Gift Processing

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Gift Processing

• BSC Sub-Committee Meeting
• February 15, 2008
• David J. Pinker Director Information Services

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Agenda

• Definitions
• Gift Processing How decisions are made?
• A day in the life of a GIFT to Cornell.

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Definitions

• Tender Type- Reflects the form by which gifts
  are received (cash, check, etc). In some cases
  the tender type is used to indicate if/how the
  gift was posted to the GL.
• Gift Type- Categorizes the act of giving
  (outright gift, pledge, pledge payment, matching
  gift, gift-in-kind, etc.).
• Appeal Code- Reflects the type of documentation
  that was sent in with the gift (ie pledge cards
  from mailings for the different Colleges/Units -
  Athletics, Johnson School, etc.).
• Campaign Initiative Code- Categorizes the
  initiative the donors gift is intended to
  support.
• Recognition Credits- Are assigned to determine
  who gets tax (hard) credit and who else might get
  giving recognition (soft) credit.
• Interpreting Peoplesoft Gift Data
• http//www.aad.cornell.edu/aad-a/Welcome/ps_gift
  _data.htm

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More definitions

• Recognition Types
• Hard Credit Assigned to the constituent that
  gets the tax deduction. Both gifts and pledges
  are given hard credit.
• Soft Credit Assigned at the time of the gift
  data entry at the request of the donors. May
  include children, siblings, parents, etc., but
  most commonly to spouse records.
• Memo Credit - Reflects recognition to an
  individual who is responsible for their company
  or foundation sending in a gift. The company or
  foundation receives the hard credit.
• Other Credit - Reflects a Cornell recognition
  credit for a gift of service, or making a gift to
  a non-Cornell entity that has been pre-approved
  by senior management.
• Challenge Credit - Recognition is given to an
  individual for an amount that a Challenger will
  match at a certain ratio based on the amount of
  the donors gift.
• Tribute - Acknowledges that a gift is being made
  in honor/memory of another individual. This
  information is generated on reports for further
  specialized acknowledgements.

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How are decisions made?

• Donor source documentation drives decision-making
  process.
• Source documentation can be
• Pledge cards
• Letter from donor
• Payment information on outstanding pledges
• Gift Processor looks in the PeopleSoft
  designation file to locate the designation/account
  that most-closely matches the donors intent.
• Prior designation comments are reviewed as well
  as donors previous giving history.
• When further clarification is necessary, either
  the Individual Giving Officer and/or the
  department are contacted to determine the correct
  designation/account. In some cases, the donor is
  contacted to clarify their designation.
• Once all research has been finalized, funds are
  deposited to the appropriate account if an
  account does not exist, a new account must be
  created.

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Batches received from Bank sorted by Matching
Gift Forms, Corporate Matching Gifts, Corporation
s Foundations Principal, Major, Special
Cornell Fund Donors
Pledge card check
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Gift or Pledge Payment?
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Gift Processors Research and Verify Information
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Verify Relationships To Ensure Proper Recognition
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Check for comments regarding gift handling in the
Person Comment Detail.
lt As you can see, there are no gift comments for
this donor. gt
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Research the Designation file for a designation
based on the donors intent as indicated on the
gift documentation.
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Check for designation comments regarding gift
handling in the Designation Fund Detail and to
ensure that the designation has a valid account
and is in an Active status.
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Review donors Open Pledge History to determine
if gift should be a pledge payment to an
existing pledge or a new gift.
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Verification of pledge payment transaction.
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Campaign initiative code linked to the gift
designation number
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12GRAD is the campaign initiative code
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Campaign Initiative Codes Reporting Structure
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The research phase of the gift process is
complete and the gift may be entered on the
donors record.
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Gift information entered on donors record.

• Type of donor (person or org.)
• ID
• Gift amount
• Tender Type
• Gift Type
• Gift Date
• Pledge number if the gift is a payment to a
  pledge
• Designation number
• Campaign Initiative Code
• Appeal Code
• Verify Recognition crediting information
• Add Tribute information if indicated as such with
  the gift
• Description box is used for any information that
  the processor can put in there to clarify further
  information regarding this gift transaction.

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Options to select the proper Tender type and Gift
type (a few examples)

• Tender Types
• BACKDR Backdoor
• CASH Cash
• CHECK Check
• EFT Electronic Funds Transfer
• GA-LIA Gif Annuities-Liability
• MKTBL Marketable Securities
• REAL Real Property
• VSIGN Verisign

• Gift Types
• BEQ Bequest
• GIFT Gift
• GIK Gift In Kind
• MG Matching Gift
• PP Pledge Payment

• Interpreting Peoplesoft Gift Data
• http//www.aad.cornell.edu/aad-a/Welcome/ps_gift_
  data.htm

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Finished Product!
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Save, Review and Balance Session
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Batches are run daily for work processed the
previous day to produce gift receipts.
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Displayed here are all gift data entered from the
previous day. Under the status tab you can see
the standing of the gift, pledge or adjustment.
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Receipt Status

• Approved - Gifts under 1,000.00, with no special
  circumstances.
• Adjustment Receipt - Gift adjustments that need a
  new receipt, transaction description will give an
  explanation as to why we are adjusting.
• Alt Receipt - Receipt may need to be addressed
  differently or noted on receipt Canadian Funds,
  Anonymous or any other special circumstance that
  may occur (this needs to be done manually).
• Bad Address - No address in system, we need to
  try and get a current address for the donor and
  update PS and receipt.
• No Receipt - Some gifts do not require a receipt
  or they may not get receipted by Info Services
  stocks, bequests, senior class, IRA Rollover are
  some examples. If over 1,000.00 they need to be
  Quality Assured.

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Receipt Status

• Pending Approval - Has been reviewed but does
  need some special attention, therefore, will be
  exported separately from others to make
  modifications or send to LAR for a special
  letter.
• Pending Review - Need to be Quality Assured,
  check for gift vs. pledge payment, fund number,
  gift date, who is donor, check source for any
  special circumstances.
• Special Review - If gifts or pledges are adjusted
  that are over 30 days, they all get Special
  Reviewed, and appropriate is taken.

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Here we find the record for the donor using ID or
name.
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We bring up the individual records to review the
transaction information entered into PS versus
the source documentation.
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At this point, the record is compared to the
source documentation we then verify and approve.

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Acknowledgement, Gift Receipt and Tax Proof!
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Questions?