Gift Coding – Process for Gift Administrators

Published: 8th November 2018

When it is time to add a new major gift pledge to a record (i.e. once the signed gift agreement has come in), we need to ensure we record whether it is budget relieving, what it’s for, and which area of the University it is benefiting.

Before the gift has come in, the Development Officer should have recorded some information on the relevant proposal. To access that information, go to the proposal and look in the notes tab for a “Gift Coding” type note. If it is not there, please ask the Development Officer for the required information.

To record this information, a new fund is required for every new major gift pledge. Follow these steps to ensure it’s done correctly.

  1. Go to RE > Records > Funds and select New Fund
  2. Using the information from the proposal and the gift agreement, populate the Fund Description field according to what the gift is for and the naming outlined in the agreement. For example, if John Smith has agreed to support UG Access Scholarships (MAP), name the fund “MAP – John Smith Scholarships”. Naming conventions are outlined in appendix one.
  3. Fund ID to be a shortened version of the Fund Description (eg “MAPJSmith”).
  4. Start date is today’s date.
  5. Purpose and Area to match the information from the note on the proposal.
  6. If the gift is NOT budget relieving, tick Fund is restricted. Leave unticked if it is budget relieving.
  7. Copy the note from the proposal and paste it into Notes.
  8. On the Relationships tab, select New Individual Relationship and add the donor. No need to choose the nature of the relationship.
  9. Save and Close.
  10. Go to the donor’s constituent record and add this gift/pledge using this new fund, linking it to the proposal.

Some gifts will require more than one fund, (eg Christian van Hoorn). Set up all the required funds as above, and then split the gift.

 

 

Appendix 1 – Naming Conventions

Names of funds should reflect the naming outlined in the agreement, as well as what the gift is for. To keep funds as easy to understand as possible, the description of each fund should start with the gift purpose followed by the naming from the gift agreement (eg “MAP – John Smith Scholarships”). See the table below for a guide on this naming convention.

Gift purpose Description begins Example Fund ID begins
Academic Position (eg Chair, Lecturer) Type of position – eg Chair, Lecturer, etc Chair – John Smith Chair in Electrical Engineering Chair, Lec, etc
Capital Projects Capital Capital – John Smith Lecture Theatre Cap
Equity & Merit Scholarships E&M E&M – John Smith Scholarship E&M
Foundation Scholarships Foundation Foundation – John Smith Scholarship Fdn
Global Graduates GG GG – John Smith Global Graduates Award GG
Masters Scholarships Masters Masters – John Smith Scholarship MA
PhD Scholarships PhD PhD – John Smith Scholarship PhD
Research Fellowships (Postdoctoral) Postdoc Postdoc – John Smith Fellowship PDoc
Staff and Budget Costs
Student Experience
Student Hardship Hardship Hardship – John Smith Grant Hard
Undergraduate Access Scholarships (MAP) MAP MAP – John Smith Scholarship MAP
Undergraduate Scholarships (non-MAP) UG UG – John Smith Scholarship UG
Unrestricted