Office of Gift Accounting

POLICY: 1.5
Effective Date: 01/01/2004
Last Updated: 04/14/2017
Policy Owner: Scott, Brandon

The Office of Gift & Alumni Information Management is the clearing house for all private support of the University. They record all gifts, pledges and deferred gifts made on behalf of the UGA Foundation and direct to the University as well as various affiliate organizations such as the 4-H Foundation, Friends of the Botanical Gardens and the UGA Athletic Association. The Office provides gift receipts and pledge reminders to donors and various fund raising reports to both internal and external constituents.  In addition, they record non-gift revenue related to fund raising and alumni events.

The Office is responsible for updating and maintaining accurate biographical information contained in the alumni/donor database. This information aids the efforts of the University's development programs, fund-raising, various school/college programs and many alumni functions.  The Office researches, updates, and verifies information received before processing into the database. The Office sets up new donor/friend records and reconciles new graduate records to the system.

Confidentiality in Gift and Payment Information - The Office of Gift & Alumni Information Management works with sensitive donor and payment information.  Any personal requests for access or changes to an individual's giving or payment information must be requested or confirmed by that individual.  This applies to giving information such as gift history and payment information such as personal account information.  The requestor should verify their identity by providing their name and graduating year, if appropriate, and then by verifying the previous giving or payment information being changed.   

Changes to Biographical Information - Any unsolicited, personally requested changes to an individual's biographical information should be requested or confirmed by that individual.  The individual should verify their identity by providing their name and graduating year, if appropriate, and then by verifying the previous biographical information being changed. 

In an effort to comply with the FTC's "Red Flags Rule," this policy applies to updates to name, address, phone number, email address, and any other biographical information which may be used to confuse one person's identity with another's.

This does not apply to updates solicited through mailed surveys or acquired from independent or institutional sources, such as other UGA systems, the USPS, or data service providers.