Gifts Received by the University

The University of Illinois solicits and receives donations which further its mission of education, research, public service, and economic development.

The University of Illinois Foundation (UIF) is the primary receiving point for gifts made to the University. Through an annually renewable service agreement with the University, the UIF performs a variety of functions to solicit, receive, record, and administer private gift funds. No gift funds may be accepted under terms which require prohibited discrimination or are in conflict with federal or state law or University policy. Units should instruct donors to direct all gifts to UIF. However, on occasion, units do receive gifts directly from donors. All gifts must be appropriately approved and sent to UIF or the campus Gift Processing Office for processing.

Units must distinguish gifts from sponsored research projects or activities or non-fundraising activities. The following explains these differences:

• Gifts are contributions made to the University for which the provider receives no direct benefit and requires nothing in exchange beyond a general assurance that the intent of the contribution will be honored.

• Sponsored research or sponsored activities are defined as activity undertaken by the University with support provided by an external entity which expects an outcome that either directly benefits the provider or a public purpose. At a minimum, the provider requires the University to report on how the funds were spent and/or what progress has been made in accomplishing the goals of the activity.

• Income from Non-Fundraising Activities includes revenue such as registration fees for conferences held by the unit or sales of goods. These activities, in which there is no fundraising purpose or no charitable tax deduction generated by the transaction, are not gifts, and the proceeds from these activities should not be deposited into a gift fund.

Units are responsible for sending gifts received by them to UIF or the campus Gift Processing Office for processing, acknowledging gifts, and reviewing and reconciling gift reports. Details about these responsibilities are included on this site.

For information about the responsibilities of the Gift Processing and Stewardship Services Office, the Foundation Gift Administration Office, Cash Receipts and Accounting Department, and the OBFS University Accounting and Financial Reporting - University Accounting Services in gift administration, please see OBFS Policies and Procedures Manual, 11 Gifts and Endowments.

Processing Gifts Received Directly by Units

Monetary Gifts

The following section summarizes procedures for processing Monetary Gifts. For additional information and resources, please see OBFS Policies and Procedures Manual, 11.3 Campus Processing of Gifts.

Chicago and Urbana Campuses

On the same day the gift is received, units should forward all gifts to the appropriate campus Gift Processing and Stewardship Services Office (GPSSO) at UIF. The following should be attached:

• A copy of the completed online form: Gift Transmittal Form.

• All original correspondence and attachments, including any original matching gift form and gift and non-gift receipts.

A completed UIF Request to Create Foundation Gift Account form to request a new gift fund (if a new UIF gift fund is needed) should be sent to newaccounts@uif.uillinois.edu, along with a copy of the Banner Fund, Program, Index Code Request form, if a related new Banner fund is needed.

Springfield Campus

On the same day the gift is received, units should forward all gifts to the Bursar's Office to be signed into the log book. The following should be attached:

• A copy of the completed online form: Gift Transmittal Form.

• All original correspondence and attachments, including any original matching gift form and gift and non-gift receipts.

A completed UIF Request to Create Foundation Gift Account form to request a new gift fund (if a new UIF gift fund is needed) should be sent to newaccounts@uif.uillinois.edu, along with a copy of the Banner Fund, Program, Index Code Request form, if a related new Banner fund is needed.

The GPSSO will check with the Bursar's Office for any new gifts registered in the log book.

Gifts-In-Kind (Tangible Real and Personal Property)

Units should not accept gifts-in-kind without appropriate advanced approval by the college/unit head. Units should communicate the nature of the gift to the head to determine if the gift will benefit the University. Also, units must receive approval from the Foundation Gift Administration Office for all real estate gifts before they may accept them.

When a gift is received, and the donor receives a portion of the gift back in personal benefit, the unit must notify UIF of the total gift, the dollar amount of the personal benefit, and the net tax deductible gift. An example would be if a donor gift pays for a luncheon and the donor attends the luncheon. The donor has received the benefit of the luncheon and the actual gift amount is net of the value of the luncheon.

In certain cases, it may also be beneficial to encourage the donor to make additional donations to contribute towards these future maintenance costs.

Chicago and Urbana Campuses

On the same day the gift is received, units should forward the following information about the gift to the campus Gift Processing and Stewardship Office:

• A copy of the completed online form: Gift Transmittal Form.

• If the gift includes equipment or other movable property, a completed non-cash addition record must be submitted using the FABweb system.

• If the value of the gift is over $5,000, a certified appraisal from the donor.

• All original correspondence regarding the gift.

Springfield Campus

On the same day the gift is received, units should take the gift and the following documentation to the Bursar's office and sign the gift into the log book:

• A copy of the completed online form: Gift Transmittal Form.

• If the gift includes equipment or other movable property, a completed non-cash addition record must be submitted using the FABweb system.

• If the value of the gift is over $5,000, a certified appraisal from the donor.

• All original correspondence regarding the gift.

Acknowledging Gifts

Within five days of the receipt of the weekly gift report from UIF, the unit should send a thank you letter on behalf of the college/unit. All gifts should be acknowledged, however, units may establish their own procedures for acknowledging gifts - such as using different letters based upon the amount of the gift and the donor.

Reviewing and Reconciling Gift Reports

Weekly

Units must review gifts received with the FACTS gift report on a donor-by-donor basis.

Monthly

Units must reconcile the monthly University and Foundation accounting statements and contact OBFS UAFR - University Accounting Services or the Foundation Accounting Department to correct any discrepancies.

Last Updated: June 29, 2018