and Foundation Relations (OCFR)
      • 2.2.3 Office of Gift Planning (OGP)
        • 2.2.3.1 Heritage Society
      • 2.2.4 Office of Leadership and Major Gifts
      • 2.2.5 Office of Donor Relations and Stewardship
        • 2.2.5.1 Donor Recognition
        • 2.2.5.2 Gift Acknowledgement
        • 2.2.5 Multi-Year Pledge Administration
        • 2.2.5.4 Stewardship
      • 2.2.6 Office of Advancement Research
        • 2.2.6.1 Fundamental Principles
        • 2.2.6.2 Procedures
      • 2.2.7 Office of Gift & Alumni Information Management
        • 2.2.7.1 Maintenance of Biographical Information
        • 2.2.7.2 Requests for Alumni Biographical Information
        • 2.2.7.3 University-Related Lists
      • 2.2.8 College/Constituent Fundraising Programs
    • 2.3 Event Approval
      • 2.3.1 Fundraising Events
      • 2.3.2 Charity Auction
      • 2.3.3 Sponsorship Revenue
  • 3 Ways of Giving
    • 3.1 What is a Gift?
    • 3.2 Gift Acceptance and Gift Acceptance Committee (GAC)
    • 3.3 Cash Gifts
    • 3.4 Credit Card Gifts
    • 3.5 Electronic Fund Transfer (EFT) Gifts
    • 3.6 Gifts of Marketable Securities
      • 3.6.1 Electronic Transfer of Securities Instructions (DTC)
      • 3.6.2 Gifts of Stock Certificate Instructions
    • 3.7 Tangible Personal Gifts
      • 3.7.1 Works of Art
        • 3.7.1.1 Guidelines for Valuation of Art
        • 3.6.1.2 Guidelines for Appraisal of Works of Art
        • 3.7.1.3 Guidelines for Requesting Transfer of Copyright for a Work of Art
      • 3.7.2 Real Property
    • 3.8 Deferred Gifts
    • 3.9 Other Types of Giving
      • 3.9.1 Payroll Deduction
      • 3.9.2 Other Automated Payments
      • 3.9.3 Gifts of Honorarium
      • 3.9.4 Gifts of Royalty Payments
      • 3.9.5 Services
      • 3.9.6 Sponsorship of Events
    • 3.10 Restriction on Gifts
    • 3.11 Credit Card Processing & PCI Compliance
  • 4 Gift Accounting
    • 4.1 Authority, Responsibilities and Duties
    • 4.2 Reporting of Gifts and Grants
    • 4.3 Credit Date of Gift
    • 4.4 Documentation of Charitable Contributions
      • 4.4.1 Substantiation Requirements for Gifts
      • 4.4.2 Disclosure Requirements for Quid Pro Quo Contributions
    • 4.5 Thank You Letters and Honor Rolls
    • 4.6 Changing Donor Designation
    • 4.7 Pledge Acceptance Policy
      • 4.7.1 Substantiation Requirements
      • 4.7.2 Recording Pledges
    • 4.8 Pledge Monitoring
    • 4.9 Matching Gifts
    • 4.10 Memorial and Honorary Gifts
    • 4.11 Contributions to Benefit Student Organizations
    • 4.12 Gifts for Current Spending from Endowments
    • 4.13 Proxy Users-Credit Cards Transactions
    • 4.14 Reading Advancement Service Reports
  • 5 Fund Administration
    • 5.1 Fund Group Structure
    • 5.2 Chart of Accounts
    • 5.3 Fund Agreements
      • 5.3.1 Procedure
      • 5.3.2 Fund Agreement Criteria
      • 5.3.3 Fund Maintenance
    • 5.4 Endowment Requirements
      • 5.4.1 Faculty/Staff Enhancement
      • 5.4.2 Student Support
    • 5.5 Planned Gift Agreement
    • 5.6 UGA Naming Opportunities
  • 6 System Access, Security, and Compliance
    • 6.1 Financial Database (FAME)
      • 6.1.1 User Access
        • 6.1.1.1 Obtaining User Access
        • 6.1.1.2 Closing User Accounts
      • 6.1.2 Security Levels
      • 6.1.3 Training
      • 6.1.4 Report Generating
        • 6.1.4.1 Providing Data to a Non-FAME User
      • 6.1.5 Data Standards
      • 6.1.6 Reporting Issues or Making Suggestions
    • 6.2 Fundraising Database (GAIL)
      • 6.2.1 User Access
        • 6.2.1.1 Obtaining User Access
        • 6.2.1.2 Closing User Accounts
        • 6.2.1.3 Mobile Access
      • 6.2.2 Security Levels
        • 6.2.2.1 Requesting and Maintaining Query Access
      • 6.2.3 Training
      • 6.2.4 Requesting Data
        • 6.2.4.1 Alumni Requesting Their Own Data
        • 6.2.4.2 GAIL User Requesting Data Lists
        • 6.2.4.3 Non-GAIL User (UGA Employee) Requesting Data Lists
        • 6.2.4.4 Non-UGA Employee Requesting Data Lists (Usually a Volunteer)
        • 6.2.4.5 Outside Vendor Requesting Data Lists for Solicitation
        • 6.2.4.6 Outside Vendor Requesting Data Lists for Printing Only (No Design or Consulting Work)
        • 6.2.4.7 Campus Mail Processing Data Lists for Printing/Mailing Only
        • 6.2.4.8 Authorized Royalty Contracts
        • 6.2.4.9 Non-University Entities Marketing Their Own Product or Services
      • 6.2.5 Data Standards
        • 6.2.5.1 Current Student
        • 6.2.5.2 Alumni
        • 6.2.5.3 Matriculate
        • 6.2.5.4 Faculty/Staff
        • 6.2.5.5 Solicit Codes
        • 6.2.5.6 Education
        • 6.2.5.7 Expiration Date on Communication Code
      • 6.2.6 E-Mail Usage
      • 6.2.7 Reporting Issues or Making Suggestions
    • 6.3 Information Technology Infrastructure
      • 6.3.1 Network Drives
        • 6.3.1.1 Granting Access
        • 6.3.1.2 Removing Access
      • 6.3.2 Software Compliance
      • 6.3.3 Desktop/Hardware Refresh
      • 6.3.4 Malware and Virus Detection
      • 6.3.5 Reporting Issues or Making Suggestions
      • 6.3.6 Website Development for Fundraising
        • 6.3.6.1 Requesting Access to Build Sites
        • 6.3.6.2 Requesting Work to be Done for a Site
        • 6.3.6.3 Reporting Issues or Making Suggestions
    • 6.4 State Solicitation Registration Compliance
      • 6.4.1 Requirement for Receipt, Pledge, and Solicitation Correspondence
      • 6.4.2 Contract Requirements
    • 6.5 Patriot Act Compliance
    • 6.6 Payment Card Industry
  • 7 Financial Accounting, Budgeting, and Reporting
    • 7.1 Authority, Responsibilities, and Duties
    • 7.2 Budget Development/Approval
    • 7.3 Spending Policy
    • 7.4 Financial Reports
    • 7.5 Account Status Reports
    • 7.6 Journal Vouchers
  • 8 Expenditure Control
    • 8.1 General Policy Regarding Expenditure of Foundation Funds
      • 8.1.1 Expenditure Matrix
    • 8.2 General Procedure for Processing Check Requests
    • 8.3 Signature Authority/Delegation
    • 8.4 Travel
    • 8.5 Entertainment
    • 8.6 Employee-Only Meals to Facilitate University Business
    • 8.7 Purchases of Goods and Services
    • 8.8 Unique Purchasing and Payments
      • 8.8.1 UGA Foundation Gift Card Policy
    • 8.9 Inventory Control
    • 8.10 Purchase of Property or Facility
    • 8.11 Honorariums and Expense Reimbursement for Non-Employees
    • 8.12 Payments for Student Financial Aid (Scholarships)
    • 8.13 Cash Awards for Employees and Non-Employees
    • 8.14 Cash Advances
    • 8.15 Fringe Benefits to Employees
    • 8.16 Checks Reissued
    • 8.17 Tax Reporting
  • 9 Investments
    • 9.1 Investment Committee
    • 9.2 Long-Term Investment Policy and Guidelines
    • 9.3 Short-Term Investment Management
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