4.14 Reading Advancement Service Reports

Description of the Departmental Income Summary Reports

These reports provide information regarding gifts and pledges. The reports include donor names, addresses, gifts, and pledge amounts as well as any adjustments to the gifts and pledges. They also include additional information pertinent to the gift (e.g. receipt text, special purpose codes, matching gift expectancies). These reports also create a .csv file which contains much of the same information as the gift report, but in a mail merge format to simplify the acknowledgement process.

Distribution of the Departmental Income Summary Reports

These gift reports can be pulled form GAIL as needed.

Reading the Departmental Income Summary Reports
This report will be transmitted with a cover sheet entitled “Departmental Income Summary” and identifying the recipient and accounting period. Following will be a separate report for each account benefiting the department for which there have been gifts received.

1. Heading – indicates the accounting period covered by the report (i.e. the dates during which the transactions were entered into the system).

2. Account Number – The account number in the Gift & Alumni Information Management system is an eight-digit number. “Account number” for the Foundation means the same as “fund number.” The last four digits of the GAIL account number correspond to the last four positions on the FAME fund number.

3. Account Name – same as fund agreement. 

Gift Income:

4. Donor Name and Address –name of the individual/corporation who receives the hard credit for the gift and who receives the gift receipt and/or acknowledgement. If the donor has requested that the gift be anonymous, no additional donor information will appear on the gift report. You may need to check GAIL or contact Gift Accounting for more details.

5. Gift Amount – amount recorded for this gift. All new gifts that are credited to the account are recorded as a positive amount.

6. Kind – indicates the type of gift that has been recorded (i.e. cash, credit card, stock, real property, etc.) 

7. Campaign – indicates the method in which this gift was solicited. There will always be a three to ten character code entered here with further descriptive detail that follows. The first two letters identify the campaign; the remaining characters identify the mailing and/or the source document that accompanied the gift. The current campaign codes are:

               AF – Annual Fund 
               TC – Third Century
               OA – Other Funding Giving
               BC – Bicentennial Campaign

The appeal codes are for internal use. The detail that may follow identifies the type of transmittal used to send the gift to Gift Accounting or the special campaign used to solicit the gift.

8. Type – indicates that a matching gift form has been processed and the ratio of the pending company matches to the donor’s gift. 

9. Memorial/Honorary – Indicates the gift was given in memory or in honor of someone. If that individual is on the database, the name will appear following the “In memory of:” or “In honor of:” label. Otherwise the label will read “Loved One or Friend, Your” and the individual’s name will appear in the receipt text.

10. Spc. Purposes – indicates if the gift was received with special stipulations to restrict the use of the gift to a particular project or program. 

11. Posting Date – indicates the effective gift credit date. Generally speaking, this is the same as the gift entry date with certain exceptions such as fiscal and calendar year end.

12. Total Gift Income – total of all gifts received during the accounting period covered by the report.

Gift Adjustments
This section provides all of the same information as the Gift Income section described above. This could represent a new gift (i.e. originally recorded in the wrong account) but often represents only a minor adjustment to a previously reported gift (i.e. adding a pending match or special purpose code.) 

Pledge Income
This section of the report will include any new pledges received or any outstanding pledges for which a current payment has been made.

13. Donor Name and Address – the name of the individual/corporation who receives the hard credit for the pledge and who receives the gift receipt and/or acknowledgement. If the donor has requested this pledge be anonymous, no additional donor information will appear on the gift report. You may need to check GAIL or contact Gift Accounting for more details. 

14. Payment – indicates the amount received this accounting period against an outstanding pledge or a new pledge commitment.

15. Total Pledge – indicates the total amount pledged. Only new pledges recorded during the accounting period covered by the report and/or existing pledges for which a payment was received during the same time frame will be listed. 

16. Paid to Date – represents the total amount of payments that has been received since the pledge commitment was made.

17. Balance Due – indicates the balance remaining on the pledge commitment. 

18. Entered Date – indicates the date the pledge commitment was made (established).

19. Posting Date – indicates the gift credit date for the most recent payment (made during the accounting period covered by the report).

20. Mem/Hon – indicates if the pledge was made in memory or honor of someone. If the person is in GAIL, the name will appear at the bottom of that entry on the gift report, otherwise the literal “Loved One or Friend, Your” will appear. In this instance you will need to refer to GAIL to determine the name of the individual being honored/memorialized. 

21. S/J – indicates if the gift is made individually or if it is a joint gift (i.e. spouse receives equal credit; recorded as recognition credit).

22. Campaign – identifies the source of the pledge. 

23. Total Pledge Income – indicates the total payments made to this account for this accounting period. Also included are payments made through payroll withholding.

24. Total Income for Period – restates the accounting period with the total of all gifts, gift adjustments, and pledge payments received for this accounting period. 

PLEASE NOTE: Adjustments often do not represent new dollars and therefore should not be automatically included for reconciliation purposes.

Last Updated on May 20, 2022