The University of Georgia Foundation UGA Foundation

 


UGA Foundation

Effective Date: 01/01/2004
Last Updated: 09/17/2014
Policy Owner: Coyle, Cindy

The University of Georgia Foundation accepts and manages donor funds on behalf of the University of Georgia to enhance academic programs and opportunities at the university. The foundation continues to be one of the most effective ways for individuals to support the University of Georgia.

  • The foundation is overseen by a diverse, 53-member Board of Trustees, all of whom are experienced leaders in business and industry, community service, higher education and philanthropy.
  • As a steward of donor funds, the UGA Foundation has an outstanding record of fiscal and financial management, with an investment portfolio that has consistently outperformed key market indexes over one, five and 10 year benchmarks.
  • From its beginnings over 77 years ago, the foundation today has amassed more than $1 billion in assets, and has grown the annual amount it provides in support of student scholarships, chairs and professorships, academic research and other programs to approximately $50 million.
Overview
POLICY: 1
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The University of Georgia Foundation openly discloses information about its policies, activities, financial statements, and other information.  The Policies & Procedures Manual is designed primarily for use by UGA administration, UGA unit heads, UGA faculty and staff, and the Foundation's administrative officers.

Mission
POLICY: 1.1
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The mission of The University of Georgia Foundation is to provide: support for the teaching, research, public service and outreach programs of The University of Georgia by means of volunteer leadership and assistance in development and fundraising activities; fiduciary care for the assets of the Foundation for the long-term benefit and enhancement of the University; and, broad advice, consultation, and support to the President of the University. The foundation shall operate as a cooperative organization in accordance with the Memorandum of Understanding being entered into with the University System of Georgia Board of Regents effective July 1, 2011 as such memorandum of understanding may be modified or amended from time to time. Notwithstanding the foregoing, the Foundation is organized and shall operate exclusively for purposes which are charitable, educational, or scientific within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (“Internal Revenue Code”).

History
POLICY: 1.2
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

Created in 1937 by alumni concerned about the academic quality of their Alma Mater, the University of Georgia Foundation exists to strengthen and enrich the University's academic mission. The Foundation receives and manages gifts from individuals, corporations and foundations and facilitates the use of those resources to help lift the University to heights of excellence it could not attain solely with public funding. Specifically, gifts to the Foundation are used to provide scholarships for financially-challenged and superior students; to support distinguished faculty scholars and researchers; to strengthen research and teaching programs; and to support other vital university needs.

Privately funded academic enrichment is indispensable for the University of Georgia to render educational leadership for this state and nation. The price of educational excellence is high and will continue to rise. Federal and state support, while essential, is diminishing. Student tuition and fees provide only about a quarter of the University's annual income. Today more than ever, private financial support is UGA's lifeblood, providing for enhancements and improvements that will establish the University as one of the elite public universities.

Until well into its second century of existence, UGA had no structured mechanism for collecting private funds. Prior to the Foundation, organized fundraising consisted chiefly of two limited drives to collect money from alumni for new buildings. Some of the money also funded the office of an alumni secretary and created an alumni magazine. But there was no vehicle to generate private funds for educational programs and to encourage stronger scholarship.

That changed on Dec. 4, 1937, when a small group of alumni--mainly prominent Atlanta lawyers and business leaders--obtained a charter to create the University of Georgia Foundation. The group included men such as Hatton Lovejoy, Hughes Spalding, Pope Brock, Philip Weltner, Harold Hirsch, and George Woodruff. All had been, or would become, presidents of the Alumni Society, and all were deeply concerned about the financial stability of their Alma Mater. They were particularly worried about the well being of beloved professors, many of whom had turned down more lucrative salaries at other colleges to remain at UGA.

The group, which became the first trustees of the Foundation, specified in the charter that "the sole object and purpose of said corporation is the establishment and administration of an endowment fund for The University of Georgia, which endowment shall be used and applied for educational purposes only." Among those purposes: "To assure to the University the highest type of teachers that our section (of the country) can produce and retain them without too great of a personal sacrifice. To assure our own youth that they can obtain in our midst an equal or superior education in the line of their desires. To establish and promote research in lines peculiar and inherent to our own section."

The Foundation is a non-profit, tax-exempt Georgia corporation, governed by an independent, self-perpetuating, nonpolitical Board of Trustees who have fiduciary responsibility for managing the Foundation's assets. The Foundation maintains a permanent facility in Athens at 394 South Milledge Avenue, Athens, Georgia 30602, 706-542-6677


Board of Trustees
POLICY: 1.3
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The by-laws of the University of Georgia Foundation establish the Board of Trustees and the Executive, Investment, Finance and Compensation, Real Estate, Nominating and Governance, Foundation Fellows, Development and Public Affairs, and Audit Committees for the purpose of governing the Foundation.  In addition, it provides authority to operate the UGA Costa Rica campus as a separate corporate entity with a separate board.

The officers of the fiscal year 2014 Board of Trustees are:

Chairman: John P. Spalding

Vice-Chairman: Kenneth G. Jackson

Secretary: Andrew M. Head

Treasurer: William W. Douglas III

Executive Committee
POLICY: 1.3.1
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

Composition:

The Executive Committee shall constitute a standing committee of the Board of Trustees and shall consist of the following voting members: (i) the Chair, the Vice-Chair, the Secretary and the Treasurer, each of whom shall serve as a member of the Executive Committee during his or her tenure as an officer of the Foundation, (ii) the chairs of the seven standing committees hereinafter defined, (iii) the President of the University, (iv) the Immediate Past Chair (if still a current Trustee), (v) one at-large member, to be appointed by the Board. The Chair shall preside over meetings of the Executive Committee.

The Executive Director of the Foundation shall serve as a nonvoting ex-officio member of the Executive Committee.

Duties and Responsibilities:

Subject to such limitations that may be imposed from time to time by the Board of Trustees, the Executive Committee shall be authorized to conduct the business of the Foundation and to exercise any and all powers and responsibilities of the Board of Trustees in the interim between meetings of the Board; provided, however, that no committee of the Board of Trustees may:

• Authorize distributions, 

• Approve dissolution, merger, or the sale, pledge, and transfer of all or a substantial portion of the Foundation's assets, 

• Elect, appoint, or remove Trustees or fill vacancies on the Board of Trustees or on any of its committees, or 

• Adopt, amend or repeal the Articles of Incorporation of the Bylaws. 

At each meeting of the Board of Trustees of the Foundation, the Executive Committee will report on actions taken by the Executive Committee since the last meeting of the Board of Trustees. Meetings of the Executive Committee may be called by the Chair or the Vice-Chair or by a majority of the members of the Executive Committee. Regular meetings of the Executive Committee may be held without notice of the date, time, place, and purpose of the meeting, and special meetings of the Executive Committee must be preceded by at least two days' notice to each member of the Executive Committee of the date, time, place, and purpose of the meeting.


Investment Committee
POLICY: 1.3.2
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Investment Committee shall constitute a standing committee of the Board and shall meet from time to time to review the investments of the Foundation and make recommendations to the Board of Trustees on all matters pertaining to the investment of the Foundation's assets. This includes, but is not limited to:

  • The selection of financial advisors and investment managers.
  • The structure of the Foundation's investment portfolio.
  • Financial institutions and investment vehicles with whom to deposit Foundation funds or with whom the Foundation shall make investments. 
Finance Committee
POLICY: 1.3.3
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Finance Committee shall constitute a standing committee of the Board and shall meet from time to time to:

  • Review the budget, financial affairs and financial condition of the Foundation,
  • Make recommendations to the Board of Trustees regarding the budget of the Foundation and programs for the acceptance of gifts, the collection of revenue, and the expenditure of resources, and
  • Recommend annually to the Board the compensation of any employees of the Foudnation, provided that such compensation recommendations shall be presented to the Executive Committee prior to presentation to the Board.

The Treasurer shall serve as the chair and an ex officio, voting member of the Committee.

Nominating & Governance Committee
POLICY: 1.3.4
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Nominating and Governance Committee shall constitute a standing committee of the Board and shall meet from time to time to:

• Recommend to the Board, after consultation with the Chair, candidates for service as Officers, Trustees, and Advisory Trustees, 

• Monitor, evaluate, and manage the performance of the Trustees and the Advisory Trustees,

• Monitor all matters involving corporate governance,

• Oversee compliance with ethical standards,

• Make recommendations to the Board for action in governance matters. 

No more than one member of the Committee may be an employee of the Board of Regents (other than the Executive Director, who shall serve as a non-voting member of the Committee.)


Foundation Fellows Committee
POLICY: 1.3.5
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Foundation Fellows Committee shall constitute a standing committee of the Board and shall meet from time to time to oversee the administration of the University of Georgia Foundation Fellows Program.

Development & Public Affairs Committee
POLICY: 1.3.6
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Development and Public Affairs Committee shall constitute a standing committee of the Board and shall meet from time to time to provide advice to the Board on the fundraising and communications activities of the Foundation in support of the University's institutional priorities. The Development and Public Affairs Committee also participates in the identification and cultivation of private fundraising prospects as well as in enlisting volunteers and other support as needed for external initiatives and shall advise and make recommendations to the Board on these activities.

Audit Committee
POLICY: 1.3.7
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Audit Committee shall meet from time to time to select an accountant or firm of accountants to audit the financial operations of the Foundation and review the audit of the Foundation. A majority of the Committee shall consist of elected Trustees who are not also members of the Finance and Compensation Committee. Notwithstanding anything in the Bylaws to the contrary, employees of the Foundation or the Board of Regents shall not be eligible to serve on the Committee, and no member of the Finance and Compensation Committee shall serve as its chair.

Real Estate Committee
POLICY: 1.3.8
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Real Estate Committee shall constitute a standing committee of the Board and shall meet from time to time to advise and oversee the management of the real property of the Foundation including properties acquired via gift or purchase. The committee will participate in the identification and cultivation of private gifts of real property to the Foundation.

Costa Rica Corporation Board
POLICY: 1.3.9
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Costa Rica Corporation Board shall constitute a standing committee of the Board and shall meet from time to time to oversee the Foundation's interest in property and facilities located in Costa Rica.

Purpose of Manual
POLICY: 1.4
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The purpose of the Policy & Procedures Manual is to set forth the tools of internal control and sound business practices to be used by the University of Georgia Foundation personnel in operating their programs. It is designed primarily for use by University unit heads and the Foundation Administrative officers and staff.

Responsibility for Manual
POLICY: 1.5
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

The Executive Director of the University of Georgia Foundation is ultimately responsible for the preparation and maintenance of this policies and procedures manual. All policies and procedures are subject to approval by the Executive Committee of the University of Georgia Foundation. The manual's accuracy will be examined annually and necessary revisions will be made.

Steps in Maintaining Manual

The following steps shall be followed in making revisions, deletions, or additions to this manual:

  1. A proposed revision, deletion, or addition will be prepared by the individual initiating the policy action. The change shall be reviewed and approved by the director of the division involved.
  2. All proposed revisions, deletions, or additions will be submitted to the Executive Director of the UGA Foundation for review and recommendations.
  3. All proposed revisions, deletions or additions will be presented to the appropriate Foundation Committee for approval.
  4. All approved procedures will be incorporated into the manual and the web version will be the primary source for the document.
  5. The implementation of current policies is the responsibility of the Executive Director of the UGA Foundation.
  6. Once revisions are approved and incorporated into the manual on the Foundation website, an RSS notification will be sent to all employees signed up to receive RSS feeds on the applicable section.
Distribution of Manual
POLICY: 1.6
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

 The http://dar.uga.edu/policies_ugaf website will be the primary source for this document.  All printed versions are superseded by the content of this site.

Vocabulary
POLICY: 1.7
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

All references to "UGAF" or "Foundation" are referring to the University of Georgia Foundation. "Foundation Office"; "Accounting and Budgets Office"; "Office of Financial Services"; "Advancement Services or units within Advancement Services such as Office of Information Technology (IT), Office of Gift and Alumni Information Management"; and "Administrative Services Office" are all references to operating units under the direct supervision of the Executive Director of the University of Georgia Foundation. "University Business Office" operates under the supervision of the Vice President for Finance and Administration of the University of Georgia. "Units" of the University include schools, colleges, divisions, departments, and other organizations identified in the University's state budget.

All references to "Development," "Fundraising," "Donor Relations" and "Gift Planning" are all references to operating units under the direct supervision of the Associate Vice President for Development and the Vice President for Development and Alumni Relations of the University of Georgia.


Fundraising and Events
POLICY: 2
Effective Date: 01/01/2004
Last Updated: 04/13/2017
Policy Owner: Coyle, Cindy

This section is maintained by the Office of Development (706) 542-8176 and the UGA Foundation (706) 542-5787.

Authority, Responsibilities and Duties
POLICY: 2.1
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

The University of Georgia has designated the Office of Development as its fundraising arm. The Office of Development is managed by the Senior Vice President for External Affairs. He or she is the chief fundraising officer and reports to the President of the University. The Senior Vice President is responsible for the coordination of all fundraising activities, including the overall supervision and management of fundraising programs, administration of staff, and management of the cultivation, solicitation, and proper stewardship of all donors on behalf of the University.

For purposes of these policies, the term "gifts" refers to private contributions (such contributions are sometimes called "grants" by foundations and corporations).  Gifts are outright or deferred contributions received from private contributors (individuals, partnerships, corporations, foundations, and organizations), sometimes referred to herein as "donors," in which neither goods nor services (other than general reports and/or fulfillment of donor intent) are expected, implied, or forthcoming for the donor.

The Internal Revenue Service defines a donor as someone who makes a contribution directly to a "qualified organization" or legal representative of that qualified organization for the use of a legally enforceable trust for that organization or in a similar legal arrangement (fund agreement). It must NOT be set aside for use by a specific person.

All gifts or grants, whether for current use or endowment, solicited in the name of and treated as a gift to any part of the University, must be recorded by the University of Georgia Foundation.

The following policies and procedures set forth the guidelines for the University of Georgia fundraising program.  Exceptions to these policies may be granted, where appropriate, by the UGA Foundation Board of Trustees or its Executive Committee.

Policy of Ethics in Fundraising
POLICY: 2.1.1
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

The University of Georgia Foundation is dedicated to the highest standards of ethical conduct in fundraising. Staff members advocate these standards by incorporating them into all fundraising activities and by serving as models of professionalism to others. The University of Georgia Foundation supports and encourages its staff members in these efforts by providing appropriate opportunities for training, education, and leadership. Staff members, through training and orientation, are expected to be familiar with, and abide by professional standards of ethics.

Approval of Solicitations
POLICY: 2.1.2
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

Approval of Solicitations

  1. The fundraising program of the University of Georgia encompasses all gift solicitations on behalf of the University, its units, and the UGAF.
  2. The fundraising program generally supports and encourages both unrestricted gifts to the University of Georgia Foundation and UGA and designated gifts to the UGAF to benefit constituent colleges and units of the donor's choice.
  3. Proposals for solicitations of $25,000 and above originating in the Schools, Colleges, and Units will be routed through the Senior Director of Constituent-Based Development. Proposals for solicitations of $25,000 and above originating in Central Development will be routed through the Executive Director for Gift and Estate Planning as will all planned gift proposals regardless of origin.
  4. The Office of Development maintains a Tracking and Solicitation Management System that records and manages the contacts with and solicitation of prospects in order to avoid multiple solicitations that could confuse the prospect and/or diminish the effectiveness of the solicitation. All contacts and solicitations with donors will be recorded in ASCEND and coordinated through the solicitation management system.
  5. The Office of Development maintains a University-wide clearance system to help fundraisers move prospective donors through the development cycle and at the same time insure prospects are not "hoarded" by a particular campus unit. The Advancement Services Department oversees clearance assignments and changes.
    The four main clearance levels are: 
    • Suspect Clearance
    • Primary Clearance
    • Soliciting Clearance
    • Stewardship Clearance

    Suspect Clearance is the least restrictive level of clearance assigned. It represents a group of individuals believed to be prospects for a particular area. These people normally have never been contacted and need a face-to-face visit to qualify them as a legitimate prospect. Suspects are identified through Research Department efforts or via screening sessions. Any development officer can make the qualification contact with a suspect. The suspect list insures each development officer has a pool of potential prospects ready to be rotated on to their Primary cultivation list.

    Primary Clearance represents prospects currently under cultivation for a major gift solicitation. Other development officers may contact and cultivate these prospects, but they may not solicit them without prior approval of the assigned development officer. Primary clearance is established for one year. If no progress has been made within that time period, primary clearance will be dropped - particularly if another development officer wishes to solicit the prospect. If progress is being made, clearance can be extended past one year.

    Soliciting Clearance is the most protective level of clearance allowed. This indicates a solicitation strategy or plan has been filed, and the solicitation is currently in progress. Under no circumstances should any development officer contact the prospect without approval of the assigned development officer. Soliciting clearance is monitored on a monthly basis to insure appropriate movement is being made to close the gift. These efforts are recorded in the ASCEND Solicitation Management System.

    Stewardship Clearance is assigned after a major gift or commitment has been received. Normally, this level of clearance is assigned for a two-year period; however, this can be adjusted as warranted by individual circumstances. Other development officers are allowed to cultivate the donor with permission of the assigned development officer.

  6. Prospect resolution -- If two or more development officers or units wish to approach a prospect within the same time frame, the development officers are expected to discuss and resolve the conflict. If a satisfactory resolution cannot be reached, the question will then be considered by the Director of Advancement Services. Failing satisfactory resolution, further appeals can be made to the Associate Vice President for Development, to the Senior Vice President for External Affairs, and ultimately to the President.
Fundraising Procedures by Organizational Unit
POLICY: 2.2
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

These sections are maintained by the Office of Development (706) 542-8176.

Office of Annual and Special Giving
POLICY: 2.2.1
Effective Date: 01/01/2004
Last Updated: 09/01/2017
Policy Owner: Coyle, Cindy

The Office of Annual and Special Giving (ASG) coordinates annual fund solicitations (typically $2,500 and under) on behalf of the University of Georgia, its schools, colleges, and other units. The UGA Foundation defines annual giving as all current gifts less than $10,000. The Georgia Fund is the fiscal year's annual giving campaign for the UGA Foundation. Georgia Fund solicitations are generally conducted through direct marketing (mail, phone, e-mail, advertising, and special events). Georgia Fund gifts may be designated for a specific fund or used for unrestricted purposes. In order to provide the most effective program with both personnel and operating resources, the following policies apply:

  1. ASG will conduct phone campaigns on behalf of the schools, colleges, special units, and the general University. Priority and scheduling will be determined by ASG.
  2. ASG will honor requests for use of the UGA Calling Center by any school, college, or unit when submitted and approved by ASG subject to guidelines and compatibility within the overall fundraising plan.
  3. Fund-raising phone campaigns, unless approved by ASG, will not be conducted elsewhere on campus or through outside private or volunteer contractors.
  4. ASG will coordinate all direct marketing solicitations for the general support of UGA. Schools, colleges, and units should clear their direct marketing fund-raising solicitations through ASG to limit redundancy and confusion among prospects.
  5. ASG staff is available to work in a consulting role with schools, colleges, and units participating in direct marketing solicitations. ASG will advise on aspects of solicitation including copy writing, script development, layout, design, paper, printing, timing, adherence to postal regulations, and other UGAF standards.
  6. Schools, colleges, and units should provide ASG with samples of all direct marketing solicitations and respective backup data including total number of prospects, appeal tracking code, cost per piece, and postage costs.
  7. Upon request and when supplies are available, ASG may provide solicitation materials (pledge cards, return envelopes, gift processing forms, etc.) in limited quantities for school, college, and unit campaigns.
  8. Schools, colleges, and units will direct all data requests for solicitations lists to the UGAF Information Technology department.
  9. ASG will evaluate all known direct marketing solicitations for effectiveness, efficiency and overall quality. Periodic status reports will be provided to the appropriate school, college, or unit along with a detailed year-end analysis for use in suggesting enhancements for future efforts.
  10. ASG will charge all costs incurred on behalf of a school, college, or unit to those parties. Statements of these charges will be sent to the appropriate fund administrators.
  11. ASG will determine and publish the known annual solicitation schedules and strategies for all constituencies.

Giving programs are established to feature levels of support. The Office of Annual & Special Giving actively solicits gifts for the tiered Annual Presidents Club, the University Partners program, the Parents & Families Association, and Senior Signature, the graduating class gift program. The Office of Donor Relations oversees the majority of the actual recognition and stewardship activities associated with these special gift opportunities. 

The Presidents Club
POLICY: 2.2.1.1
Effective Date: 01/01/2004
Last Updated: 09/05/2017
Policy Owner: Coyle, Cindy

Giving recognition levels are managed by the Office of Donor Relations and Stewardship.

See: https://give.uga.edu/recognition/giving-societies/ for more information.

University Partners Program
POLICY: 2.2.1.2
Effective Date: 01/01/2004
Last Updated: 09/05/2017
Policy Owner: Coyle, Cindy

The University Partners program was discontinued as of June 30th, 2017.

See: https://give.uga.edu/recognition/giving-societies/ for more information about giving societies.

Parents and Families Association
POLICY: 2.2.1.3
Effective Date: 01/01/2004
Last Updated: 11/19/2013
Policy Owner: Coyle, Cindy

In July 2000, the Senior Vice President for External Affairs (now the Vice President for Development and Alumni Relations) initiated the establishment of the UGA Parents & Families Association and the Parents & Families Fund as a special giving program of the UGA Foundation Development Office. Having traditionally targeted parents of current students for unrestricted support to the University, the new structure created a programmatic approach to further engage these families in institutional advancement. The purpose of the Parents & Families Association is:

  • To enhance communication between parents & families and UGA,
  • To enrich the college experience for both parents & families and their students,
  • To involve parents & families in campus and regional activities to promote UGA, and
  • To support financially the Parents & Families Fund.

Parents are solicited for contributions through newsletters, phone calls, and other means. Money contributed to the Parents & Families Fund is distributed annually in the form of grants to organizations, departments, and projects that are designed to enhance programs for undergraduate students, including student life. Applications are solicited from all areas of the University.

The Parents & Families Council, the leadership entity for the Parents & Families Association, then reviews grant applications. The Council meets each spring to finalize the awards process. Grants have been awarded for a variety of projects, from helping sponsor the annual Convocation Ceremony to helping furnish student lounges in the Lamar Dodd School of Art and in Food Science; from a Georgia Museum of Art Film Series to a Business and Dining Etiquette class in the Warnell School of Forest Resources.

Contributions to the Parents & Families Fund determine how much is available for grants each year. A complete list of the most recent grants is available at http://www.uga.edu/information/parents.html.

Senior Signature
POLICY: 2.2.1.4
Effective Date: 01/01/2004
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

Senior Signature establishes the identification of the Georgia Fund and the University of Georgia Foundation by encouraging graduating UGA students to initiate and continue their support of their alma mater. Through direct marketing, phone, and personal solicitations, members of the graduating class are encouraged to financially support the institution. In recognition of their support, donors' names appear on the "Class of____" plaques that are permanently displayed on the Tate Student Center Plaza.

Because the program is focused on a student audience, ASG establishes a marketing plan for the program that is responsive to the students' needs. Partnering with the Career Center and the Alumni Association, ASG has been successful in hosting special events to reach the student audience. "Advice From the Big Dawgs" is a very popular career seminar involving personal interaction with UGA Foundation trustees and other influential alumni and friends. The "100 Days to Graduation Event" also attracts students who are nearing completion of their academic requirements.

Office of Corporate and Foundation Relations (OCFR)
POLICY: 2.2.2
Effective Date: 01/01/2004
Last Updated: 01/28/2011
Policy Owner: Coyle, Cindy

This office is responsible for managing and coordinating the University's relationships with corporations and private foundations in an effort to increase funding support for UGA. The coordination of corporate and foundation fundraising is necessary due to the large number of University personnel requesting or needing assistance by maximizing their chances for support through the elimination of duplicate solicitations. The OCFR offers full and individual attention to all faculty and staff inquiries by providing prospect research, clearance to approach corporations and private foundations, recommendations for cultivation and solicitation strategies, and stewardship activities. When appropriate, the OCFR serves as a liaison to the President's office.

  1. Any faculty/staff seeking private support from a corporation or a private foundation must contact the Executive Director for Corporate and Foundation Relations and/or the appropriate Unit Development Officer. All letters of inquiry and all proposals must be approved by the Executive Director for Corporate and Foundation Relations.
  2. In most instances, proposals sent to corporations or foundations on behalf of the University of Georgia must include a Presidential cover letter, as many foundations and corporations will not consider a proposal unless the President's endorsement accompanies the formal request. The Executive Director for Corporate and Foundation Relations will request this letter from the President.
  3. Any proposal that contemplates new programs, new positions or a commitment of matching funds from the University will require a letter of support from the President or Provost.
  4. For those faculty/staff having ongoing relationships with foundation and corporate representatives, interaction with the Executive Director is urged. The Executive Director should be informed of cultivation activities and solicitation strategies.

 

Office of Gift Planning (OGP)
POLICY: 2.2.3
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

OGP provides expertise in the planning, cultivation, and solicitation of "planned gifts" to the University of Georgia. A planned gift is a commitment reached after consideration of the comparative benefits of a major outright gift and/or a future expectancy or a gift involving obligations between the University of Georgia Foundation and the donor. Because the documentation and execution of many planned gifts may be complex in terms of protecting both the University of Georgia Foundation and the donor, OGP must review all documents relating to such gifts prior to execution by the donor and acceptance by the University of Georgia Foundation. The donor will always be advised to seek his/her own outside legal and tax counsel before executing a planned gift. See the Deferred Gift Section 3.6 for more information on minimum gift amounts and policies for different types of planned gifts.

Heritage Society
POLICY: 2.2.3.1
Effective Date: 01/01/04
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

The University of Georgia Foundation Board of Trustees established the Heritage Society to honor alumni and friends who have made documented bequests in their Wills or other planned gifts in support of the University of Georgia.

Members of the Heritage Society will be identified as generous supporters of the University of Georgia. Their names are listed annually in university publications, and periodically they are invited to special university functions. They receive a special diploma like membership certificate and a distinctive membership lapel pin.

Office of Leadership and Major Gifts
POLICY: 2.2.4
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

The objective of this office is to create and sustain an organized, trained, well-informed group of fundraisers and body of volunteers in cities/regions to support UGA campaigns and non-campaign fundraising initiatives.

Long-term benefits include:

  • Improved identification and validation of prospects throughout the campaign and beyond.
  • Creation of a "feeder system" to provide stronger pipeline of viable prospects to Schools/Colleges/Units.
  • Enhanced local volunteer leadership development.
  • Increased networking opportunities across all UGA constituencies and provision of conduits for special events that enhance regional visibility for the campus.
  • Increased personal contact with prospects, donors and volunteers.

Fundraisers in this office have driving corridors that run throughout the State of Georgia and into neighboring states plus national "flight regions" broken into: Northeast/New England, Mid-Atlantic, South Florida, Midwest, and West.

Office of Donor Relations and Stewardship
POLICY: 2.2.5
Effective Date: 01/01/2004
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

The Donor Relations and Stewardship Office partners with various units to facilitate proper gift acknowledgment, multi-year pledge monitoring and maintenance, fund reporting, donor appreciation activities and events, donor recognition, and stewardship activities.

Donor Recognition
POLICY: 2.2.5.1
Effective Date: 01/01/2004
Last Updated: 11/19/2013
Policy Owner: Coyle, Cindy

In addition to the various recognition societies present within the schools, colleges, and units, the University of Georgia recognizes donors with the following gift societies: The Presidents Club, The UGA Partners Program, Senior Signature, The Heritage Society, The Parents and Families Program, and a cumulative giving recognition society (currently in planning phase). With the exception of the Senior Signature, Parents and Families, and The Heritage Society, the recognition society activities of the University are handled or coordinated by the Office of Donor Relations and Stewardship, which reports to the Vice President for Development and Alumni Relations.

Gift Acknowledgement
POLICY: 2.2.5.2
Effective Date: 01/01/2004
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

All gifts received by the University of Georgia Foundation are acknowledged with a UGAF Gift Receipt. This standard response is supplemented in many instances by an additional form of acknowledgment. In Honor/In Memory gifts, gifts of $10,000.00 and above, faculty/staff payroll deduction contributions, and other special contributions prompt a supplemental UGAF response. The Office of Gift Accounting issues all Gift Receipts. The Donor Relations and Stewardship Office issues all other acknowledgments. The various units, schools, and colleges issue additional acknowledgments as needed in keeping with their respective recognition societies and gift acknowledgment guidelines.

Multi-Year Pledge Administration
POLICY: 2.2.5.3
Effective Date: 01/01/2004
Last Updated: 10/19/2009
Policy Owner: Coyle, Cindy

The Office of Donor Relations and Stewardship works closely with the Office of Gift Accounting on monitoring the pledge payment status of multi-year pledge commitments. The Donor Relations and Stewardship Office is responsible for the distribution of quarterly pledge aging reports, the issuing of pledge write-offs, and the modification of existing pledge payment schedules as required/requested. In all pledge matters, the Office works closely with the Office of Gift Accounting and the appropriate central/constituent-based development officers. The scheduled issuing of Donor Statements (pledge reminders) is a joint responsibility of the Office of Gift Accounting and the Office of Donor Relations and Stewardship.

Stewardship
POLICY: 2.2.5.4
Effective Date: 01/01/2004
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

Beginning October of 2003 (tentative start date), the Donor Relations and Stewardship Office will distribute to donors and donor representatives annual statements on the fiscal status of endowed funds held by the UGA Foundation. The Office will work closely with UGAF Budgets and Accounting to ensure the accurate and timely reporting to all donors/donor representatives. A primary stewardship activity is the distribution of the annual UGAF Report to Donors. Produced by UGA Public Affairs, the UGA Foundation, and the Office of Donor Relations and Stewardship, the report highlights Foundation initiatives, provides an Honor Roll listing of prominent donors, and presents a financial profile of the past fiscal year. Other important stewardship activities handled by the office (in conjunction with the Office of Special Events) include the annual Presidents Dinner and the annual Presidents Club Reception.

Office of Advancement Research
POLICY: 2.2.6
Effective Date: 01/01/2004
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

Members of the Advancement Research staff abide by the code of Ethics established by the Association of Professional Researchers for Advancement (APRA). As such, they are committed to the ethical collection and use of information in the pursuit of legitimate institutional goals.

In their work, prospect researchers must balance the needs of the University to collect and record information with the prospects' right to privacy. This balance is not always easy to maintain. However, the following ethical principles apply.

 

Fundamental Principles
POLICY: 2.2.6.1
Effective Date: 01/01/2004
Last Updated: 11/24/2009
Policy Owner: Coyle, Cindy

Relevance - Prospect researchers shall seek and record only information that is relevant to the fundraising effort of the institutions that employ them.  

Honesty - Prospect researchers shall be truthful with regard to their identity, purpose and the identity of their institution during the course of their work.

Confidentiality - Confidential information pertaining to donors or prospective donors shall be scrupulously protected so that the relationship of trust between donor and donee and the integrity of the prospect research professional is upheld.

Accuracy - Prospect researchers shall record all data accurately. Such information must be verifiable or attributable to its source.

Procedures
POLICY: 2.2.6.2
Effective Date: 01/01/2004
Last Updated: 10/09/2009
Policy Owner: Coyle, Cindy

Collection

  • The collection and use of information shall be done lawfully. 
  • Information sought and recorded may include all public records.  
  • Written requests for public information shall be made on institutional stationery clearly identifying the sender.
  • Whenever possible, payments for public records shall be made through the institution.
  • When requesting information in person or by telephone, neither individual nor institutional identity shall be concealed.  

Recording

  • Researchers shall state information in an objective and factual manner.  
  • Documents pertaining to donors or prospective donors shall be irreversibly disposed of when no longer needed (e.g., by shredding).  

Use

  • Non-public information is the property of the institution for which it was collected and shall not be given to persons other than those who are involved with the cultivation or solicitation effort or those who need that information in the performance of their duties for that institution. 
  • Only public or published information may be shared with colleagues at other institutions as a professional courtesy.  
  • Prospect information is the property of the institution for which it was gathered and shall not be taken to another institution.  
  • Prospect information shall be stored securely to prevent access by unauthorized persons.  
  • Research documents containing donor or prospective donor information that are to be used outside research offices shall be clearly marked "confidential".  
  • Special protection shall be afforded all giving record pertaining to anonymous donors.  

Recommendations

  • Prospect researchers shall urge their institutions to develop written policies based upon the laws of their state defining what information shall be gathered and under what conditions it may be released and to whom.  
  • Prospect researchers shall urge the development of written policies at their institutions defining who may authorize access to prospect files and under what conditions.
  • Prospect researchers shall urge their colleagues to abide by these principles of conduct.
Office of Gift & Alumni Information Management
POLICY: 2.2.7
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

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 to the UGA Foundation or directly 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 also provides gift receipts and pledge reminders to donors and various fundraising reports to both internal and external constituents.  In addition, they record all non-gift revenue received by the UGA Foundation.

The Office is also responsible for updating and maintaining accurate biographical information contained in the alumni/donor database.  In addition to supporting the department's own communication with donors, this information is critical to the efforts of the University's development programs, fundraising, various school/college programs and many alumni functions. This function includes the establishment of new donor/friend records and reconciling new graduate records to the system. Before additions or updates are processed in the database, the Office researches and verifies information received.

Maintenance of Biographical Information
POLICY: 2.2.7.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The Office of Gift & Alumni Information Management maintains the responsibility of updating biographical information as follows:

Address Change Information - Any undeliverable mail or notification of address changes should be forwarded electronically or physically to the Office with the information concerning the date of change and source of the information. Notations should be made for telephone number changes or changes of address that identify whether it is for the home residence, business address, or secondary residence. Upon receipt of this information, Gift & Alumni Information Management will verify the changes and enter the information in ASCEND.

Unknown Address - If addresses in ASCEND are incorrect, notification should be sent to Gift & Alumni Information Management so that the information can be flagged and tracers sent to attempt to locate the correct information.

Contribution Information - Daily contributions from donors provide another resource for information concerning address, phone numbers, employer information, and marital status. Checks, correspondence, and documents sent with contributions provide a means of updating and verifying donor information. These data are then recorded in the ASCEND system.

Name Changes - Any name changes resulting from marriage or divorce should be reported to Gift & Alumni Information Management. Names are listed in the historical file for record keeping purposes. Engagement and marriage announcements provide a signal for Gift & Alumni Information Management to seek verification from the family or individual being discussed, which may be by phoning, e-mail, or mailing a questionnaire.

Reporting Deaths - Obituaries are monitored daily to learn of deaths. If an obituary is received from a news clip that contains the date of death, no further verification is performed. If the death cannot be substantiated through the newspaper, the Social Security Administration will be contacted to verify the death. In the event this does not provide the verification, the Office will call the individual's tracer information and local funeral homes but will not call the individual's family for verification unless all previous steps have been exhausted. The date of death is entered on the individual's record on ASCEND, and if the date is unknown but the death is verified, the death date is listed as unknown. If verbal notification of a death is received, the Office of Gift & Alumni Information Management will use the same procedure to verify the death.

Additional Information - Other information maintained in ASCEND includes family relationship information, professional, civic, philanthropic and social boards information, awards and honors, fraternity and club organization, and campus and alumni activities.

Lost Alumni - If an address/phone number is unknown, the Internet, electronic and print phone directories will be checked for current information. If the listing is different than what is in the ASCEND system, a tracer will be sent or a call made to verify the alumni's information. Electronic White Pages, Phone Disc on CD-ROM, and Directory Assistance are other resources used in locating lost alumni. This procedure takes place as time permits.

Registrar's Files - Degree information, including class year, major, degree received, parent information, and school activity, is transferred from the Registrar's file to the ASCEND system upon a student's enrollment in school. The Office has authorization to access the Registrar's files to verify information. No information is provided concerning financial aid or academic success. No information is provided for those records with restricted access.

Requests for Alumni Biographical Information
POLICY: 2.2.7.2
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Alumni Files - Information is kept in the ASCEND database, although some paper and microfiche backup files may exist as well. Vital data is documented, such as name changes, dates of birth and death, marital status changes, employment information such as promotions or announcements, questionnaires, parent/tracer information, and news clippings. Permanent files continue to be maintained after an individual's death.

Disclosure of Information - In keeping with FERPA, only directory information will be released from the Office of Gift & Alumni Information Management. An individual may see his/her file with proof of identity.


No information is released on records marked "confidential." Records will only forward requests for information to the individual alumnus.

POLICY: 2.2.7.3
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Gift & Alumni Information Management maintains University-related lists for Schools/Colleges/Units upon request. With permission of the IT department, a School/College/Unit user can be granted authority and trained to maintain unit specific lists as needed. A PSA code will be established to accommodate the list in the ASCEND system.

All individuals requesting omission from or inclusion in mailing or phone lists should be forwarded to Gift & Alumni Information Management. These requests will be processed immediately in the ASCEND system and documented in the individual's alumni record.

College/Constituent Fundraising Programs
POLICY: 2.2.8
Effective Date: 01/01/2004
Last Updated: 11/19/2013
Policy Owner: Coyle, Cindy

The University of Georgia's School/College/Unit Development Directors are committed to promoting financial support for the University's and the respective organization's fundraising campaigns and needs. These entities identify, cultivate, and solicit gifts to the University of Georgia Foundation and respective organizations from alumni and friends of the University of Georgia. Because college fundraising programs encompass the broad spectrum of fundraising activities, all college/constituent fundraising programs are subject to the procedures contained in this policy statement.

The duties, responsibilities, and goals of the School/College/Unit Development Directors are determined by the Senior Director of Constituent- Based Fundraising, in accordance with the Associate Vice President of Development, the Vice President for Development and Alumni Relations, and the Deans/Directors of the particular School/College/Unit. The financial support generated by donors is designated to assist in supporting scholastic programs and activities and other identified needs of the institution.

Event Approval
POLICY: 2.3
Effective Date: 05/05/2011
Last Updated: 11/19/2013
Policy Owner: Coyle, Cindy

All events that will have revenue processed through the University of Georgia Foundation are subject to this policy.

Events with revenue processed through the Foundation usually include business related events sponsored by UGA units/departments for donor or alumni activities. Conversely, for academic or professional development events or any event where expenses are paid with UGA funds, the event revenue should be deposited at UGA. The University of Georgia Foundation may support these events by transferring funding to the appropriate UGA account.

For any events falling under this policy, an approved Event Approval Form should accompany all University of Georgia Foundation deposits.

PROCEDURE:

  1. Prior to the submission of any deposits or disbursement requests, an Event Approval Form should be completed and forwarded to the Development and Alumni Relations Office of Gift & Alumni Information Management. Event forms require the signature of the UGA unit's Vice President, Dean, or Director. Signed forms can be faxed, emailed, or sent via Campus Mail. Please allow 5 business days for processing once received by Gift & Alumni Information Management.
  2. The Offices of Gift & Alumni Information Management and Financial Accounting will determine if the event is approved for processing through the University of Georgia Foundation. Financial Accounting sends notification to the coordinator of the event outlining the reporting and accounting requirements.
    1. If the event meets the IRS definition of a fundraising event, the event is subject to the University of Georgia Foundation's Fundraising Event Policy.
    2. If the event is not a fundraising event, notification of approval will be sent to the coordinator of the event.
      1. An approved Event Approval Form should accompany all deposits related to the event.
      2. All revenues and expenses for an event should be processed to/from the same University of Georgia Foundation account.
      3. For each type of other income (sale of merchandise, registration, etc.), please identify the type of revenue by attendee name and amount. PLEASE NOTE: Sale of merchandise requires a separate approval form.

If you have any questions on whether a specific event will be considered acceptable income for the University of Georgia Foundation, please contact the Office of Gift & Alumni Information Management.

Fundraising Events
POLICY: 2.3.1
Effective Date: 01/01/2004
Last Updated: 11/19/2013
Policy Owner: Coyle, Cindy

The IRS defines a fundraising event as any event having the primary purpose of raising funds and requires that charitable organizations identify and report all fundraising event income. This policy is intended to aid in compliance with the IRS requirements. The Office of Gift & Alumni Information Management will determine whether each event is a fundraising event based on the information submitted during the event approval process.

If an event is determined to be a fundraising event, it requires additional approval from the Vice President for Development and Alumni Relations and is subject to the additional requirements in this policy. Written approval is needed before proceeding with the event and should be obtained as early as possible during the planning stages of any event.

If the ticket price of attendance at an event contains a gift portion, it is a requirement to inform each individual invited of the actual fair market value of attending the event. The donation credit is the difference between the actual value of attendance and the ticket price.

If a charitable auction is part of the fundraising event, then additional guidelines apply. Please see the Charitable Auction Policy.

An approved Event Approval Form should accompany all check requests and deposits submitted for a fundraising event.

PROCEDURE:

  1. At least 60 days prior to a fundraising event, an Event Approval Form should be completed and forwarded to the Development and Alumni Relations Office of Gift & Alumni Information Management. Signed forms can be faxed, emailed, or sent via Campus Mail. Event forms require the signature of the UGA unit's Vice President, Dean, or Director.
    1. The Office of Gift & Alumni Information Managementwill forward to the Vice President for Development and Alumni Relations for approval.
    2. Upon Vice President for Development and Alumni Relations approval, the Office of Gift & Alumni Information Management will forward the documentation to Financial Accounting for further processing and the UGA unit will be notified of the vice president's approval.
  2. A sample of the invitation, if not previously provided, should be forwarded to the Office of Gift & Alumni Information Management for review. The review is required to ensure that the invitation includes the necessary disclosures required by the IRS: The disclosures requirements are:
    1. value of attendance
    2. gift amount (if needed)
  3. Financial Accounting will send a memo to the coordinator of the fundraising event outlining the reporting and accounting requirements. These requirements include:
    1. The execution of an "Indemnification and Hold Harmless" agreement for any fundraising event held off campus.
    2. The submission of a budget for the event.
    3. The establishment of a separate "fundraising" account in the Foundation for capturing the revenues and expenses associated with each fundraising event. The IRS requires a separate accounting for each fundraising event which has gross revenues over a certain threshold.
    4. Funding to pay costs "up front" which may be transferred from a discretionary fund within the same foundation to the fundraising account.
      1. The UGA unit will indicate the amount of seed money to be transferred to the new fundraising account. Please contact Financial Services for assistance at 706-542-6669.
      2. All expenses and revenues associated with the fundraising event will be processed through the fundraising account.
    5. Transmission of deposits to the Office of Gift & Alumni Information Management.
      1. Each deposit should indicate how much is attributable to "other income" (value of attending event or other benefits) and how much is considered a "charitable gift contribution" (the amount in excess of benefits value).
      2. For each type of other income (sale of merchandise, registration, etc.), please identify the type of revenue by attendee name and amount.
      3. For each contribution, the attendee's name and complete address must be included.
    6. Final verification of event accounting:
      1. When the event is completed and all revenue and expenses have been processed, the event coordinator should provide verification of accounting and the request to transfer proceeds to Financial Accounting. (Debbie Chupp at dchupp@uga.edu or 706-542-6669)
      2. The coordinator should verify to Financial Accounting that all revenue and expenses have been processed and that all were posted to the fundraising event account.
      3. The request to transfer proceeds to the benefitting fund must be approved by the Dean or Director with signature authority for the School/College's accounts.
Charity Auction
POLICY: 2.3.2
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Charitable auctions are sometimes held in conjunction with fundraising events. Auctions require additional reporting for gifts and other revenues generated. Both the donor and the purchaser of an auction item could possibly receive gift credit. Additional tax requirements also apply.

  1. State sales tax will be applied to any item sold at auction.
    1. Per Georgia state law, the applicable sales tax for each item sold at auction will be charged back to the appropriate Foundation fund. Please note that Foundation funds cannot be used to purchase items for auction, thus sales tax cannot be paid at the point of purchase and must be remitted upon sale.
    2. Sales tax is applicable to tangible real or personal property and services e.g. artwork, jewelry, photography, catering as well as items such as trips, hotel stays, etc. However, intangible items such as a "celebrity presence" are not taxable.
  2. Income received from an auction is considered a result of fundraising efforts. This is relevant to our tax treatment of the income received at auction.The University of Georgia Foundationdoes not consider the net revenue taxable for unrelated business income tax (UBIT) purposes.
  3. Adequate and correct information identifying the donors, purchasers, and items at the auction is necessary. Please make sure the following are included for both the donors of auction items and the purchasers of auction items:
    1. Name
    2. Address
    3. Ascend ID if applicable
    4. Description of item purchased/donated
    5. Fair Market Value of item purchased/donated (only if openly declared)
    6. Purchase price (Winning Bid)

There are two ways to evaluate the charitable gift aspect of auction items: Fair Market Value Declared and Fair Market Value Not Declared. Both the donors and the purchasers of auction items will be affected by this decision. Please consider the following points when planning a charitable auction.


Fair Market Value (FMV) Declared:

To consider an auction item as Fair Market Value Declared, the value must be openly stated in writing to the purchaser before the auction begins. The value could be listed in a pamphlet given to all attendees of the auction, announced by an auctioneer prior to bidding, or it could be listed on a place card or bid sheet next to the auction item on display. Declaring the FMV will impact the charitable deduction allowed for the donor of the item, as well as the purchaser of the item. Please be sure to provide the FMV when submitting paperwork to the Office of Gift & Alumni Information Management in order to grant the appropriate charitable deductions.

Special Considerations for Auctions with FMV Declared:

  1. Persons who donate an item to be auctioned are entitled to a charitable deduction of the FMV of the donated item. The IRS defines the FMV as the price that particular item would sell for on the open market. There are exceptions and donors should consult with a tax professional prior to making any gifts.
    1. The FMV is equal to the merchant suggested retail price (MSRP) or a good faith estimate.
    2. If the donated item has a value greater than $5000, charitable deductions are dependent on an appraisal.
    3. Charitable deductions for services, such as but not limited to, a lawyer donating time to draft a contract, or the use of property, such as but not limited to, a vacation home, are not permitted.
  2. Persons who purchase an item that is being auctioned may be eligible to receive a charitable deduction upon the purchase of the item. To receive a charitable deduction, the purchase price must be greater than the declared FMV. The purchase price less the FMV equals the amount of the allowed charitable deduction.
  3. If charitable deductions are allowed for purchasers of items at the auction, the amount of sales tax that is paid is going to be lessened because there is a maximum FMV. The amount over the FMV is considered a gift and will not be included when sales tax is calculated.


Fair Market Value (FMV) Not Declared:

If the value of an auction item is not openly stated in writing to the purchaser before the auction begins, the item would be considered Fair Market Value Not Declared. Not declaring the FMV will impact the charitable deduction allowed for the donor of the item, as well as the purchaser of the item.

Special Considerations for Auctions with FMV Not Declared:

  1. Persons who donate an item to be auctioned are entitled to a charitable deduction of the FMV of the donated item. If the FMV is not declared beforehand, it will be determined by the amount of the winning bid and gift credit will be given accordingly.
  2. Purchasers of auction items without a declared FMV are not eligible for a charitable deduction in relation to the purchase of an item. Since no FMV was openly stated, the purchaser cannot knowingly "overpay" with charitable intent.
  3. If there are no charitable deductions allowed for purchasers of items at the auction, the amount of sales tax that is paid is going to be greater because there is no buffer of a maximum FMV. The full purchase price is considered to be non-gift sales revenue.
Sponsorship Revenue
POLICY: 2.3.3
Effective Date: 01/12/2012
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Sponsorships are monies received from companies and/or individuals that are intended to offset the cost of an event or related activity.  There are three different types.  Each type is defined by what the company/individual is receiving in return for the payment.

  1. Charitable gift contribution with no other income included
    1. Donor received no tangible benefits
    2. Name and logo recognition is not a tangible benefit
    3. Use the Gift Transmittal Form
    4. If related to an event, please also attach an approved Event Approval Form
  2. Charitable gift contribution combined with other income
    1. Donor received a tangible benefit
      1. Tickets to the event (assuming admission is not free)
      2. T-shirts (assuming they are sold and not given away)
      3. Anything else regular attendees must pay for
    2. Gift amount is the total amount minus the value of the tangible benefit
    3. Use the Gift Transmittal Form and separate out the gift and other income amounts
    4. If related to an event, please also attach an approved Event Approval Form
  3. Other Income payment with no gift portion included
    1. Donor received a tangible benefit
    2. The benefit value is greater than or equal to the payment received
    3. Use the Other Income Transmittal Form
    4. If related to an event, please also attach an approved Event Approval Form

PLEASE NOTE:  When tickets are given to sponsors, it is the value of tickets available to them not the value of tickets used that determines the amount of the tangible benefit.  If the sponsor would like to receive full gift credit for the amount they give, they need to decline the tickets at the time the gift is given.  Any solicitations for sponsorships should list the sponsorship level and the value of all the tangible benefits received for that particular level.  The sponsor should then have the opportunity to decline some or all benefits.

The UGA Foundation can accept revenue from business related events sponsored by UGA units/departments for donor or alumni activities.  The expenses for the event must be paid solely from the foundation.

Academic or professional development event revenue should go to UGA.  If any expenses are paid with UGA funds, the event revenue should be deposited at UGA.

Please read the Event Approval Policy.

Ways of Giving
POLICY: 3
Effective Date: 01/01/2004
Last Updated: 04/13/2017
Policy Owner: Coyle, Cindy

This section is maintained by Gift Accounting (706) 542-8160.

What is a Gift?
POLICY: 3.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

A gift is the irrevocable transfer of property or money to a qualified organization, and has no donor imposed conditions or control. A gift must be voluntary and must be made without the donor getting, or expecting to get, anything of equal value.

In order to protect the interests of UGA, UGAF, and the persons and other entities who support the programs of UGAF, these policies are designed to assure that all gifts to or for the use of UGA are structured to provide maximum benefit to both parties.

The goal is to encourage funding of UGA and UGAF without encumbering the organizations with gifts that may prove to generate more cost than benefit or that are restricted in a manner that is not in keeping with the goals of UGA.

To optimize funding from individuals and other entities, UGAF must be capable of responding quickly, and in the affirmative when possible, to all gifts offered by prospective donors. It is understood that, except where stated otherwise, these policies are intended as guidelines and that flexibility must be maintained since some gift situations can be complex. Decisions can be made only after careful consideration of a number of interrelated factors. Therefore, these policies will in some instances require that the merits of a particular gift are considered by a gift acceptance committee, and a final decision be made only by that body.

Cash Gifts
POLICY: 3.2
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Cash gift procedures:

  1. Gifts in the form of cash and checks shall be accepted regardless of amount unless there is a question as to whether the donor has sufficient title to the assets or is mentally competent to legally transfer the funds as a gift to UGAF.
  2. All checks must be made payable to UGAF and shall in no event be made payable to an employee, agent, or volunteer who is soliciting on behalf of UGAF.
  3. The donor should clearly indicate, in writing, how the gift is to be designated. This designation can be done in the memo portion of the check or in other documentation that accompanies the check.
Credit Card Gifts
POLICY: 3.3
Effective Date: 04/13/2017
Last Updated: 04/13/2017
Policy Owner: Coyle, Cindy

Credit card gift procedures:

  1. UGAF currently accepts American Express, Discover, Master Card, and Visa for credit card contributions. A donor who wishes to make a gift in this manner must provide Gift Accounting with a valid account number, expiration date, CVV code, and the name of the cardholder. Also, to insure proper crediting, the donor should indicate the dollar amount and designation of the gift.
  2. The same credit cards identified above may also be used to make a gift online by taking the following steps:
    1. Go to gail.uga.edu/commit
    2. Select a School or College, Other Area, or A Cause
    3. Identify a designation
    4. Choose one of the suggested gift amounts or choose "Other," and enter the appropriate amount for your gift.
    5. Click "add gift".
    6. To complete your gift, click on "continue." You will be asked to provide your credit card number and expiration date.
Electronic Fund Transfer (EFT) Gifts
POLICY: 3.4
Effective Date: 07/01/2013
Last Updated: 04/13/2017
Policy Owner: Coyle, Cindy

Electronic Fund Transfer gift procedures:

UGAF currently accepts Electronic Fund Transfer (EFT) contributions for recurring gifts. A donor who wishes to make a monthly or quarterly recurring gift in this manner must provide the Gift Accounting with a valid routing number, account number, name of the account holder, and payment amount. To insure proper crediting, the donor should indicate the designation of the gift.

Gifts of Marketable Securities
POLICY: 3.5
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

It is the policy of the Foundation to sell all securities as soon as is practicable after the securities have been received by the Foundation. In order to expedite this process, The University of Georgia Foundation has established an account with Merrill Lynch Pierce Fenner & Smith (Merrill Lynch) in Atlanta to handle these transactions. The preferred method of transfer is for the securities to be transferred through the use of the Depository Trust Company (DTC). An alternate means of transfer is for the actual certificate to be transferred to the Foundation and registered in the name of the Foundation, but this method is much slower. After Merrill Lynch has received the securities, they will immediately sell the securities and forward the proceeds to or for the benefit of the Foundation as designated by the donor. The instructions for both methods are at the end of this section.For all gifts of marketable securities, the Office of Gift & Alumni Information Management will obtain the high and low price for the date the gift officially transferred into the name of the Foundation. The valuation is based on the average of the high and low price quoted for that date. The average price sets the price per share for gift valuation.

In many cases, there is a period of time between the date of the gift and the date of the sale. It is common that a gain or loss may be recognized on the sale of the stock. The gain/loss will be booked to the fund receiving the gift. The gift valuation for the donor is not adjusted. For split gifts of donated stock (designated to benefit more than one fund), all gains/losses will be split according to the original gift designation unless otherwise requested in writing by the donor.

In certain circumstances, the donor(s) may request that another broker be used to receive and sell the securities on behalf of the Foundation. In this situation, to be done on an exception basis, the broker will establish an account with his/her firm in the name of the Foundation. The broker will work with the Office of Gift & Alumni Information Management to obtain the necessary corporate information to open the account.

After the account has been opened and the securities transferred to the account, the broker will sell the security and send the proceeds, the net of commissions, to the Foundation. 

Electronic Transfer of Securities Instructions (DTC)
POLICY: 3.5.1
Effective Date: 01/01/2004
Last Updated: 04/13/2017
Policy Owner: Coyle, Cindy

Please contact Gift Accounting Office at (706) 542-9270 or (706) 542-8160 upon hearing of a potential stock gift. Try to have the following information (or as much as possible):

  • Donor Name
  • Designation - if split then supply % to each account
  • Expected gift amount
  • Type of Security
  • # of shares

While DTC allows a speedy delivery of securities, it does not provide a great deal of information in our account. Often, we do not receive a donor name and must send out a mass email in order to identify the donor. Please let the donor know to have his or her broker attach his or her name to the DTC instructions.

Gifts of Stock Certificate Instructions
POLICY: 3.5.2
Effective Date: 01/01/2004
Last Updated: 04/13/2017
Policy Owner: Coyle, Cindy

When stock certificates are in the donor's name-

  • Do not sign the certificate(s).
  • Please sign one (1) Stock Power for each stock issue. Please make extra copies as necessary. Sign your name on the form exactly as indicated on the stock certificate.
  • Please mail stock certificate(s) to the University of Georgia Foundation unsigned and in a separate envelope from the Stock Power(s).
  • Lastly, please mail the Stock Power(s) to the University of Georgia Foundation. The address is:

Gift Accounting
UGA Foundation
394 S. Milledge Avenue
Athens, Georgia 30602

When the stock certificates are in the name of the Foundation

  • Simply have the donor mail or deliver the certificates(s) to the Foundation.
  • The Foundation Office of Gift & Alumni Information Management will handle the remaining details.

Please call Erica Owensby at (706) 542-9270 or Jason Burdette at (706) 542-8160 with questions.

Tangible Personal Gifts
POLICY: 3.6
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Tangible personal property can only be accepted by the Gift Acceptance Committee or other persons authorized to do so by the Gift Acceptance Committee. A gift of tangible personal property may be accepted provided that:

  1. Such a gift is consistent with the mission of the University;
  2. Acceptance of such a gift will not involve significant additional expense in its present or future use, display, maintenance, or administration; and
  3. No financial or other burdensome obligation or expense is or will be directly or indirectly incurred by UGAF as a result thereof.

The receipt and acceptance of gifts of tangible personal property by Vice Presidents, Deans, Directors, and other authorized officers shall be reported in detail promptly to UGAF for confirmation and formal acceptance. Unless otherwise specified as a condition of the gift, UGAF, in assuring that the donor's intent for the gift is honored, is empowered to retain the gift of property, turn it over to the University, or liquidate it for the benefit of the UGAF.

What is Tangible Personal Property?

Examples of tangible assets include works of art, equipment, etc. The Office of Gift & Alumni Information Management staff generally accepts the value provided by the donors for items values less than $5,000. However, the donor must complete Part I of IRS Form 8283 for gifts values between $500 and $4,999 to qualify as a charitable contribution for Income Tax purposes. In addition, for gifts valued at greater than $5,000, the donor must also provide an appraisal or other third party verification of the value. Regardless of value, the donor must complete a Deed of Gift form to irrevocably transfer ownership to UGAF. Upon receipt of the appropriate documentation, the Gift & Alumni Information Management staff issues a Gift Receipt describing the item(s) donated, and if the donor provided Form 8283, UGAF will return the signed form with the receipt. This receipt does not include a dollar value.

Works of Art
POLICY: 3.6.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Gifts of works of art may be accepted by UGAF. In addition to the noted policies on gifts of tangible personal property, UGAF, in accepting works of art, will adhere to the following two-tier approach.

  1. Works of high quality, individually or in whole collections, will be given to UGAF for, and accessioned by, the Georgia Museum of Art, the official collector and keeper of important works of art for the University. "Accessioned" refers to the Museum's commitment to care for and to use the work for Museum purposes. Art accepted by the Museum must meet the following conditions:
    1. It must not be encumbered by any restrictions as to use, attribution, exhibition, and disposal. The Museum will, however, honor the donor's wishes regarding gift recognition.
    2. It must be approved by the Museum Director prior to acceptance and, if appropriate, the Museum's Advisory Committee on Collections. The principal criteria for acceptance, besides quality, are condition, authenticity, and relatedness to the purpose and collections of the Museum.
    3. Works of art must also be accompanied by a bill of sale or other proof of ownership and a complete provenance (the work's history of ownership).
    4. A work of art will not ordinarily be accepted with the provision that it be kept permanently.
    5. A work of art will not ordinarily be accepted with the provision that it be exhibited permanently.
    6. A collection of works of art will not ordinarily be accepted with the provision that it be kept intact.
  2. Works not meeting Museum standards may still be of value to units of the University for decorative, instructional, or resale purposes. However used, title to these works remains with UGAF and decisions regarding disposition rest with the title.
  3. It is recommended that proof of ownership be a condition of acceptance for any artwork because of the increasing problems of repatriation lawsuits for certain ethnic and cultural categories.
  4. For further guidance for giving works of art, consult the Georgia Museum of Art's policies.

Gifts of works of art must be recorded by the Foundation Office of Gift & Alumni Information Management. A Gift Transmittal Form should be completed by the receiving unit. The transmittal form requires complete donor information and the gift's value to be stated. If the value of the gift is not stated and the donor is not receiving a charitable tax deduction from the gift, then it is the responsibility of the receiving department to request an appraisal for the object. For a list of appraisers, please contact the registrar at the Georgia Museum of Art. After receipt of the transmittal form, together with the appropriate documentation, the gift will be recorded and the donor notified of the charitable deduction, if applicable. Procedures for valuing gifts are outlined herein.

An Art Inventory Report Form should be completed by the receiving unit and forwarded to Property Control and a copy should be sent to the assistant registrar at the Georgia Museum of Art.

It is the responsibility of each unit that purchases a work of art to report the purchase to Property Control, following the policies for Procurement established by Business Services, as outlined in the Administrative Policies and Procedures Manual. The insurance value should be determined by the purchase price of the object, unless there is an obvious need for an appraisal. If there is uncertainty about the value of an object or whether it needs an appraisal, please contact the registrar at the Georgia Museum of Art.

Guidelines for the Valuation of Works of Art
POLICY: 3.6.1.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The guidelines for the valuation of gifts of works of art are established by the Internal Revenue Service and are applied to each donor who wishes to claim a charitable deduction. Copies of the IRS guidelines may be obtained from an IRS office or from a tax attorney or tax accountant.

  1. Property worth $500 or less

    The donor establishes the value of the gift based upon records he or she must maintain to support the charitable deduction for the gift. An appraisal is not required for gifts valued at less than $500.

  2. Property worth over $500 but less than $5,000

    The donor establishes the value of the gift based on the property's cost or other basis. The donor must complete Part I of IRS Form 8283 to receive a charitable deduction for the gift. A qualified appraisal is not required for gifts valued between $500 and $4,999. The gift is accepted and recorded based upon the value substantiated by the donor from either receipts, a statement from an art dealer, or some other proof of value and a copy of IRS Form 8283.

  3. Property worth over $5,000 but less than $20,000

    The donor must comply with strict appraisal guidelines. The appraisal rules apply to single gifts of works of art or to the aggregate value of a group of similar items of art for which a charitable deduction is claimed.

    The gift is accepted and recorded provided the donor meets the following substantiation requirements:

    1. Obtains a qualified appraisal for the property contributed, and
    2. Provides a copy of IRS Form 8283 on which the donor claims the charitable deduction. 
  4. Property worth over $20,000

The donor must comply with strict appraisal guidelines and must include an 8 X 10 inch color photo or a 4 x 5 inch color slide of each item donated (this data must be attached to the donor's tax return.) The appraiser must sign part III of IRS Form 8283.

The gift is accepted and recorded provided the donor meets the following substantiation requirements: 

  1.  
    1. Obtains a qualified appraisal for the property contributed,
    2. Attaches photographs of the subject works of art, and
    3. Provides a copy of IRS Form 8283 on which the donor claims the charitable deduction.

Whenever possible, the receiving unit should request the transfer of the work of art to that unit by a Deed of Gift signed by the donor.

POLICY: 3.6.1.2
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Whenever possible, the receiving unit should request a transfer of the copyright to the work of art.

Under federal law, copyright protection is available to all works of authorship that have been fixed in a tangible medium (this includes pictorial, graphic, and sculptural works; photographs, prints, and art reproductions; maps, globes, charts, diagrams, models, technical, and architectural drawings).

Owners of copyright have the following exclusive rights: to reproduce the work, to prepare derivative works, to distribute copies to the public, and to perform/display the work publicly. These rights are divisible and may be conveyed separately or in entirety. Ownership of the copyright of a work of art is distinct from ownership of the material object. Ownership of copyright remains with the artist unless copyright was conveyed by written agreement.

Copyright protection for a work created after January 1, 1978 endures for the life of the artist, plus another fifty years. Works created prior to 1978 were granted two 28-year terms of protection, with renewal required after the first 28-year term. Once copyright protection has expired, the work falls into the public domain and can be used freely by anyone.

Works of art protected by copyright are available to anyone for "fair use," such as for criticism, teaching, or research. "Fair use" is determined on a case-by-case basis, based upon four factors: the purpose and character of the proposed use, the nature of the copyrighted work, the amount and substantiality of the portion used, and the effect of the proposed use upon the potential market for, or value of, the work.

Federal copyright law has a provision pertaining exclusively to visual artists. It grants the creator of a work of visual art a limited right to maintain control over the work even after it has been sold. The artist has the right to claim authorship of the work and the right to prevent any intentional distortion, mutilation, or other modification of the work. These rights belong to the artist, even if the artist is NOT the copyright holder. They extend for the life of the artist and cannot be transferred, although they can be waived.

All questions on the complex issues of copyright should be referred to the Office of the Executive Director for Legal Affairs.

Guidelines for Appraisal of Works of Art
POLICY: 3.6.1.3
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The term "qualified appraisal" means an appraisal by a professional appraiser no earlier than sixty days before the contribution of the appraised property, and no later than ninety days after the contribution date. To be independent of the donor, the qualified appraiser cannot be the donor or the donee, a party to the transaction in which the donor acquired the property, a person employed by any of the foregoing parties, a person related to any of those parties, or have any other financial interest in the works being appraised.

The appraisal must be signed and dated by an appraiser who charges an appraisal fee. An appraisal of a collection or a work of art must include the following:

  1. A detailed description of the object, including title, size, subject matter, medium, name of the artist, approximate date created, and interest transferred;
  2. The physical condition of the property;
  3. The date, or expected date, of the contribution, the date on which the property was valued, and the manner of acquisition;
  4. The terms of any agreement or understanding entered into, or expected to be entered into, by or on behalf of the donor, that relates to the use, sale, or other disposition of the property contributed;
  5. The name, address, and taxpayer identification number of the appraiser;
  6. A detailed description of the appraiser's background and qualifications;
  7. A statement that the appraisal was prepared for income tax purposes;
  8. A history of the item, including proof of its authenticity and a record of any exhibitions at which the particular art object was displayed;
  9. A photograph of the subject, of a size and quality sufficient to identify the subject matter fully;
  10. A statement of the factors on which the appraisal was based. This statement should include:
    1. The specific basis for the valuation, such as any specific comparable sales transactions, particularly sales of other works by the same artist on or around the valuation date;
    2. Quoted prices in dealers' catalogues of works by the artist or comparable artists;
    3. The appraised fair market value of the property and the method used to determine the fair market value, particularly with respect to the specific property;  
    4. A statement as to the standing of the artist in the profession and in the particular school, time, or period in which the work was produced.
Real Property
POLICY: 3.6.2
Effective Date: 01/01/2004
Last Updated: 09/14/2015
Policy Owner: Coyle, Cindy

UGAF welcomes and actively solicits gifts of real property. If the real property gift is intended to be used by a unit of UGA, not sold in order to fulfill its academic mission, then it is recommended the gift be made directly to UGA. The gift will then be considered state property and will qualify as state property for tax and insurance guidelines. The following policies have been adopted by UGAF relating to the acceptance, management, and liquidation of real property gifted to UGAF.

No gift of real property shall be accepted without prior approval of the Gift Acceptance Committee of UGAF. If certain conditions exit, gifts may require the approval of the Real Estate Committee of the Foundation. For example, for gifts of real property valued in excess of $100,000, prior to gift acceptance, the valuation of the gift will be shared with the Real Estate Committee Chair for advisement.

Real property donated to UGAF will generally be disposed of immediately and the proceeds used as directed by the donor. Each college or unit benefiting from the gift must agree in writing to pay all expenses associated with keeping the property such as, taxes, insurance, maintenance costs, and all other holding and carrying forward costs until the property is disposed.

Real property will be considered for acceptance only after meeting the following qualifications:

  1. Title will be transferred to UGAF by general warranty deed unless transfer is by a trustee, personal representative, or other fiduciary who will provide a deed appropriate to its capacity.  
  2. The property must be appraised by a qualified appraiser.
    1. Property must appraise for a value equal to or in excess of $10,000.
    2. The appraisal may not be made more than 60 days prior to the date of the contribution.
    3. The appraisal cannot be a percentage of the property.  
    4. The Foundation may not pay for the appraisal.  
    5. The appraisal must be made by an "independent" appraiser.
    6. In the absence of an appraisal, the property will be valued at $1.00.
  3. The property must pass a qualified Environmental Audit.

     No interest in real property, whether outright, in trust, by request, as a secured interest, or otherwise will be accepted by or on behalf of UGAF without first complying with the following procedures:

    1. An environmental review as described below will be performed on every potential real property asset prior to acceptance by UGAF.

      Rural, or Agricultural: For real property located in a rural area, or an agricultural area, an Environmental Risk Assessment will be performed by an approved consultant.

      Industrial: For real property located in a developed area where manufacturing or any class of industrial activity may have taken place, a Phase I audit will be performed by an approved consultant.

    2. If the environmental review indicates areas of significant concern, an additional investigation, including a Phase I, Phase II, or Phase III audit, as recommended, will be performed by an approved consultant prior to acceptance of the real property.
    3. If the above procedures disclose risk of liability, the real property will only be accepted with the written approval of the Executive Committee.  
    4. All contracts for environmental audits will be prepared and reviewed by UGAF attorneys or its designee.
    5. The donor will be encouraged to pay for any assessments and audits.  
  4. The property, if currently income producing, must be able to substantiate the annual net income.
  5. The property must have a clear title that is substantiated through a title search.

All expenses related to the qualification process, including title search, surveys, appraisals and audits will be paid for by the donor.

Mortgaged Property

UGAF rarely accepts mortgaged property and never accepts mortgaged property into a charitable remainder unitrust. However, when real property is acquired subject to a mortgage, the mortgage will be current and assumable and will only be accepted following the Gift Acceptance Committee approval. Prior to its acceptance:

  1. A clearly established method for the payment of the debt will be determined;
  2. An MAI appraisal will be required; and 
  3. Not more than 50 percent loan to value ratio will be met.

Leases

When real property is acquired subject to a lease, leases will not be in default and will be assignable by landlord. Commercial property acquired subject to a lease will only be accepted following Gift Acceptance Committee approval. Following these approvals, the leases will be assigned to UGAF and all deposits, advance rents, and other monies transferred to UGAF or otherwise accounted for as required by law.

Special Deed Clauses

The Gift Acceptance Committee must approve any special deed clauses.

Unsolicited Deeds

Unsolicited deeds will not be accepted. Upon the receipt of unsolicited deeds, the Real Estate Staff will immediately notify the grantor (in writing) that the real property has not been accepted and will not be accepted until the requirements of this policy are met.

In the rare case where a warranty deed is signed over to the Foundation without clearing the Foundation’s gift acceptance policies, the Real Estate Committee may, upon review of the circumstances of the property, recommend to the Foundation’s Gift Acceptance Committee, to accept or reject the gift.

Helpful Information

The following information, if available, would be very helpful to assist with the acceptance of real property by UGAF:

  1. Deed, including legal description, showing ownership of the donor;
  2. Prior appraisal;
  3. Prior survey;
  4. Prior title policies or abstracts;
  5. Prior environmental assessments;
  6. Tax parcel identification number; and
  7. Copy of most recent tax bill.

IRS Reporting Requirement

The donor must submit the Form 8283 to the Office of Gift & Alumni Information Management. The signature of the Executive Director of the UGAF will be obtained and the form will be returned to the donor along with the gift receipt. The form also must be signed by the appraiser for gifts in excess of $5,000.

    IRS Form 8283

    The donor must submit IRS Form 8283 with his or her federal income tax return in order to obtain the tax deduction

    Selling of Property Within Three Years of Gift Date

    If contributed property subject to the appraisal summary rules is sold, exchanged, or otherwise disposed of within three years of the date of the gift, the Foundation must file Form 8282, an information return, with the IRS (and the donor) within 90 days of the disposition. Serious penalties may be assessed against the Foundation for failure to comply with the requirements.

For procedures for the acquisition or purchase of real property, see Policy Purchase of Property or Facility policy.

Deferred Gifts
POLICY: 3.7
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Deferred gifts, although given today, will not realize their benefit to the University until some years into the future. Large deferred gifts have a major impact on the University and its fundraising mission. We ask all deferred gift donors to make their gifts to UGAF. Since deferred gifts are integrally connected to the donor's financial and/or estate plans, deferred gifts are often referred to as planned gifts.

Life income gifts and estate gifts are two general categories of deferred gifts. Life income gifts provide either an income or the use of some assets for the duration of the donor's life. Estate gifts are normally associated with donor's wills or final distribution of estates. All donors who have documented a deferred gift to UGAF are eligible for membership in the Heritage Society.

Gifts with Retained Life Income
POLICY: 3.7.1
Effective Date: 05/22/2007
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The donor may wish to make a substantial capital gift to the Foundation but feel that he or she cannot afford to give up the annual income produced by the property. UGAF offers the following ways to make such a gift while retaining an income for life.

The benefits vary, but all arrangements have the following attractive features:

  • Satisfaction of providing for the University's future.
  • Income for life paid to the donor and/or another beneficiary such as a spouse or another family member.
  • An income tax charitable contribution deduction for the portion of the transfer that represents the gift to the Foundation.
  • Elimination or deferral of some or all capital gains tax if the gift is in the form of securities or real estate that has appreciated in value.
  • Potential for increased income.
  • Assets are professionally managed for the donor.
  • Reduction or elimination of estate and inheritance taxes.
Pooled Income Funds
POLICY: 3.7.1.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The UGAF Pooled Income Fund operates much like a mutual fund: individual contributions are "pooled" for investment purposes. In return, the net income of the entire fund is distributed on the basis of the number and value of "shares" held by each donor. All gifts are irrevocable and qualify for an income tax charitable contribution deduction, the amount of which is based on the age of the beneficiary(ies) and the recent performance of the fund.

A donor must make a minimum initial contribution of $5,000 (additional contributions of $1,000 or more may be made), and a maximum of two beneficiaries may receive the life income (each beneficiary must be at least 50 years old when designated). The quarterly payments are taxed as ordinary income.

Charitable Gift Annuity
POLICY: 3.7.1.2
Effective Date: 3/26/17
Last Updated: 03/26/2017
Policy Owner: Coyle, Cindy

A charitable gift annuity (CGA) is a contract between a donor and the UGA Foundation. The donor transfers cash or securities to the Foundation in exchange for quarterly payments in the form of a guaranteed fixed annuity to the donor, another designated beneficiary, or both. When the annuity matures, the principal reverts to the Foundation and may be designated to benefit a specific area. 

A minimum contribution of $10,000 is required to fund a CGA. Annuitants must be 60 years of age or older when payments begin. If a donor wishes to establish a CGA before the annuitant meets the minimum age requirement, annuity payments will be deferred until the age requirement is met.     

To ensure that the donor fulfills his or her desire to benefit the University, the maximum rate of return on the annuities will be the annual rate according to the American Council on Gift Annuities guidelines.

The regulation of gift annuities varies from state to state. For this reason, the gift annuities described here may not be available in all states.

Charitable Remainder Trusts
POLICY: 3.7.1.3
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The charitable remainder trust is similar to other types of trusts except that it has a charitable beneficiary. A donor transfers property irrevocably to a trust and specifies how trust income and principal are to be distributed. The trust may be created to become effective during life or at death. A minimum gift of $100,000 is required by UGAF for Charitable Trusts.

  1. Charitable Remainder Unitrust ("CRUT")

    The primary feature of the unitrust is that it provides for payment to the income beneficiary in an amount that may vary. The payment must equal a fixed percentage of the new fair market value of the trust assets valued annually. The donor determines the fixed percentage upon creation of the unitrust.

    The unitrust payment must be made annually or at more frequent intervals to the donor and/or another beneficiary for life. Or, the unitrust may be set up for a term of years not exceeding 20.

    The donor is allowed an income tax charitable contribution deduction equal to the present value of the Foundation's remainder interest in the unitrust that is determined by reference to Treasury Regulations. The deduction is based on the fair market value of the asset transferred, the payout rate chosen, and the age and number of beneficiaries.

    The unitrust can be funded with cash or - ideally - with long term, highly appreciated capital gain securities or real estate.

  2. Charitable Remainder Annuity Trust ("CRAT")

    The annuity trust shares many common features with the unitrust with the following exceptions:

    The annuity trust provides for fixed income payments that may not be less than 5% of the initial fair market value of the gift in trust, and additional contributions are not permitted.

  3. Charitable Lead Trust

    This trust is the reverse of a Charitable Remainder Trust in that the income generated from assets placed in trust is paid to the Foundation for a period of years, after which time the property either returns to the donor or is transferred to a named beneficiary or beneficiaries (typically, children or grandchildren). By establishing such a trust the donor is, in effect, "lending" the asset to the Foundation for the term of the trust and in doing so may obtain substantial tax benefits.

Estate Gifts
POLICY: 3.7.2
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The largest gifts to the University have traditionally been estate gifts, which may be used for restricted or unrestricted purposes.

Gifts from the estates of deceased donors consisting of property that is not acceptable shall be rejected only by action of the Gift Acceptance Committee. The legal counsel of UGAF shall expeditiously communicate the decision of the Gift Acceptance Committee to the legal representative of the estate. If there is any indication that the representatives of the estate or any family member of the deceased is dissatisfied with the decision of the Gift Acceptance Committee, this fact shall be communicated to the Gift Acceptance Committee or to the appropriate member of the development staff as quickly as possible.

Attempts shall be made to discover bequest expectancies whenever possible in order to reveal situations that might lead to unpleasant donor relations in the future. When possible, intended bequests of property other than cash or marketable securities should be brought to the attention of the Gift Acceptance Committee and every attempt be made to encourage the donor involved to conform his or her plans to UGAF policy.

Bequests
POLICY: 3.7.2.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Gifts by will may be an attractive gift option to donors who are unable to make a current gift but would like to contribute to UGAF in a meaningful way. These gifts may be restricted or unrestricted for the use of funds. Specific, residual or contingent bequests will be recorded by the Office of Planned Giving. A documented (copy of Will, portion thereof, or Bequest Provision Form) specific or residual bequest will be counted for Heritage Society membership. 

Types of Bequests:

Specific bequest - usually a dollar amount. It may also be a gift of real estate or tangible personal property (for example, artwork, antiques, jewelry, or coin/stamp collections).

Residuary bequest - names UGAF to receive all or a percentage of the remainder of the estate after specific bequests have been fulfilled.

Contingent bequest - takes effect only if all primary beneficiaries named in the will have predeceased the donor. Declaring UGAF a contingent beneficiary can prevent the property from going to the state if there are no heirs.

Testamentary trust - designates that part or all of the estate is to be left in some form of trust with a bank or individual trustee with income and/or principal to be paid to UGAF.

Pooled Income Fund - a gift may be made, by will, to the UGAF's Pooled Income Fund to pay income to a survivor or survivors, with the principal ultimately paid to UGAF.

Insurance
POLICY: 3.7.3
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

For insurance to qualify as a gift, whole life or certain universal life insurance policies should be purchased as follows:

  1. The Owner and Beneficiary of a gifted life policy must read "The University of Georgia Foundation."  Designation to a specific school, college, department, or fund should be made in a planned gift agreement, not in the policy application. The original policy should be forwarded to the Foundation.
  2. The insured must be at least 21 years of age.
  3. It is preferred that the insured be the donor or the donor's spouse.  Any exceptions should be reviewed prior to acceptance.
  4. The policy must carry a minimum face value of $25,000 at all times.  An exception to this rule will be made only for fully paid-up policies.
  5. If a donor is transferring ownership of an existing policy, they must provide the Foundation with the most recent annual summary and an in-force illustration for review before the gift is made.  The policy's cash surrender value at the time of transfer is a tax-deductible charitable contribution as allowed by law.
  6. If a donor is taking out a new policy with the Foundation as owner, the policy application and illustration must be reviewed by the Foundation before the gift is made.
  7. The Foundation should receive annual statements and premium notices from the insurance company.  Premiums must be made payable annually.
  8. Premiums should be paid by the donor directly to the Foundation, with the Foundation making payment to the insurance company.  In this way the donor's premium payments are tax-deductible charitable contributions as allowed by law.
  9. Accumulated cash values may not be utilized to pay premiums: 
    1. This means for Universal (Flexible Premium or Adjustable) Life policies that cash value must not decrease from one annual statement to the next. 
    2. For Whole Life policies, the premium should never be paid by loan.  Annual dividends can be applied to completely pay premiums or to reduce the premium with the donor paying the remainder.
  10. If there are any questions regarding life insurance policies qualifying an individual for recognition by the Heritage Society, please direct them to the Foundation, 394 S. Milledge Avenue, Suite 100, Athens, Georgia 30602, telephone (706) 542-6677.
Revocable Trusts
POLICY: 3.7.4
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The establishment of a revocable trust requires a minimum gift to the University of Georgia Foundation of $100,000 if the University of Georgia Foundation is to be trustee. The University of Georgia Foundation will serve as trustee of a revocable or irrevocable trust only if 100% of the remainder gift is for the benefit of the University of Georgia Foundation.

Other Types of Giving
POLICY: 3.8
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The Foundation offers other types of giving as well, with some listed below.  If you have any specific questions that are not answered in the policies, please contact the Office of Gift & Alumni Information Management.

Payroll Deduction
POLICY: 3.8.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Current UGA employees may elect to give to the Foundation automatically through payroll deduction. Employees may choose to make a specified pledge (a set amount to be withheld from each paycheck for a specific number of paychecks) or an open-ended pledge (a set amount to be withheld from each paycheck until the Office of Gift & Alumni Information Management is notified to discontinue payments). Guidelines and authorization forms are available from the Foundation's Office of Development or online at dar.uga.edu/development/georgiafund/faculty_staff/.

Other Automated Payments
POLICY: 3.8.2
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Donors wishing to make their gift in installments rather than a lump sum payment may elect to set up periodic payments via credit card or automatic bank draft.  With either option, donors may choose to make a specified pledge (a set amount to be withdrawn for a specific number of payments) or an open-ended pledge (a set amount to be withdrawn until the Office of Gift & Alumni Information Management is notified to discontinue payments).  Guidelines and authorization forms are available from the Foundation's Office of Development or online at dar.uga.edu/development/sections/giving/.

Gifts of Honorarium
POLICY: 3.8.3
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The Foundation's Office of Gift & Alumni Information Management may accept certain honorarium payments for gift credit. In order for honorariums to qualify for gift credit, the payments must be for independent services that the employee provided and that are not associated with any contractual obligation. If the payment is to satisfy a contractual agreement, the honorarium does not qualify for gift credit. In order to insure the honorarium qualifies for gift credit and to provide documentation for audit purposes, we require that all honorarium payments for deposit as gifts include the UGA Employee Request for Gift Credit in Lieu of Honorarium Payment form, completed and signed by the employee requesting gift credit.

The preferred procedure for accepting honorarium payments as gifts to the Foundation is for the payment to be made to the donor (the employee performing the service), who in turn endorses the check to the Foundation. Gift credit is given as indicated on the form and a corresponding gift receipt is sent. As an alternative, the donor may prefer that the check be made payable directly to the Foundation. The aforementioned form is also required with this method of giving.

The recipient of the honorarium should keep in mind that, regardless of how the check is made payable, the organization that received the service is required by the Internal Revenue Service to report the payment by issuing a 1099 Miscellaneous Income Form.

Gifts of Royalty Payments
POLICY: 3.8.4
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Royalties are payments made for copyright services performed or for the use of an invention and they should be made payable to the individual who performed the service.

  1. If the royalty is made payable to the individual who performed the service, the check can be endorsed over to the UGAF.   
    1. The payment will be recorded as gift income.  
    2. A gift receipt will be issued to the person who earned the royalty.  
  2. If the royalty is made payable to UGAF, the check will be recorded as other income and no gift receipt will be issued in either of the following cases.   
    1. All rights to the property that has generated the royalty have been assigned to UGA or UGA Research Foundation.
    2. Royalties that are generated from work made for hire. Work made for hire includes "a work prepared by an employee or group of employees within the scope of his or her employment". 
  3. If the royalty is made payable to UGAF, UGAF will only issue gift credit to the faculty or staff member if UGAF receives proof from the third party that they will be issuing a 1099 Miscellaneous Income Form to the person who earned the royalty.
Services
POLICY: 3.8.5
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

A donor may wish to make a contribution of services such as catering, instruction, landscaping, floral arrangements, music, etc.  The preferred way to handle these types of transactions would be for the donor to actually submit a bill/invoice for the services performed, accept payment, and then make a contribution (either by signing over the check or by issuing one from their personal account).  If the donor does not wish to receive the income NOR claim a charitable deduction for Income Tax purposes, s/he my simply submit the bill/invoice to Office of Gift & Alumni Information Management as documentation to receive recognition (soft) credit. If this option is chosen, the donor will not but issued a Gift Receipt.  The 'value' of the services will be recorded on ASCEND as recognition credit only.  Such gifts will be included in UGA fundraising reports and will 'count' for donor recognition purposes (e.g. Honor Roll) but they will not be included on the CAE/VSE report.

Sponsorship of Events
POLICY: 3.8.6
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Similarly, a donor or group of donors may wish to 'sponsor' and event by 'picking up the tab' for such items as facility rental, bar, food and/or entertainment expenses.  If the donor represents the business, the proper way to make such a gift would be the same as indicated above- submit the bill for payment and then make a cash contribution.  Otherwise, each vendor should submit an invoice for payment.  Then a donor, or group of donors, may offset these costs with a cash contribution of UGAF.  If payment from UGAF is not acceptable (e.g. a country club can only accept payment from a member), the donor may pay the bill(s), submit copies of the invoice(s) for reimbursement, accept payment and then make a contribution (either by signing over the check or by issuing one from their personal account).

Restrictions on Gifts
POLICY: 3.9
Effective Date: 01/01/04
Last Updated: 09/12/2013
Policy Owner: Coyle, Cindy

  1. Gifts that discriminate on the basis of race, color, religion, nationality, national origin, age, disability, gender, or sexual orientation are prohibited.
  2. Preferences for relatives or descendants in the awarding of scholarships or in the use of donated funds are prohibited.
  3. Gifts made on the condition or with the understanding that the award will be made to a student of the donor's choice are prohibited. Money received subject to such restrictions may be credited to a depository account within the University's Bursar's Office, but it will not be recorded as a gift to UGA or UGAF.
  4. The terms of any gift should be as flexible as possible to permit the most productive use of the funds, and as nearly as possible, to be consistent with the original intent of the donor. 
  5. Gifts that restrict or impede the work or scholarly activity of a faculty member, fellowship holder, or student are prohibited. 
  6. Gifts that include a commitment for the future employment of the student recipient are prohibited. 
  7. Donors may not select the recipient(s) of scholarships, awards or any benefits to be derived from their gift. 
  8. In certain limited circumstances, the donor of a gift may serve on a selection, evaluation, or advisory committee involved in the selection or evaluation of students or faculty members who would benefit from the gift. These are limited in number and must meet very specific criteria. 
  9. Gifts or pledges contingent on an action the institution would not have otherwise taken are prohibited.

Changing Restrictions

The use of donated funds for a purpose other than that stipulated by the donor is ordinarily prohibited. If another use is deemed necessary, consent for using the funds in a different manner may be sought from the donor or may be altered in accordance with the terms of the gift agreement or law, which often requires court approval.

Rescinding Gifts

As stated previously, a gift is by definition an irrevocable transfer of property or money and the UGAF routinely issues a Gift Receipt for all contributions. These receipts represent the documentation required by the IRS to claim a charitable deduction for income tax purposes. Therefore, in those rare instances in which a donor's gift is returned, the UGAF will do one of the following:

  1. Request that the donor return the original gift receipt (this would generally be most appropriate when the gift is returned within the same calendar/tax year).
  2. Issue a 1099 identifying the payment as a source of income (this action would be taken only if the donor failed to return the original gift receipt or if the contribution(s) were made in previous calendar/tax years during which the donor would have already claimed the charitable deduction).

     

Gift Acceptance Committee (GAC)
POLICY: 3.10
Effective Date: 09/21/2010
Last Updated: 03/04/2016
Policy Owner: Coyle, Cindy

The Gift Acceptance Committee (GAC) is comprised of the Vice President for Development and Alumni Relations, the Senior Associate Vice President for Development and Alumni Relations, the Executive Director of Development, the Director of Gift and Estate Planning, and the Chief Financial Officer of the University of Georgia Foundation. The committee considers each gift presented to it as per the policy documented in the Ways of Giving section. The committee reviews all gifts regardless of the entity the donor has designated to receive the gift. If the gift is being directed to the UGA Foundation and further approvals are required per the policy, then the Executive Director/Chief Financial Officer of the UGA Foundation will present it to the appropriate foundation committee for their review. If the gift is being directed to UGA, before the gift is approved by the committee, the appropriate unit at UGA receiving the gift and the Vice President for Finance and Administration will be notified by the committee in order to seek their approval.

Gift Accounting
POLICY: 4
Effective Date: 01/01/04
Last Updated: 08/10/2017
Policy Owner: Coyle, Cindy

This section is maintained by Gift Accounting. Please contact by telephone at (706) 542-4438 or email at gifts@uga.edu.

Authority, Responsibilities, and Duties
POLICY: 4.1
Effective Date: 01/01/2004
Last Updated: 08/10/2017
Policy Owner: Coyle, Cindy

Gift Accounting is the clearinghouse for all private support of the University. They record all gifts, pledges, and deferred gifts made to the UGA Foundation and direct to the University, as well as UGA-affiliate organizations such as the 4-H Foundation, Friends of the State Botanical Garden, and the UGA Athletic Association. Gift Accounting 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 fundraising and alumni events.

Confidentiality in Gift and Payment Information - Gift Accounting 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.

Other Income

Gift Accounting is the central depository for all income related to fundraising events associated with the Office of Development and other non-gift revenue to the Foundation. This includes payments for event registrations, purchase of merchandise, rent income, etc.

Reporting 

Gift Accounting is responsible for the Foundation's gift reporting for the University of Georgia.  Reports include: 1) annual Voluntary Support of Education Survey (VSE) for the Council for Aid to Education (CAE), 2) monthly Support of the University Report, 3) monthly Development Detail Report, and 4) Weekly Fundraising Report.  The monthly Support Reports and the Weekly Fundraising Reports are used by UGA administrators to monitor the progress of annual University-wide fundraising efforts. The VSE is used by both the USG Board of Regents (to compare the fundraising results among USG institutions) and by the Council for Aid to Education (CAE) for comparison with other member institutions. Gift Accounting also performs a review of any reports which reflect giving - whether for internal staff purposes or for use by outside entities.

Reporting of Gifts and Grants
POLICY: 4.2
Effective Date: 01/01/2004
Last Updated: 08/11/2017
Policy Owner: Coyle, Cindy

Gift Accounting is responsible for recording all gifts to the UGA Foundation. All units receiving gifts or non-exchange transactions for the Foundation should send the appropriate supporting documentation to Gift Accounting for proper recording upon receipt.  This ensures timely entry and reporting of all gifts given to the UGA Foundation.

Gift/non-exchange Requirements
Whether a gift is in the form of cash, personal property, a pledge to give in the future, or planned gift (deferred), there are five essential requirements:

  • Donative Intent
  • Consistent with the mission of the University
  • Private Source - Only gifts from private, non-governmental sources should be reported.
  • Delivery & Acceptance
  • Deposit Requirements must be met

Donative Intent
The gift should be complete, voluntary, and unconditional.  The gift must be intended for public benefit rather than for private interest.  The donor must relinquish control over the gifted item in order for us to fulfill the mission of the Foundation through the use, dissemination, or other disposal of the gift.  Furthermore, a donor cannot unduly restrict the use of a gift.  A contribution for a specific project, which is consistent with the mission of the Foundation, would generally be allowed.  This is in contrast to a contract (i.e. exchange transaction) which is a written, often negotiated, agreement between the institution and the awarding agency and is enforceable by law.  Responsibility under a contract normally involves the generation of some tangible product or service, such as a report of research, often for the exclusive or proprietary use of the contracting agency and subject to certain standards of performance and the expectation of economic benefit on the part of the grantor.

Consistent with the mission of the UGA Foundation
All gifts must be consistent with the Foundation mission.  In brief, the Foundation's mission is the pursuit of excellence in teaching, research and public service.

Private Source
When reporting charitable contributions, a differentiation must be made between private (non-government sources) gifts and grants.  For management reporting purposes only private gifts/grants are to be reported.  Private gifts/grants may be awarded on the basis of an unsolicited proposal. They may be based on line-item budgets submitted to the awarding agency and may involve the institution in at least the responsibility of periodic and final reports on the uses made of the funds. A private grant, like a gift, is bestowed voluntarily and without expectation of any tangible compensation; it is donative in nature.

Delivery & Acceptance
Delivery of the gift by the donor or representative to the donee and acceptance of the gift by the donee. In other words, an asset must change hands from the donor to a donee.

Deposit Requirements Must be Met
The gift must be able to be received by or deposited with the UGA Foundation. The following must be deposited with the University Finance and Administration Office in a University account:

  • Any checks made payable to the University of Georgia or a unit thereof which does not have supporting documentation requesting donation to the Foundation;
  • Any funds which are received in accordance with the terms of a contract, grant, or other agreement for the performance of services or any other expenditures of funds by a University unit;
  • Unrestricted gifts designated to benefit the University of Georgia or a unit thereof; and
  • Personal property donated and intended to be held by a University unit in furtherance of the University's mission.

The following must be deposited with the Gift Accounting:

  • Any checks made payable to the University of Georgia Foundation;
  • Any checks made payable to the University of Georgia or a unit thereof which has supporting documentation requesting donation to the University of Georgia Foundation;
  • Any funds which are received with a solicitation requesting payment be made to the University of Georgia Foundation; and
  • Unrestricted gifts designated to benefit the University of Georgia Foundation.
Credit Date of Gift
POLICY: 4.3
Effective Date: 01/01/2004
Last Updated: 08/11/2017
Policy Owner: Coyle, Cindy

When is the gift considered to have been received?

Important Note:  All UGA Foundation gift receipts from Gift Accounting will reflect the processing date and not the credit date of the gift. The date used for tax purposes is at the discretion of the donor and his/her financial advisor. The credit date, which is used for recognition purposes in the gift database, is based on various criteria, depending on the type of gift and the form of delivery as outlined below:

For Cash/Check:

  1. If by mail, the date in which the check is postmarked by the US Post Office.
  2. If by website, the date in which the electronic funds transfer is approved by the donee's bank.
  3. If hand delivered, the date received by a representative of the UGA Foundation.

For Credit Card Transactions:

  1. If by mail, the date in which the credit card company approves the charge. Please note: this does differ from checks sent by mail which are considered received on the date postmarked.
  2. If by website, the date in which the credit card processor approves the charge.

For Marketable Securities:

  1. If the stock is a DTC transaction, the date the stock is recorded to UGA Foundation's account.
  2. If the stock certificate is in the name of the UGA Foundation, the date the certificate was issued.
  3. If the stock certificate is delivered and is in the name of the donor, the date the irrevocable stock power is signed.

For Personal or Tangible Property:

  1. The date in which a properly executed deed of gift, warranty deed, or other legal instrument transferring ownership is either recorded or delivered to a representative of the UGA Foundation.

 

 

Documentation of Charitable Contributions
POLICY: 4.4
Effective Date: 01/01/2004
Last Updated: 08/11/2017
Policy Owner: Coyle, Cindy

Gift Accounting will provide documentation of Charitable Contributions as outlined below.

Substantiation Requirements for Gifts
POLICY: 4.4.1
Effective Date: 01/01/2004
Last Updated: 08/11/2017
Policy Owner: Coyle, Cindy

Written Acknowledgement and Receipt for Contributions

Gift Accounting will send a printed UGA Foundation gift receipt via US Mail upon the entry of each gift into our system. This policy is to ensure donors receive prompt receipting of their gift for tax purpose, to verify we have correctly designated their gift, and to ensure the proper name is used on any honor roll which may follow the gift.

All continuous or monthly contributions, including payroll deduction, will be receipted by Gift Accounting in a cumulative summary for the entire calendar year by January 31st of the following year.

The acknowledgement will include the following:

  1. Name of donor
  2. Amount of cash contribution (applies to cash, check, EFT, or credit card)
  3. For gifts of tangible property and real property, the gift receipt will only state a description of the gift; it will not state the value of the gift
  4. For gifts of stock, the gift receipt will include a description of the stock received, date received, and the average of the high and the low value on the day we received the securities
  5. Statement that no goods or services were provided by the UGA Foundation in return for the contribution, if applicable
  6. Description and good faith estimate of the value of goods or services, if any, that the UGA Foundation provided in return for the contribution (see Disclosure Requirements for Quid Pro Quo Contributions)

For gifts of tangible property and real property, the gift receipt will not state the value of the gift.

Disclosure Requirements for Quid Pro Quo Contributions
POLICY: 4.4.2
Effective Date: 01/01/2004
Last Updated: 08/11/2017
Policy Owner: Coyle, Cindy

 

Disclosure Requirements For Quid Pro Quo Contributions

A "quid pro quo" contribution is one made partly as a contribution and partly in consideration for goods and services provided to the donor by the donee organization. A donor may only take a charitable contribution deduction to the extent that his/her contribution exceeds the fair market value of the goods or services received in return for the contribution; therefore, donors need to know the value of the goods or services.

Unit Responsibilities for Hosting Events

This applies only to those events where a donor's annual giving has qualified him or her to attend free of charge. It does not apply to invitations for events that charge for attendance. It also does not apply to donors invited on the basis of cumulative giving over multiple years (historical giving) or planned gifts that have not been received.

The following language should be included on all invitations to events based on giving, with the value and contact information to be completed by the school or college:

"In accordance with IRS guidelines, we are notifying you that the estimated value of attendance at this event is $XX.XX per person, and is a benefit resulting from your annual charitable contribution. You may decline this benefit if you choose by calling (706) 542-XXXX or by emailing xxxxx@uga.edu, or you may make a non-tax deductible payment in that amount."

Per IRS Publication 526, the tax-deductible amount of a donor's gift is reduced by the fair market value of any resulting benefits, and the charitable organization is responsible for disclosing these values to the donor. The donor should be given the opportunity to decline the benefit to maintain the full tax-deductibility of their gift, or alternatively, the donor may make payment for the benefit and thus take full tax-deductible credit for the original gift. By including the above language, we have met all of those requirements.

Please forward to Gift Accounting a sample invitation and the final list of invitees prior to each recognition event.

Fair Market Value (FMV) is based on a reasonable estimate of what the donor would expect to pay to receive similar benefits and/or privileges unrelated to their charitable giving. Assuming the event is comparable to other area events (e.g. theatrical, musical or athletic performances) for which admission charges already exist, those established charges should be used to determine the fair market value (i.e. non-tax deductible portion) of admission. Where the event has no such counterpart a reasonable estimate of the benefit received still must be determined. The value of food, beverages and/or entertainment are examples of benefits to be considered. Note: Fair Market Value is not necessarily based on the actual or projected cost of the event, particularly when the event is sponsored in whole or in part by vendors. The savings to the organization hosting the event has no bearing on the benefits received by the participants.

An account administrator must not be able to derive any direct benefit from a contribution they make. If the account administrator receives a payment from the account he or she has contributed to, and it is deemed to be a "private benefit," the gift will be disqualified (per Internal Revenue Code Section 170(c)(2)(c)). The Account Administrator cannot be the major donor to an account for which they are an authorized signer.

 

Thank You Letters and Honor Rolls
POLICY: 4.5
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

A Foundation gift receipt or acknowledgement required to satisfy the IRS requirements should not be confused with the acknowledgement of specific kinds and levels of giving.  An acknowledgement is a personalized thank you and is prepared for all gifts of $10,000 and greater.  The Donor Relations and Stewardship Unit are responsible for the acknowledgement letters.  A report is provided each day that lists the donors and gifts of $10,000 or more.

Deans, directors, department heads, and chairmen of all divisions will have the opportunity to write to all donors who support their respective areas.  The Income Summary report is sent out each week via e-mail with the pertinent information, and departments are strongly encouraged to establish acknowledgement procedures.

Changing Donor Designation
POLICY: 4.6
Effective Date: 01/01/2004
Last Updated: 08/11/2017
Policy Owner: Coyle, Cindy

From time to time, a donor, having previously made a gift to a designated area, asks that the gift's designation be changed. If gift monies have already been deposited, it is asked that the donor state in writing to Gift Accounting that he or she wishes to designate it differently. This is usually allowed within one week of the gift having been made. The staff of the Gift Accounting, with the consent of the Development Officer or respective Dean, Director or Vice President, will make the appropriate accounting adjustments to re-designate a gift. This type of change is discouraged whenever possible, particularly if the change is from one benefiting area to another.

If a donor who has previously made a pledge to a designated area within the Foundation wishes to change a pledge, he or she must submit a letter or other written document (such as a note on a gift slip from the donor) explaining the desire to change. Gift Accounting will notify the appropriate University unit of the new pledge and indicate on the existing pledge that a substitute pledge has been made.

NOTE: A request to return a gift to a donor is generally refused. By definition, a gift is donative in nature, and there are no conditions or restrictions on the use of the funds except that they may be used to benefit a general or specific area or endeavor.

Pledge Acceptance Policy
POLICY: 4.7
Effective Date: 01/01/2004
Last Updated: 08/17/2017
Policy Owner: Coyle, Cindy

Pledges are commitments to give a specific dollar amount to one or more designated funds within a specified period of time, generally over a span of years. Only pledges of at least $1,000 to be paid in multiple installments will be booked for accounting purposes. Pledges totaling an amount less than $1,000 should generally be considered as annual gifts with an expectation of fulfillment within the same fiscal year the pledge is made. All pledges other than those made via the Annual Giving phone campaign or via our website are required to be in writing.

Substantiation Requirements
POLICY: 4.7.1
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

The following minimum information must exist to substantiate a pledge:

  1. The amount of the pledge must be clearly specified;
  2. There must be a clearly defined payment schedule or a specified end date;
  3. The pledge designation(s) must be identified;
  4. The donor may not proscribe contingencies or conditions; and
  5. The evidence of the pledge should include words such a "promise," "agree," or "will" rather than "intend," "plan," "hope".
Recording Pledges
POLICY: 4.7.2
Effective Date: 01/01/2004
Last Updated: 05/28/2014
Policy Owner: Coyle, Cindy

Written Pledge

The Office of Gift Accounting enters pledges into the GAIL database for written, documented pledges transmitted from the donor.  The amount of the pledge recorded represents only the amount the donor personally plans to contribute.  It does not include any anticipated matching gifts from the donor's employer or any payments which will be made through a donor advised fund.  A donor cannot obligate a company to continue to match his/her gifts.  Therefore, any matching gift revenue that is received will be designated to the same fund(s) the donor has identified and will 'count' toward the donor's support of that particular project or program but will not be applied as a pledge payment.

At the time the pledge is entered into the GAIL database, an installment schedule, based on the number of anticipated payments and the beginning and end date of the pledge, is established.  Installment information is used to generate pledge aging reports for the Office of Gift & Alumni Information Management use in monitoring the progress of pledges and for writing-off pledges as described in the next section.

Phone Pledge

Phone pledges are electronically transferred from the phone-a-thon vendor to the Office of Gift Accounting and are recorded in the GAIL database.  These pledges are held active for approximately eight months.  If not fulfilled within that timeframe, phone pledges are automatically identified as historical. 

On-line Pledge

On-line pledges are recorded in Ascend based on the information provided on the UGA Foundation main giving page by the donor.  The donor must make their first payment on the pledge in conjunction with establishing their pledge.   The donor may choose to make payments monthly, quarterly, semiannually or annually.  Payments may be made via automated credit/debit card charges or bank draft (EFT).  The duration of the pledge may not extend beyond the expiration date on the card used or three years, whichever comes first.  The same rules apply to a pledge made on-line versus a written pledge with the exception of the donor signature and $1,000 minimum. 

Acknowledging Pledges

The Office of Donor Relations and Stewardship will be notified of all new pledges of $10,000 or more and will send a written acknowledgement to the donor.

Pledge Reminders

All donors with an active pledge(s) will receive a Pledge Reminder generated by the Office of Gift & Alumni Information Management in the month(s) indicated in their original commitment documentation.  The pledge reminder will include the following information relative to his/her commitment:

  • Original Pledge Date
  • Pledge designation
  • Original Pledge Amount
  • Current Pledge Balance
  • Current Installment
  • Overage or Shortage from previous payments
  • Total Currently Due
  • Current Constituent Based Director and contact information

The amount currently due is based on the original payment/reminder schedule that the donor requested when the pledge was established plus any overage or shortage from previous payments.  If payment is not received within three months of the first reminder, a second request reminder will be sent as follow-up.

The Office of Gift Accounting will generate pledge reminders each month and perform a quick review in order to identify any anomalies that need to be brought to the attention of Development staff.   They will send an electronic file of each of the applicable reminders to the appropriate constituent based director (list maintained by Central Development Office).  Upon receipt of this file, the Development Officer will have 5 business days to review the correspondence which reflect their contact information for the donor.  They may:

  • Elect to have the Office of Gift & Alumni Information Management send the pledge reminder as-is; then no action is needed OR
  • Elect to not send the pledge reminder at this time; then they must notify Gift & Alumni Information Management at gifts@uga.edu OR
  • Elect to send all pledge reminders out from the unit; then they must notify Gift & Alumni Information Management at gifts@uga.edu and they will send a color PDF version of the document(s).

When the 5 day wait period has elapsed, Office of Gift & Alumni Information Management will send out all pledge reminders for which no feedback has been received.

Once a pledge has been fulfilled, the outstanding pledge is shown as paid in full.  Any additional contributions to that fund are recorded as outright gifts.

Payment reminders for Annual giving phone campaign pledges are generated by the phone-a-thon vendor; not the Office of Gift & Alumni Information Management.  These are automatically managed on a 30-60-90 day cycle.

Pledge Monitoring, Modification, and Write-Off Policy
POLICY: 4.8
Effective Date: 01/01/2004
Last Updated: 05/28/2014
Policy Owner: Coyle, Cindy

Both the Office of Gift Accounting and Office of Development will monitor formal pledges made to the Foundation.  Following the formal establishment of a pledge, it may be deemed necessary to alter the original terms of the commitment. In such instances, the installment schedule, installment amounts, and/or overall pledge amount may be modified with some form of written correspondence with the donor. In some cases, an entire pledge or a portion of a pledge may be written off if requested by a donor or deemed necessary by the Office of Donor Relations and/or the Office of Development. Pledges resulting from phone campaigns will be written off automatically two months after the end of the established fiscal year. The following polices apply to larger, multi-year pledges.

Pledge Monitoring

The Office of Gift & Alumni Information Management will produce a quarterly report for all pledges 3 months past due. The pledge installment profiles found on the reports will be sorted by account and will be grouped under the appropriate school, college, or unit constituency area. The reports will be distributed to the unit-based development officers for their review. A comprehensive copy of the report, encompassing all constituency areas, will be forwarded to the Senior Director for Constituent-Based Programs, the Associate Vice President for Development, the Executive Director of Gift and Estate Planning, the Senior Director of Leadership and Major Gifts, the Senior Director of Annual and Special Gifts, and the Executive Director of Donor Relations and Stewardship.

The expectation is that the various development officers will review the past due pledge(s) and take the most appropriate course of action. In some instances, the development officer may contact the donor in order to ascertain current intentions. All follow-up conducted on these pledges should be routed through the Office of Gift & Alumni Information Management and they will update the pledge.  

Pledge Modifications

Should a donor indicate that an existing pledge requires modification, a written confirmation outlining the altered conditions, such as changes in pledge period, installment amount, or fund designation, must be forwarded to the Office of Gift Accounting. Documentation relating to minor alterations may originate from either the donor or the development officer. No significant alterations will be made, however, without receipt of appropriate documentation from the donor. Staff from the Office of Gift Accounting will be responsible for making all necessary modifications and GAIL entries relating to requested pledge alterations.

Pledge Write Offs

If deemed appropriate by the Foundation or the Office of Donor Relations and/or the Office of Development, the Office of Gift Accounting may terminate a donor's pledge. If requested, an entire pledge balance, or the remaining portion of a pledge, may be written off. Such requests may originate with either the donor or a development officer. The Office of Donor Relations and/or the Office of Development will accept written write-off requests and will coordinate with the Office of Gift Accounting on implementing the write-off. A request must be in writing and should include a brief statement of justification.

All pledges provided by the Office of Gift Accounting to the Office of Development on the quarterly monitoring report will be written off before the end of the fiscal year of the report unless the Office of Gift & Alumni Information Management is notified that the pledge is still collectable.

Pledge write-offs associated with previously assigned naming opportunities will be handled in a manner appropriate to the particular pledge, and on a case-by-case basis, initiating with the Gift Acceptance Committee as these situations may involve Regents policies and procedures as well as amendments and/or adjustments to financial statements, bond issuances, etc.

A statement addressing the total of pledge balances written off during the course of a fiscal year will be included in an annual report to the Foundation Board of Trustees.

Matching Gifts
POLICY: 4.9
Effective Date: 01/01/2004
Last Updated: 05/28/2014
Policy Owner: Coyle, Cindy

Matching Gifts

Many corporations have donation programs through which the corporation will supplement gifts made by their employees to educational and other non-profit organizations. These gifts from corporations are called matching gifts. They are generally made in a fixed ratio to the gifts of the employee, i.e., 1:1, 2:1, etc. on an annual basis. The Foundation encourages its alumni and friends to avail themselves of their employer's matching gift program. The Foundation also encourages donors to examine carefully the guidelines established by their company and to adhere to these guidelines.

Matching Gift Guidelines

The Foundation will strictly adhere to the matching gift guidelines of each employer and to the policies that each company has established for its employees. When there is an ambiguity in the program concerning any specific gift, the Office of Gift & Alumni Information Management will consult directly with the company for a correct interpretation of its policy, and will abide by the interpretation provided by the company.

By virtue of the completion of the matching gift request and submission of this request to the company, the Foundation is confirming that the donation received from the employer will be committed to the educational, research, or community service mission of the Foundation. Where an individual makes payment for the services of the institution (for example, tuition and fees, tickets to sporting events, etc.) or where such services and benefits are provided to the donor or family members in exchange for the gift, UGA will not submit a matching gift form for that gift.

Office of Gift Accounting Responsibility

To ensure consistency and integrity in its administration of all donor contributions for company matching gifts, UGA has designated the Office of Gift Accounting to be responsible for handling matching gift affairs. The Office of Gift & Alumni Information Management will:

  • Review and verify all donor contributions for which matching gifts are requested to ensure that they conform with the guidelines for donations, with respect to the stated company policy and the designated purpose of the gift.
  • Maintain records of donor contributions and matching gifts under audit control so that there is a clear record of the individual's dollar contribution, the purpose for which the donation is made, and the related company's matching gift program guidelines. Matching gifts are credited to the gift record of the donor. They can be identified on the GAIL system.
  • Sign and transmit all matching gift requests, thereby ensuring consistency and control in complying with company regulations.

Be available and responsive to questions from participating companies concerning transactions and acknowledgment of gifts to donors.

Memorial and Honorary Gifts
POLICY: 4.10
Effective Date: 01/01/2004
Last Updated: 05/28/2014
Policy Owner: Coyle, Cindy

 

Description of Memorial and Honorary Gifts

The Foundation will accept donor gifts made in remembrance of deceased family members, friends or loved ones (memorial gifts) as well as those gifts made in honor of living individuals (honorary gifts). Memorial gifts are often made in response to announcements in obituaries or memorial service programs.  Honorary gifts are often made in recognition of personal/professional accomplishments or important life occasions such as birthdays or retirements. 

To promote proper recording and stewardship, such gifts should be forwarded directly to the central Office of Gift & Alumni Information Management.  All gifts made to a memorial will be deposited into the general fund for the various schools, colleges, and units within the University.  The Office of Gift Accounting will earmark these funds so the gifts that were donated to the memorial may be tracked.  After 1 year (unless the minimum endowment is reached earlier) if the minimum endowment for the memorial is met, the Office of Financial Services, at the request of the school, college, or unit, will proceed with setting up the endowed fund in the name of the deceased.  If the memorial has not met the minimum for an endowed fund after one-year, all the proceeds from the memorial will stay in the general fund and support the school, college, or units need, as determined by the Dean, Director, or Vice President.  In many instances, however, such gifts are received by the various schools, colleges, and units within the University.  When received by a unit other than the Foundation, the gift and any accompanying documentation should be transmitted to the Office of Gift Accounting as a "memorial" or "honorary gift."

As with other Foundation contributions, memorial/honorary gifts may be designated for restricted or unrestricted use by the University.  In some instances, donations may be made to specific funds with the intent that the donations be used for a special, one-time purpose.  The Foundation has the capability to track such contributions and will follow all known intentions in such cases.  Memorial gifts and honorary gifts may be made via cash, check, credit card, stock, or any other means approved by the Foundation.

Processing Memorial and Honorary Gifts

When processing memorial and honorary gifts, the Office of Gift Accounting will assign an additional designation of "M" or "H" to each such gift received by the Foundation.  Such designations will permanently identify the contribution as having been made in memory, or in honor, of the individual(s) designated.   Should the memorialized or honored individual not be found on Gift & Alumni Information Management system (GAIL), additional gift text indicating the name(s) of the individual(s) will be entered into the system.  As with all other types of gifts made to the Foundation, any correspondence or gift-backup associated with a memorial/honorary gift should be transmitted to the Office of Gift & Alumni Information Management. This documentation is especially important in properly stewarding gifts of this type.     

Memorial Gift Receipting, Acknowledgement, and Notification

The Office of Gift Accounting will provide gift receipts for all memorial gifts received by the Foundation.  These gift receipts will follow the same format as other gift receipts, with the exception that receipts for memorial gifts will feature an additional field indicating the name(s) of the individual(s) being memorialized. In addition to the Foundation gift receipt, each donor will receive an enhanced memorial gift acknowledgement from the Office of Donor Relations and Stewardship.  These acknowledgements will confirm that a family member has been notified of the donor's gift and will include the name(s) of the individual(s) memorialized, the fund to which the gift was credited, the name and address of the family contact, and the toll-free contact number for the Office of Donor Relations and Stewardship.   A corresponding memorial gift notice will be sent to the designated family contact.  This notification will include the name of the individual memorialized, the fund to which the gift was credited, the name and address of the donor, and the toll-free number for the Office of Donor Relations and Stewardship.  The family notification further indicates that the University of Georgia and the Foundation have thanked the donor.  Actual gift amounts are not included on the donor's or family contact's enhanced gift notifications. In all instances, the donor's actual gift receipt will indicate the amount contributed.

In the event that a large number of memorial gifts are made in remembrance of any one individual, the Donor Relations/Stewardship unit may provide the designated family contacts with periodic reports providing the donor names and addresses. These reports would be provided in lieu of, or in addition to, the individual gift notifications mentioned above (see "Memorial and Honorary Reporting" below). 

Honorary Gift Receipting, Acknowledgement, and Notification

The Office of Gift Accounting will provide gift receipts for all "honorary " gifts received by the Foundation.  These gift receipts will follow the same format as other gift receipts, with the exception that receipts for "honorary " gifts will feature an additional field indicating the name of the individual(s) being honored. Following a similar process to that outlined above for memorial gifts, each donor will receive an enhanced honorary gift acknowledgement from the Office of Donor Relations and Stewardship.  These acknowledgements will confirm that the honoree has been notified of the donor's gift and will include the name of individual honored, the fund to which the gift was credited, the honoree's mailing address, and the toll-free contact number for the Office of Donor Relations and Stewardship.   A corresponding honorary gift notice will be sent to the honoree.  This notification will include the name of the individual being honored, the fund to which the gift was credited, the name and address of the donor, and the toll-free number for the Office of Donor Relations and Stewardship.  The honoree notification further indicates that the donor has been thanked by the University of Georgia and the Foundation.  Actual gift amounts are not included on the donor's or the honoree's enhanced gift notifications.   In all instances, the donor's actual gift receipt will indicate the amount contributed.

In the event that a large number of honorary gifts are made in recognition of any one individual, the Donor Relations and Stewardship unit may provide the honoree with periodic reports providing the donor names and addresses.  These reports would be provided in lieu of, or in addition to, the individual gift notifications mentioned above (see "Memorial and Honorary Reporting" below). 

Memorial and Honorary Gift Reporting

The Office of Donor Relations and Stewardship will, upon request, provide memorial/honorary gift reports to family members, development officers, or campus administrators.  Such reports will include the name and address of each donor who received primary gift credit for a contribution made in memory of, or in honor of, the specified individual.  Should a large number of memorial/honorary gifts be processed by the Foundation within a concentrated time-frame, this report may be sent to family representatives in lieu of, or in addition to, the individual gift notifications mentioned above. 

Development officers and campus administrators may request an additional memorial/honorary report that provides the donor names and actual gift amounts associated with a specified individual.  This more detailed financial report is intended for campus use only and is not intended for distribution to family members or other contributors.

Establishing Named Memorial and Honorary Funds

Should sufficient funds exist, either through the accumulation of numerous smaller contributions or the receipt of several larger gifts, the donor, a development officer, or a campus administrator may request that a permanent fund be established with the Foundation in memory/honorary of the specified individual(s).  To establish such a fund, a letter of request must be sent toJennifer Hancock, Office of Gift Accounting. Specific instructions are found in Policy 5.3 Fund Agreements.  Gift Accounting should be notified as soon as such intent is known.  Prompt notification aids in ensuring the proper processing of anticipated memorials/honorary contributions associated with the new fund.

 

Contributions to Benefit Student Organizations
POLICY: 4.11
Effective Date: 07/01/2005
Last Updated: 10/14/2014
Policy Owner: Coyle, Cindy

Revenue generated by club activity will continue to be handled through University agency accounts.  This policy is intended only to address private contributions restricted to support club activities, in order for those contributions to be received and receipted by a 501(c)(3) charity and included in UGA fundraising reporting.

The following procedure has been recommended by the UGA Foundation and UGA Student Affairs, and has been reviewed and approved by Tim Kelly of UGA Legal Affairs and Chad Cleveland of UGA Accounting:

  • Donor makes gift with restriction to benefit a particular student club;
  • UGAF accepts gift, issues gift receipt to donor;
  • UGAF sets up one fund for all of the student organizations receiving donations in this manner;
  • Check Requests on this fund would be initiated through Student Affairs (Tate Student Center Business Office) and sent to UGAF for processing and payment;
  • Student Affairs will maintain a subledger for all transactions and will provide an accounting and reconciliation to UGAF on a monthly basis detailing all student organization transactions. 

If a particular student club will raise many gifts over time, or receives a major gift that will be spent over a long period of time, Student Affairs may request that the Foundation establish a separate account for that club.  This will be done on an exception basis for ease of accounting.  These individual accounts will also be administered according to the guidelines above, without the need for a subledger.

The Vice President for Student Affairs will be the Donor Representative to the fund agreements, and signature authority will be assigned to that office.  Student Affairs will continue to be the student groups’ point of contact regarding UGAF funds and will work with UGAF to address any questions concerning the funds.

Expenses allowable from UGAF funds include those related to a club’s meetings and other activities that benefit student participants and further the mission of the University.  This will be communicated by Student Affairs to those student groups receiving contributions under this policy.   For purchases of electronics, equipment, and furnishings initiated by Student Affairs, UGAF Expenditure Control will follow UGA policy and when appropriate, will work with Student Affairs and UGA Property Control to identify a UGA account to hold the property.  

For any non-cash contributions, UGAF policy will be followed, including review and approval by the Gift Acceptance Committee (GAC).  In order for gifts of tangible personal property to be accepted, UGAF will work with Student Affairs and UGA Property Control to identify a UGA account to hold the property.

 

For any questions about this policy, please contact Brandon Scott, UGA Foundation, 706-542-5787.


Gifts for Current Spending from Endowments
POLICY: 4.12
Effective Date: 01/12/2012
Last Updated: 10/14/2014
Policy Owner: Coyle, Cindy

Gifts to an endowment which the donor intends to be available for spending must be brought to the attention of the Office of Gift & Alumni Information Management.  In order to ensure proper processing, please use the checklist below:

  • The donor must be the one requesting the use of their gift for current purposes. Unless we have something in writing from the donor to indicate otherwise, the assumption is that a gift made to an endowed fund is intended to be applied to the Principle.
  • Bold or highlight "current year spending" on the transmittal form
  • If a gift (or portion thereof) is intended for a current year gift, an email from the Development Officer or Business Manager sent to the following individuals will help ensure that appropriate steps are taken to get the gift handled properly:
Proxy Users – Credit Card Transactions
POLICY: 4.13
Effective Date: 02/23/2012
Last Updated: 05/28/2014
Policy Owner: Coyle, Cindy

In order to comply with payment card industry standards and University of Georgia requirements, UGAF requires all proxy users to register with the Office of Advancement Services by completing and signing a Proxy Access form (http://dar.uga.edu/forms/onlinegiving_accessrequest.pdf).  In addition, we require all proxy users to use a computer that has network access restricted to only what is necessary to process a credit card through the UGA Online Giving and keep the machine properly patched and updated.  These workstations will be subject to audit by EITS security and UGA Internal IT audit.

Reading Advancement Services Reports
POLICY: 4.14
Effective Date: 10/14/2014
Last Updated: 10/14/2014
Policy Owner: Coyle, Cindy

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 ASCEND account number correspond to the last four positions on the IFAS 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 the ASCEND database or contact the Office of Gift & Alumni Information Management 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  the Office of Gift & Alumni Information Management 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 the ASCEND database or contact the Office of Gift & Alumni Information Management 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 on the ASCEND database, 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 the ASCEND database 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.

Fund Administration
POLICY: 5
Effective Date: 01/01/2004
Last Updated: 01/23/2012
Policy Owner: Coyle, Cindy

This section is maintained by the Office of Financial Services (706) 542-6677.

Fund Group Structure
POLICY: 5.1
Effective Date: 01/01/2004
Last Updated: 04/14/2014
Policy Owner: Coyle, Cindy

The University of Georgia Foundation accounting system is designed to identify and provide the necessary accounting and reporting information applicable to each fund group. There are three separate and distinct fund groups in the Foundation accounting system.

  1. Unrestricted funding is designed to support two types of accounts.
    1. The operating fund represents the development and alumni relations operating arm of the University of Georgia and the University of Georgia Foundation. This group is budgeted and funded by gifts not restricted in their use and other revenue sources designed to support the general operations of the University of Georgia Foundation.
    2. The academic discretionary funds are funded by the University of Georgia Foundation operating fund for scholarships, special projects, and other academic support purposes. Each project is budgeted separately.
  2. The restricted fund group is funded primarily by gifts that have been restricted by the donors as to the purpose for which the funds may be used. There are four classifications of funds in this group.
    1. Endowed funds are the perpetual funds held in trust by the Foundation. Only the investment return can be expended for purposes specified in the respective trust agreements. These funds are subject to internal support fees. This group of funds is invested for long investment performance (long-term portfolio), and, as such, is at risk.
    2. The non-endowed funds consist of funds which may be expended but only for purposes specified in respective trust agreements. Funds in this group do not receive short-term earnings and are not assessed an internal support fee.
    3. The quasi-funds consist of funds that may expend the principal or retain the principal of these gifts as though they are endowment assets. Amounts within each fund are invested in the long-term portfolio and therefore are subject to investment risk. These funds are assessed an internal support fee.

The deferred fund group refers to those gifts that involve estates, trusts, or life insurance policies that are not yet realized. Once realized, they generally establish a new fund based on the deferred giving arrangement. This new fund could be an unrestricted or restricted fund, as described above.

Each new fund that is established in the Foundation requires a fund agreement (see Policy 5.3). The type of fund agreement depends on the purpose of the fund and the total amount anticipated. If the purpose of the fund is for it to continue into perpetuity, the fund will be established as an endowment (see Policy 5.4 below).

Chart of Accounts
POLICY: 5.2
Effective Date: 01/01/2004
Last Updated: 01/23/2012
Policy Owner: Coyle, Cindy

The Chart of Accounts for The University of Georgia Foundation provides a thirteen-digit number scheme for budgeting and recording accounting transactions, as well as the preparation of financial reports.  The first seven digits identify the fund number.  The eighth digit designates the sub-account where the transaction is recorded.  The last five digits represent the object code that classifies the transaction for reporting purposes.

In general, the first digit of the fund number identifies the fund group to which the transaction is applicable.

1 - Unrestricted:  Operating Fund

2 - Unrestricted:  Discretionary Fund

5 - Restricted:  Contracts and Grant Fund

7 - Restricted:  Endowed Fund

8 - Restricted:  Quasi-Endowed or Non-Endowed Fund

9 - Restricted:  Non-Endowed Fund

0 - Deferred Fund

The second through seventh digits are randomly assigned to identify the individual fund.  The first through sixth digits will match the last six digits of the corresponding ASCEND account number.  For example:

ASCEND # 30-72-0900

UGAF Fund #720900

The eighth digit designates the sub-account.  This sub-account is used to identify the FASB classification or intent of the transaction. The Accounting Office determines which transactions apply to which sub-account.  Sub-accounts are combined to create the total balance and activity of a fund.

0 - Spending                   (Unrestricted)

1 - Earnings/Income        (Temporarily Restricted)

2 - Appreciation              (Temporarily Restricted)

3 - Corpus                      (Permanently Restricted)

4 - Pledge

The next five digits are assigned by the Financial Services staff to identify the type of transaction.  This five-digit sequence is the object code and is separate from the fund number.  These object codes represent major income statement and balance sheet classifications for the preparation of financial reports as follows:

The first digit represents the major balance sheet and income statement categories, the second through fifth digit are randomly assigned.

1XXXX - Cash/Cash Equivalents

2XXXX - Non Cash Assets

3XXXX - Liabilities and Fund Balance

4XXXX - Revenues, Gifts, Market Value Adjustments, Gains/Losses, & Transfers In

5XXXX - Personnel Expenditures

6XXXX - Operating Expenditures

7XXXX - Equipment Expenditures

8XXXX - Travel Expenditures

94100 - Scholarships

94200 - Lectureships

9XXXX - Transfers Out

Fund Agreements
POLICY: 5.3
Effective Date: 01/01/2004
Last Updated: 03/25/2014
Policy Owner: Coyle, Cindy

A Fund Agreement is created to document the donor(s) gift intent when the donor wishes to restrict the gift and a current fund does not exist for this purpose. The gifts that cannot be deposited into an existing fund of the University of Georgia Foundation are generally used to establish a new fund if certain requirements are met. The fundraisers, or Development Officers, at the University of Georgia will determine this through their work with the donor(s) and/or donor representative(s) at the time the gift is made. The Foundation Accounting Office acts as the facilitator in this process to answer questions and prepare the fund agreements for approval.

The Development Officers work with the donor(s) and/or donor representative(s) to prepare a fund at the time the gift(s) is made. The Office of Financial Services should act as facilitator in this process to answer questions and prepare the fund agreements for approval.

Clauses for proposals, gift agreements, or solicitations that discriminate in favor of or against race, color, religion, nationality, national origin, age, disability, sex, or sexual orientation are prohibited as mandated by federal and state laws and regulations and UGA policy.

 

Procedure
POLICY: 5.3.1
Effective Date: 01/01/2004
Last Updated: 06/09/2017
Policy Owner: Coyle, Cindy

  1. The Development Officer should work with the donor(s) or donor representative(s) to develop a purpose statement and criteria. The amount of the gift and the purpose of the gift will determine the type of agreement to use (see the Fund Agreement Criteria for the type of agreement). The Foundation Accounting Office is available to assist with this determination.
  2. The information should be forwarded from the Development Officer to the Foundation Accounting Office. The Development Officer may use a sample agreement or provide information in writing via email or written copy for the Foundation Accounting Office to complete a draft agreement for the donor/donor representative to review. Sample agreements are on the Web at https://dar.uga.edu/campaign/, or may be obtained by calling the Foundation Accounting Office.
  3. Each fund will require the following:
    1. Name of the fund
    2. Donor or the donor representative's complete name
    3. School/college that it benefits
    4. Purpose of the fund
    5. Biographical information on donor or fund honoree, if desired for named fund
  4. Some funds will require more information:
    1. Scholarships
      1. Selection criteria
      2. Selection committee
    2. Chair/Professorship
      1. Selection criteria
  5. The Foundation Accounting Office will prepare a draft and return it to the Development Officer within three business days of receipt of all the required information.
  6. The Foundation Accounting Office will share the draft with the appropriate University offices, if needed, for their comments before returning it to the Development Officer.
  7. The Development Officer will share the draft with the donor(s)/donor representative(s) and the respective Dean/Vice President.
  8. The Development Officer should return the draft with revisions marked to the Foundation Accounting Office or indicate his or her approval of the draft. The Foundation Accounting Office will incorporate the recommended changes/corrections and complete a redrafted or final fund agreement.
  9. The final fund agreement will be forwarded to the Development Officer so that the donor/donor representative and Dean/Vice President signatures may be obtained. Two final originals will be prepared unless otherwise instructed.
  10. After the signatures are obtained from the donor/donor representative and Dean/Vice President, the Development Officer will forward the signed fund agreement to the Foundation Accounting Office.
  11. The Foundation Accounting Office will obtain the remaining signatures.
  12. After the fund agreement has been returned to the Foundation Accounting Office with all signatures in place, the Foundation Accounting Office will maintain one original for their files, and the second original will be forwarded to the Development Officer for the donor/donor representative. If additional originals were requested, they will be forwarded at that time.
Fund Agreement Criteria
POLICY: 5.3.2
Effective Date: 01/01/2004
Last Updated: 04/14/2014
Policy Owner: Coyle, Cindy

  1. EndowedFunds
    1. An endowed gift is one in which the original principal is never invaded and the gift exists in perpetuity. Endowments are generally funded within five years of the initial contribution. Income is distributed annually pursuant to policies adopted by the University of Georgia Foundation.
    2. The type of endowment determines the type of fund agreement required. Please see the next section "Endowment Levels" for the various kinds of endowed funds and the minimum funding required to establish each one. There are generally four endowed fund agreement formats. They are: 
      1.  
        1. Endowed - This agreement is used when the initial gifts are sufficient to meet the minimum endowment balances. This type of fund is subject to support fees, investment fees, and earnings from both short-term and long-term investments.
        2. Time-Period Specification - This agreement is used when the total gifts will be received over a time-period. This time-period is generally three to five years. The time-period is indicated in the fund agreement and expenditures from the fund are prohibited until the minimum funding has been reached.
        3. Chairs / Professorships - All chairs and professorships are generally created as an endowment. Language that satisfies the University of Georgia and Board of Regent requirements for hiring professors to a named chair or professorship position is included in the agreements.
        4. Declaration of Trust - This agreement is used when the gifts are received through a deferred mechanism. The donor(s) is deceased and the gift(s) has been received through a deferred gift or from the estate. A planned gift agreement or will is usually the source for drafting this type of agreement (a declaration of trust may also be a non-endowed agreement).
  2. Non-Endowed Funds
    1. A non-endowed gift allows for the gift to be spent to support the trust purpose. There are two types of formats for non-endowed fund agreements. They are:
      1.  
        1. Non-Endowed - A non-endowed fund generally generates no investment earnings and is not assessed a support or investment fees.
        2. Declaration of Trust - This agreement is used when the gifts are received through a deferred mechanism. The donor(s) is deceased and the gift(s) has been received through a deferred gift or from the estate. This fund follows the same criteria as the endowed declaration of trust, except that the donor's intent is for the entire gift to be expended for the purpose indicated by the gift transmittal, a deferred gift arrangement, a planned gift agreement, a will, or any other document which transfers the estate gift to the Foundation.
  3. Addendum

Types of requests that require a new agreement, not an addendum are:

  1. Change from non-endowed to an endowed fund, or
  2. Change in purpose of fund.

An addendum is used to make minor modifications to the original fund agreement. Changes to the original fund agreement are not encouraged and should be done on a case by case basis. Some types of modifications that may be considered are changes to scholarship or award criteria and adding an additional donor or donor representative. These requests must be in writing and approved by the appropriate Dean/Vice President and in some cases the Executive Director of the Foundation.

Changes to the benefiting department name through department mergers or university renaming will be handled by the Office of Financial Services and do not require an addendum.

Fund Maintenance
POLICY: 5.3.3
Effective Date: 03/25/2014
Last Updated: 03/25/2014
Policy Owner: Coyle, Cindy

The Foundation Accounting Office periodically reviews unsigned, expired, and inactive funds and may contact the fund representatives to discuss. This policy ensures that donations are utilized to support UGA’s mission. The terms of each fund agreement are followed in all cases, and highest priority is placed on honoring the donors’ intent.

I. Unsigned fund agreements are reported on a quarterly basis to ensure progress through the approval stages.  The Foundation Accounting Office will contact the appropriate Development Officer to determine the status and the necessary steps to finalize.

II. Endowments not fully funded during the time period described in the agreement are reported on an annual basis.   The Foundation Accounting Office will send out memos to Deans or Directors requesting advice.  The Dean or Director may choose to provide a plan to raise additional gifts, to transfer remainder from another fund, or to close the fund and transfer the balance to another fund.

III. Funds that have no activity for twelve consecutive months are reported on an annual basis.  The Foundation Accounting Office will send out memos to Deans or Directors requesting advice.  The Dean or Director may ask that it remain open for future needs or that it be closed and the balance transferred to another fund.  


Endowment Requirements
POLICY: 5.4
Effective Date: 01/01/2004
Last Updated: 05/15/2015
Policy Owner: Coyle, Cindy

An endowed gift is one in which the original principal is never invaded and the gift exists in perpetuity. Endowments are generally funded within five years of the initial contribution. Income is distributed annually pursuant to spending policies adopted by The University of Georgia Foundation and no income will be distributed until the endowment is fully funded.

There is no limit for donating gifts to already existing endowments, but the following schedule lists the minimum requirements for establishing new endowments. Please note that the actual types of support provided by the endowments will be specified in the fund agreement.

 


 

Faculty / Staff Enhancement
POLICY: 5.4.1
Effective Date: 01/01/2004
Last Updated: 05/15/2015
Policy Owner: Coyle, Cindy

Named Dean's Chair - minimum $5,000,000
These funds recognize the administrative appointment of a Dean for a School or College and provide an unrestricted endowment for this position. The Chair title and endowment is retained with the dean appointment and is relinquished when the holder no longer serves as dean.

Named Distinguished University Chair - minimum $2,500,000
These funds provide additional support for a professor's teaching and research, including but not limited to salary supplements, equipment, academic leaves, research assistants, and travel.

Named Chairs - minimum $1,000,000
These funds provide additional support for a professor's teaching and research, including but not limited to salary supplements, equipment, academic leaves, research assistants, and travel.

Named Distinguished Professorships - minimum $500,000
Income is used to support the work of a professor in developing courses, strengthening teaching and research, and other professional activities. Funds may be used for salary supplements, equipment, travel, etc.

Named Distinguished Senior Fellow - minimum $500,000
Income is used to support the work of a Senior Fellow in strengthening public service engagement through instruction, applied research, technical assistance, and other professional activities. Funds may also be used for salary supplements, equipment, travel, etc.

Named Directorship - minimum $500,000
These funds recognize the appointment of a Director of a unit other than a School or College. This provides an unrestricted endowment for this position and will recognize and support the professional activities of the Director of this unit. The spendable income from this endowment may be used for any academic or administrative purpose in the Unit and is designed to advance the goals of that particular program. The title and endowment is retained with the director's appointment, and is relinquished by the individual when that person is no longer serving as Director.

Named Professorships - minimum $250,000
Income is used to support the work of a professor in developing courses, strengthening teaching and research, and other professional activities. Funds may also be used for salary supplements, equipment, travel, etc.

Named Senior Fellow - minimum $250,000
Income is used to support the work of a Senior Fellow in strengthening public service engagement through instruction, applied research, technical assistance, and other professional activities. Funds may also be used for salary supplements, equipment, travel, etc.

Named Distinguished Scholar (Visiting) - minimum $150,000
These funds enable the University to bring distinguished visiting scholars to campus in temporary residence to participate in planned academic programs or for special academic programs or purposes.

Named Fellow - minimum $100,000
These funds enable the University to provide temporary support [one (1) year] to a person of professorial rank. These funds will go to support the work of institution faculty who have made unique contributions to academic life or to knowledge in their academic discipline or who have been selected for teaching excellence.

Named Research Fund - minimum $100,000
These funds enable the University to support outstanding researchers who conduct valuable research in critical areas.

Named Lectureships - minimum $50,000
These funds support expenses associated with special guest lecturers or seminars.

Named Departmental Support Fund - minimum $25,000
These may be restricted to a particular program or department. This category does not apply to scholarships.

Named Award Fund - minimum $25,000
Income from this endowment is used to recognize an outstanding student, faculty or employee based on a criteria established by the College, School, or Unit. This category does not apply to scholarships.

Student Support
POLICY: 5.4.2
Effective Date: 01/01/2004
Last Updated: 01/05/2016
Policy Owner: Coyle, Cindy

Distinguished Graduate/Professional Fellowships - minimum $250,000
These funds are used to support an outstanding student in a graduate or professional school program. Income from the fund may be used for tuition, living expenses, and other special expenses incurred in the course of graduate and professional study. This consolidated category includes any endowments that otherwise might also be considered assistantships.

Graduate/Professional Fellowships - minimum $100,000
These funds are used to support an outstanding student in a graduate or professional school program. Income from the fund may be used for tuition, living expenses, and other special expenses incurred in the course of graduate and professional study. This consolidated category includes any endowments that otherwise might also be considered assistantships.

Named Student Support Fund - minimum $25,000
Income from such endowments will be used to support students in non-scholarship endeavors.

Named Undergraduate Scholarship - minimum $25,000

To provide an annual award to an undergraduate or PharmD student(s) based on criteria including, but not limited to, academic achievement or financial need.


*Endowment minimums at the School of Law and the Terry College of Business may be higher.

Planned Gift Agreement
POLICY: 5.5
Effective Date: 01/01/2004
Last Updated: 06/09/2017
Policy Owner: Coyle, Cindy

A Planned Gift Agreement is created to document the donor(s) intent to make a deferred gift. Planned gifts can be for the support of an existing fund at the University of Georgia Foundation or can be used to establish a new fund, based on the intent of the donor(s). The fundraisers, or Development Officers, at the University of Georgia will determine this through their work with the donor(s). The Development Officers should work with the Office of Planned Giving regarding the acceptance of deferred gifts. The Foundation Accounting Office acts as facilitator in the process of preparing the planned gift agreement for approval.

Procedure:

  1. The Development Officer should work with the donor(s) to determine if the planned gift will be for the support of an existing fund or if it is the donor(s) intent to create a new fund. If the intent is to create a new fund, the development officer should work with the donor(s) to develop a purpose statement and criteria.
  2. The information should be forwarded from the Development Officer to the Foundation Accounting Office. The Development Officer may use a sample agreement or provide the information in writing via email or written copy for the Foundation Accounting Office to complete a draft agreement for the donor to review. Sample agreements are on the Web at https://dar.uga.edu/campaign/, or may be obtained by calling the Foundation Accounting Office.
  3. If the intent of the donor is to support an existing fund, the planned gift agreement will require the following:
    1. name of the fund the donor intends to support with the deferred gift, and
    2. donor's complete name.
  4. If the intent of the donor is to establish a new fund, the planned gift agreement will require the following additional information:
    1. name of the restricted fund the donor intends to create,
    2. school/college that it benefits, and
    3. purpose of the fund.
    4. Some restricted funds will require more information:
      1. Scholarships
        1. selection criteria
        2. selection committee
      2. Chair/Professorship
        1. selection criteria
  5. The Foundation Accounting Office will prepare a draft and return it to the Development Officer within three business days of receipt of all of the required information.
  6. The Foundation Accounting Office will share the draft with the Office of Planned Giving and other appropriate University offices, if needed, for their comments before returning to the Development Officer.
  7. The Development Officer will share the draft with the donor(s) and the respective Dean/Vice President.
  8. The Development Officer should return the draft with revisions marked to the Foundation Accounting Office or indicate his or her approval of the draft. The Foundation Accounting Office will incorporate the recommended changes/corrections and complete a redrafted or final planned gift agreement.
  9. Two final planned gift agreements will be prepared and forwarded to the Development Officer in order to obtain the Dean and Vice President's signatures.
  10. After the signatures are obtained from the donor and Dean/Vice President, the Development Officer will forward the signed planned gift agreement to the Foundation Accounting Office.
  11. The Foundation Accounting Office will obtain the remaining signatures.
  12. After the planned gift agreement has been returned to the Foundation Accounting Office with all signatures in place, the Foundation Accounting Office will maintain one original for its files and the second original will be forwarded to the Development Officer for the donor.
UGA Naming Opportunities
POLICY: 5.6
Effective Date: 05/15/2015
Last Updated: 05/15/2015
Policy Owner: Coyle, Cindy

Refer to the UGA Naming Opportunities within the Development and Alumni Relations site by clicking the link below.

 

http://dar.uga.edu/policies/nodes/view/93/UGA-Naming-Opportunities

System Access, Security, and Compliance
POLICY: 6
Effective Date: 01/01/2004
Last Updated: 05/28/2014
Policy Owner: Coyle, Cindy

The Office of Advancement Services has under its purview the financial and fundraising databases.  This group is responsible for maintaining security, access rights, maintenance, reporting, and general training on these two databases.  Advancement Services also supports the hardware and IT infrastructure of the division in coordination with the EITS group from UGA.  Advancement Services adheres to the rules set forth by UGA's Enterprise Information Technology Services (EITS) and the Foundation's external auditors.

To protect the confidentiality and privacy of constituency, access to the GAIL and ONESolution databases is granted on a need-to-know basis once the employee is trained.  Restricting access to information to employees who truly need it to perform their jobs lessens the possibility of misuse of the data.  The following access policies will apply to all forms of information held by the division including electronic and hard copy formats.  Printouts of information will be treated in the same manner as electronic files, downloads, or photocopies of alumni files.  Users of these systems may not disseminate information obtained from the system to other employees or non-employees without following the explicit instructions under the "Retrieving Data" section of each application's policy.  Violation of these data policies will result in revocation of access and can result in termination of employment.

Because the University of Georgia is a public institution, records held by this division can be considered part of the public domain and are subject to the Open Records Act.  Exceptions to this policy include but not limited to the fundraising system and all its data.  While the Buckley Amendment deals with the confidentiality of student records and allows access to directory information only in its attempt to insure the student's rights to privacy, it does not specifically address what happens to this information after the student graduates.  In keeping with the spirit of the Buckley Amendment, however, many alumni records offices throughout the country grant directory information upon request on an individual basis once the requestor's identity is verified.  Directory information includes name, address (physical residential address), degree, degree year, and major.

Financial Database (ONESolution)
POLICY: 6.1
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

ONESolution is the Foundation's financial database. This database is the system of record for all financials, fund agreements, spending budgets and expenditures for the Foundation. Funds are received through the fundraising database and then transferred nightly to ONESolution for allocation into the appropriate financial categories through an interface transfer file. For fund balance and available spending, users should utilize the ONESolution database. Expenses by the Foundation can only be viewed in the ONESolution database.

User Access
POLICY: 6.1.1
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Only UGA employees with a valid need for information, as part of their employment responsibilities, shall be granted access to ONESolution once all qualifying requirements (see Policy 6 "System Access, Security, and Compliance" above) are met. Access is granted based on a user's unit and department as applicable.

Obtaining User Access
POLICY: 6.1.1.1
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

To obtain access to ONESolution, requesters must send in a  request form available at http://dar.uga.edu/one_solution_support_docs/ONESolutionaccessform.pdf to askit@uga.edu (or the form may be submitted by fax to 706-583-0793 or mail to 394 South Milledge Ave., Athens, GA 30602), complete a basic training course, be an employee or student employee of UGA, and download and install the application (instructions sent after training complete).  The form includes a non-disclosure agreement and must be signed by the employee requesting access and his/her supervisor.  The user must have a myID through EITS before being considered for access to the system.  The requestor must also complete basic training to receive access to the system.  To view or schedule training, visit the ONESolution training site http://www.alumni.uga.edu/one.

 

Closing User Accounts
POLICY: 6.1.1.2
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

User accounts will be closed per Board of Regents requirements within five business days of an employee's transfer, retirement or termination.  In the case of a transfer, the employee may resubmit a new form http://dar.uga.edu/one_solution_support_docs/ONESolutionaccessform.pdf, requesting access with signature approval from their present supervisor.   The need for training will be reviewed on a case-by-case basis.  If a similar job function is performed such that the employee is already proficient in the basics of ONESolution, then additional training may not be required.  If job functions change significantly, then the training group reserves the right to require completion of appropriate instructional courses before the user is granted access.

 

User accounts will also be closed if no sign-in occurs in a six month period.  This ensures access to the system is limited to employees who use the system in fulfilling their job responsibilities.  Access will be removed automatically and employees may request access through normal channels.  If more than one-year has lapsed since the last sign-on then the employee must meet the training requirement.

Security Levels
POLICY: 6.1.2
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Access to ONESolution will be granted based on an employee's job responsibilities.  The security policy's intent is to empower users to complete their tasks from beginning to end within the system where possible.  The roles within ONESolution are closely tied to department funds or, in some instances, unit funds which require review.  Campus units are only allowed to view the activity in their specific funds when access is granted.

ONESolution users are assigned roles which have various permissions allowing access to functions within the system.  There are various types of access a user can be granted in ONESolution:

  • Database access - Indicates the level of records a user may view in the system.
  • Menu access - The screens and menus a user may view in the system.
  • Report access - Reports the user has access to view and/or run.
  • Role access - Controls the ability to modify system security and user management.

Major Security Roles Available:

  • Unit Level - Schools, Colleges, or units (i.e. Terry, Law, etc.). This level of access is usually given to Deans, unit office staff, Unit Development, etc.
  • Department Level - Departments within units (i.e. Accounting, Insurance, etc.) Usually these are professors and department level staff who focus on a limited number of department level funds.
  • Online Check Request - Provides access to an online check request system. Not available in all Units.
Training
POLICY: 6.1.3
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Advancement Services Training Department will handle scheduling and reviewing of completed ONESolution training.  The department will utilize Subject Matter Experts (SMEs) to deliver and review the material used in training.  The Training Department will schedule in-person (classroom and personal), written, and online training material.  All training updates and schedules may be found on the department's website http://www.alumni.uga.edu/one.  The training staff's function is designed to help campus units integrate their business processes with the ONESolution system.  When system changes are required to address employee concerns, this group will analyze the needs of the University as a whole with the resources available and direct any changes as appropriate.  In addition, this training group helps set the security role access needed by each system user.

 

Report Generating
POLICY: 6.1.4
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The ONESolution application is a "pull system", in that real-time reports are available for users to pull information from the system.  These reports can be produced as Adobe pdf files, Excel spreadsheets, or text files.  If a user pulls data down and saves it in one of these formats, it is important to note all confidential information must be destroyed after use or within two weeks, whichever timeframe is shorter.  Even though information is pulled for legitimate business reasons, this policy is in place to limit security exposure when data is retrieved from a secured application.

Providing Data to a Non-ONESolution User
POLICY: 6.1.4.1
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

In general, no data should be transmitted to a non-user of the ONESolution system.  In rare instances, the data does need to go to a non-user after the following stipulations are met.  1) The individual receiving the data must be a UGA employee, 2) They must have signed a personal non-disclosure statement (http://dar.uga.edu/gail_support_docs/Non-Disclosure_Person.pdf), 3) Data must be sent through the secure SendFiles application provided by EITS, and 4) Data must be destroyed immediately after use or within two weeks whichever timeframe is shortest.

Data Standards
POLICY: 6.1.5
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Consistency in data entry is of primary importance to the Office of Financial Services.  When an inconsistency of entry is found, the Office of Financial Services will notify the Training Department to address the issue with the appropriate employee(s).  If training attempts are made and the entry issues persist, the Office of Financial Services has the right to revoke access to individuals who repeatedly go against entry standards.  Entry standards will be continually updated on the ONESolution training website http://www.alumni.uga.edu/one as will training tools to help both visual and auditory learners.

Reporting Issues or Making Suggestions
POLICY: 6.1.6
Effective Date: 01/06/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Suggestions and the reporting of issues to first line support staff is simple and encouraged.  There are various ways to obtain support depending on how the user feels comfortable in reporting.  Below are lists of support options, all of which run through a single support system (AskIT) at the Foundation.  Support for ONESolution encompasses both technical and business questions.  Business questions will be answered by SME's while technical questions will be answered by internal IT staff.  Issues which require second line support from the application vendor, will also be tracked from this system.  When interacting with support, the user will be supplied with a ticket number which can be used to track progress until the issue is resolved.

  1. Go directly to the AskIT system and log an issue https://dar.uga.edu/ugaticket/scp/login.php.  The ticketing system uses myID and Password for authentication.
  2. Send an e-mail to askit@uga.edu.  When an e-mail is sent to this account it automatically creates a ticket in the system.  The system monitor is prompted when new tickets arrive and will route the issue to the appropriate person.  Responses sent through askit@uga.edu for the same issue will automatically be applied to the original ticket.
  3. Call the support desk directly at 706-542-8188.  This phone is answered from 8 a.m. through 5 p.m. any business day in which the University of Georgia is open.  Support staff answering the phone will enter a ticket on the user's behalf, if needed, or answer user questions directly if possible.

Fundraising Database (G.A.I.L.)
POLICY: 6.2
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Division of Development and Alumni Relations is the "Custodian" of all alumni data for the University of Georgia.  The Gift and Alumni Information Link (GAIL), managed by the Division of Development and Alumni Relations' Office of Financial Services, is the central database of record for all alumni at the University of Georgia and serves as the UGA Foundation's fundraising database.  It is a constituent relationship management (CRM) system designed to support the development, donor relations, events, academic, public relations, and school/college programs of the University of Georgia.  The Division of Development and Alumni Relations is charged with keeping biographical and donor information on the university's alumni and friends, (i.e., addresses, degrees, campus involvements, family relationships, contributions, pledges, planned gifts, event attendance, invitations, demographic data, etc.) as current as possible.

User Access
POLICY: 6.2.1
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Only UGA employees with a need for the information within GAIL to fulfill their employment responsibilities shall be granted access once all requirements noted in Policy 6. "System Access, Security, and Compliance" are met.

Obtaining User Access
POLICY: 6.2.1.1
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

To obtain access to GAIL, individuals must send in a request form http://dar.uga.edu/gail_access_form/GAIL_Confidentiality_Form_2013.pdf to askit@uga.edu (or the form may be submitted by fax to 706-583-0793 or mail to 394 South Milledge Ave, Athens, GA 30602),complete a basic training course, and be an employee or student employee for UGA.  The form includes a non-disclosure agreement and must be signed by the supervisor of the employee requesting the access.  The user must have a myID through EITS before being considered for access.  The requestor must also go through basic training to receive access.  To view or schedule training, visit the GAIL training site (https://www.alumni.uga.edu/gail).

Closing User Accounts
POLICY: 6.2.1.2
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

User accounts will be closed per Board of Regents requirements within five business days of an employee transfer, retirement, or termination.  In the case of a transfer, the employee may re-apply for access by completing the request form http://dar.uga.edu/gail_access_form/GAIL_Confidentiality_Form_2013.pdf and submitting it with their new supervisor's signature.  The need for training will be reviewed on a case-by-case basis.  If a similar job function is performed then no training may be required.  If job functions change significantly, then the training group reserves the right to require appropriate training on the system function before the user is granted access.

User accounts will also be closed if no sign-in occurs within six months.  This ensures access to the system is limited to employees who have a legitimate need as part of their regular job functions.  Access will be removed automatically and employees may request reactivation through normal channels.  If more than one-year has lapsed since the last sign-on then the employee will need to fulfill training requirements.

Mobile Access
POLICY: 6.2.1.3
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Mobile access to the GAIL application is available through a secure connection.  When logged in to the GAIL using a mobile device, authorized users are connected to a highly secure, encrypted environment that does not require a separate connection.  Simply pick the "Mobilize" option from the GAIL login screen.  When traveling or not on a secure connection, use the EITS provided Virtual Private Network (VPN).  Instructions for establishing a VPN on your device can be found at http://eits.uga.edu/access_and_security/infosec/tools/vpn.  GAIL will not open unless the mobile or desktop device being used is accessing the database through a secure connection.

All mobile devices which have advanced html (html 5.0 or higher) browser capabilities are supported.

Security Levels
POLICY: 6.2.2
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Access to GAIL will be granted based on the role the employee performs at the University.  The security policy is designed to empower users to complete their tasks from beginning to the end within the system where possible.  This provides a single source of data for all campus users, decreases the training needed when moving within the university, tracks interactions with constituents, and maintains data security.

Views will depend on the constituent type, information contained within the record, and the device used to access the system.  A constituent type, such as an individual or organization, will change the screens which is necessary to work with a specific record.  If a constituent has earned recognition club levels then other screens will be displayed.  If selected, GAIL provides a limited view which can be used on mobile devices and which limits options based on screen size (a user may also view the entire system, but displays are not re-calibrate for smaller screens.)

Security roles are assigned and maintained by Advancement Services in the Division of Development and Alumni Relations.  They will assign the appropriate role based on an employee's job function and data access needs.

Major Security Roles Available:

  • View Only - User has the right to view information in the system but cannot update or pull any information out of the system through electronic means. Access requires a "Confidentiality Agreement", and the successful completion of "View Only" training through either in-person or online classes.
  • Update - User may update constituent biographical information, prospect plans (if applicable), events (if applicable), acknowledgements, correspondence notes or letters, and volunteer information. Access requires a "Confidentiality Agreement", "View-only" training, and advanced training based on the employee's job responsibilities.
  • Events -Enables the user to update information within the events module. Special event module training is required for this level of access.
  • View Query - This role may be granted to any role for an employee requiring the ability to run or output query information. No new queries can be created with this role.
  • Query - This role has a limit of two people within each unit which have a need to do data modeling and reporting. These users must come to monthly meetings for ongoing training and updates on using this portion of the database.
  • Membership Access - Employees needing access to the membership module of the database may have access to develop programs and assign members as payments come in. This module should be used for all membership programs on campus in which payments are processed through the University of Georgia Foundation.
  • Gift Receiving Roles - Multiple roles designed for the Gift Accounting group to allow entry of gifts and assets which will be passed to the financials. The Gift Accounting Department within Financial Services is the only group which may commit revenue within GAIL.
  • Research Roles - Multiple roles within the research group to facilitate workflow needed in the Research Department.
  • Web - Advanced role which allows units to update web components with the public facing Internet component of GAIL.
  • Email Services User - Role designed for employees who need to use the e-mail component of the Internet application. Used for sending newsletters and tracking communication in the system.
Requesting and Maintaining Query Access
POLICY: 6.2.2.1
Effective Date: 01/30/2017
Last Updated: 01/30/2017
Policy Owner: Coyle, Cindy

To request query access in GAIL, all requests must be made to the Analytics and Reporting Manager by sending an email to askit@uga.edu and coping the requestor's supervisor on the request. Please include a justification for the need for access. The request will then be reviewed to determine if query access is needed or if another access level is more appropriate. If access is determined to be needed, access will not be granted until attendance of a query training session has been completed.

Once access is granted, users will need to have created or modified at least 1 query within a 6 month period to retain query ability. If these actions are not taken in the specified time period, query access will be removed and replaced with "View Query" only access. Additionally, users with query access will be required to attend at least 1 "update" session a year. Failure to attend an "update" will result in query access being removed and replaced with "View Query" access. In order to regain query access in either case the user must attend a "refresher/update" query training session before access will be restored.

The central Analytics and Reporting team will be responsible for compliance with this policy.

Training
POLICY: 6.2.3
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Advancement Services Training Department will handle all view only training related to the GAIL system and help schedule all advanced training.  They will provide in-person (classroom and personal), written, and online training materials.  All training updates and schedules can be found on the department's website (https://dar.uga.edu/gail).  The training staff is designed to help campus units integrate their business processes with the system.  When system changes are needed to address employee concerns, this group will analyze the needs of the University as a whole with the resources available and direct any changes.  In addition, this training group helps set the security role access needed by each user of the system.

Requesting Data
POLICY: 6.2.4
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

Requests for alumni data may come from many different sources. This section is divided into the requesting/receiving source of each data request. All data lists outside the system, including "directory information", should be considered sensitive information. All data must be properly destroyed (paper form) or deleted immediately after the project is completed or at the end of two weeks from receipt of the data file, whichever is the shorter timeframe.

Alumni Requesting Their Own Data
POLICY: 6.2.4.1
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

GAIL provides a public networking portal for Alumni to view/update biographical data, view their giving information, update payment methods, view pledge balances, make notes to alumni records, and query alumni through an electronic directory. To request access to the public portal, submit an access request through https://gail.uga.edu/ by completing a short biographical update. The submission will request address, phone, e-mail, and graduation year information. The records group will analyze the data to ensure the user is and alumnus/alumnae of the university and send a welcome ID to the e-mail address on file. This process may take up to two business days. Once access to the system is granted, alumni can login and view data at their leisure.

GAIL User Requesting Data Lists
POLICY: 6.2.4.2
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

All requests for data lists must go through askit@uga.edu or the unit's representative for the query group (if applicable). An e-mail to askit@uga.edu will create a ticket and the request will be assigned to the appropriate report writers. All requests for data will be completed and provided within the application. Example: If a unit requests a selection of alumni to be invited to an event, the reporting group will create a selection and provide that selection name to the user. It is then the user's responsibility to utilize the events module to execute his communication. This process provides several key objectives: 1) keeps the information secure within the application. 2) marks each constituent record as being invited to the event, solicited, and/or delineates individual interactions, 3) allows web developers to put the event on the web

for registration, 4) provides the designation for which funds will be deposited, 5) allows for registration to the event through the system, and 6) gives the Foundation a holistic view of the events to which constituents are invited.

Exception: Development Officers, defined as constituent code of "fundraiser" in GAIL, can request data lists from the system with contact information included. These lists are for their use only and may not be shared with any other users. In addition, requests must be made for prospecting purposes only and should not be used for events or other marketing purposes (Prospect Review and/or Call List). They will receive the file as an extract from the system and must destroy any locally saved downloads within two weeks of extraction. Once built, these extracts can be re-run when needed by the user.

 

Non-GAIL User (UGA Employee) Requesting Data Lists
POLICY: 6.2.4.3
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

A UGA employee that is not an authorized GAIL user may have a need for data from the system. An authorized GAIL user may supply data on these conditions: 1) ensure a non-disclosure form has been signed with that employee (found on the document tab of the constituent record of the requestor) (http://www.dar.uga.edu/gail_support_docs/Non-Disclosure_Person.pdf), 2) send all communication through the secure SendFiles application supported by EITS (http://wiki.eits.uga.edu/help/index.php/SendFiles), and 3) ensure the data is discarded immediately after the project is completed or in two weeks whichever timeframe is shorter.

An example of this type of request is: A professor needs an alumni list for their department to conduct a survey. In general, the professor has no business need for the information in GAIL but from time-to-time wants to utilize the data. A GAIL user authorized to write queries, can then create and export the requested data assuming the two conditions above have been met. This allows for the use of data by employees on campus and can be serviced by local GAIL users.

 

Non-UGA Employee Requesting Data Lists (usually a volunteer)
POLICY: 6.2.4.4
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

A non-employee may acquire data from the GAIL system on these conditions: 1) completion of a non-disclosure form(found on the document tab of the constituent record of the requestor) has been signed with that non-employee (http://www.dar.uga.edu/gail_support_docs/Non-Disclosure_Person.pdf), 2) send all communication through the secure SendFiles application supported by EITS (http://wiki.eits.uga.edu/help/index.php/SendFiles), and 3) ensure the data is discarded immediately after the project is complete or two weeks from receiving the data file, whichever timeframe is shorter. Once data is retrieved from the system, it is the responsibility of the person with access to ensure the data remains secure. The UGA employee providing the data must follow-up with the non-employee to ensure the data has been destroyed by the end of the project or two weeks after receiving the data, whichever comes first.

An example of this type of request is: If a GAIL user is enlisting the help of a volunteer and wishes to send contact information to the volunteer, the GAIL user must ensure the security steps above are followed before handing out any information. Volunteers may include political advisory groups, corporate alumni groups, alumni chapters, etc.

 

Outside Vendor Requesting Data Lists for Solicitation
POLICY: 6.2.4.5
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

The University of Georgia or the UGA Foundation may, from time to time, contract with third parties to communicate with alumni, solicit potential donors, or screen data on behalf of the University or one of its units. The University of Georgia Foundation protects alumni information and limits use of this data. Employees may not disseminate information from the database to outside entities without the express written consent of the Division of Development and Alumni Relations. For a Non-University Entity to receive data they must:

  1. Complete a formal contract which stipulates how they will use the information, when they will use it, if they are registered to solicit in each state, and when they will destroy the information. Third party vendors must register with the University of Georgia Foundation in all states in which they wish to solicit and that require State Solicitation Registration. (See State Solicitation Registration section below).
  2. Sign a Non-Disclosure Agreement which in which the vendor assumes all liability (Personal and Company documents separate) and absolves the University of Georgia and the University of Georgia Foundation of any and all liability.
  3. Must adhere to all UGA and Foundation rules in regard to using the information.
  4. Files must be sent through the secure SendFiles program (http://wiki.eits.uga.edu/help/index.php/SendFiles) to ensure adequate encryption.
  5. The contracting vendor and employees will remain responsible for enforcing the rules of the contract. (Example: If the UGA Alumni Association contracts with an outside vendor then they (the Alumni Association) will run the updated query when needed and provide the information. The Alumni Association will also ensure the vendor is adhering to the terms of the agreement in use and destruction of information).

Outside Vendor Requesting Data Lists for Printing Only (no design or consulting work)
POLICY: 6.2.4.6
Effective Date: 07/22/2013
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

The University of Georgia/Foundation protects alumni information and limits the use of this data. Employees may not disseminate information from the database to outside entities without the express written consent of the Division of Development and Alumni Relations. An example of this type of request is: A GAIL user creates an event through the event module and is ready to send their export list to their printing and mailing vendor. Before they can send the contact information to the vendor, the GAIL user must adhere to the security requirements below.

For a Non-University Entity to receive data they must:

  1. Sign a Non-Disclosure Agreement in which the vendor assumes all liability (Personal and Company documents separate) and absolves the University of Georgia and the University of Georgia Foundation of any and all liability.
  2. Must adhere to all UGA and Foundation rules in regard to using the information.
  3. Files must be sent through the secure SendFiles program (http://wiki.eits.uga.edu/help/index.php/SendFiles) to ensure adequate encryption.
  4. Employee will remain responsible for enforcing the rules of the Foundation. The employee will also ensure the vendor is adhering to terms of the agreement in use and destruction of information.

 

Campus Mail Processing Data Lists for Printing/Mailing Only
POLICY: 6.2.4.7
Effective Date: 09/24/2014
Last Updated: 09/24/2014
Policy Owner: Coyle, Cindy

UGA Campus Mail does not need to submit a formal non-disclosure agreement.

Authorized Royalty Contracts
POLICY: 6.2.4.8
Effective Date: 07/01/2014
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

The UGA Foundation has the authority to enter into contracts with outside vendors for the generation of royalty revenue from the sale of trademark materials. These contracts are exclusive and limited based on approval from the university. Distribution of revenues are based on royalty terms.

Non-University Entities Marketing Their Own Products or Services
POLICY: 6.2.4.9
Effective Date: 07/01/2014
Last Updated: 07/31/2014
Policy Owner: Coyle, Cindy

Individuals and organizations external to the University often request access to alumni data lists in order to market their own products or services. These offers may be in the form of a sponsorship, fee for data, or some other reciprocal arrangement. The University of Georgia places a high value on its reputation, and the Division of Development and Alumni Relations aims to be a responsible steward of alumni contact information. Selling of alumni data lists are strictly forbidden.

Data Standards
POLICY: 6.2.5
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Consistency in data entry is of primary importance to the Office of Advancement Services. When an inconsistency of entry is found, the Training Department will be notified to address the issue with the appropriate employee(s). If training attempts are made and the entry issues persist, the Office of Advancement Services has the right to revoke access to individuals who repeatedly go against entry standards. Entry standards will be continually updated on the ONESolution training website http://www.alumni.uga.edu/gail as will training tools to help both visual and auditory learners.

Current Student
POLICY: 6.2.5.1
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

A current student is defined as an individual that is enrolled in a class as based on the last system upload from the student system.  GAIL is refreshed from the student system one month after each semester's drop/add period.  A transfer file from the UGA student system is used to update the GAIL system at this point.  The files after the May semesters and summer semester are exceptions to this rule.  These files will add current students if they do not exist but will not remove current students if they are not enrolled in any of these semesters.

Alumni
POLICY: 6.2.5.2
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The educational information for UGA and the Alumni indicator use the Registrar's system as a source.  After each graduation student information is moved to the graduate database, thus including all new graduates in the alumni database. 

Matriculate
POLICY: 6.2.5.3
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The matriculate flag is set whenever a current student is not included in the file from the student system and not in the Registrar's graduation file.  They are assumed to no longer be a student.  Exceptions to this are the May and Summer semester student files.  These are not used to reset current student indicators.

Faculty/Staff
POLICY: 6.2.5.4
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Staff and Faculty indicators in GAIL are obtained by a quarterly download from the Human Resources system.  In some instances, the staff indicator must be added or removed on more frequent intervals so the Records staff has been granted access to accomplish this task when needs dictate.  HR is the custodian of this information in GAIL.

Solicit Codes
POLICY: 6.2.5.5
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

All users granted access to run queries, pull mailing lists, run direct marketing appeals, send out e-mails, and invite individuals to events will adhere to the appropriate "do not solicit" codes in the system.  GAIL has generic (apply to all University contact) and site (college/unit) specific codes.  All communication should include the appropriate codes for each instance.

Education
POLICY: 6.2.5.6
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Education updates to individual records can only be done by the records department.  The education screens cannot have security limited to non-UGA degrees and the UGA degree information is owned by the Registrar's office.  Given this, only the people with access to the Registrar's information may edit the education information.  The Office of Gift and Alumni Information is the only group granted access to edit this information.  If a user wishes to obtain education information for a constituent, the user must send the data to askit@uga.edu so that it may be added to the system.  Expect two to three business days for this change to take place.

Expiration Date on Communication Code
POLICY: 6.2.5.7
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

All communication codes must have a three year maximum end date included with every entry.

E-mail Usage
POLICY: 6.2.6
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Foundation does comply with the CAN-SPAM Act of 2003. All e-mail correspondence must comply with unsubscribe, content, and sending behavior outlined below:

  • Unsubscribe Compliance
    • A visible and operable unsubscribe mechanism is present in all emails.
    • Consumer opt-out requests are honored within 10 business days.
    • Opt-out lists, also known as Suppression lists, are only used for compliance purposes.
  • Content Compliance
    • Accurate "from" lines (including "Friendly froms")
    • Relevant subject lines (relative to the offer in the email and not deceptive)
    • A legitimate physical address of the publisher and/or advertiser is present. P.O. Box addresses are acceptable in compliance with 16 C.F.R Section 316.2(p) and if the email is sent by a third party, the legitimate physical address of the entity, whose products or services are promoted through the email, should be visible.
  • Sending Behavior Compliance
    • A message cannot be sent through an open relay.
    • A message cannot be sent without an unsubscribe option.
    • A message cannot be sent to a harvested email address.
    • A message cannot contain a false header.
    • A message should contain at least one sentence.

Reporting Issues or Making Suggestions
POLICY: 6.2.7
Effective Date: 07/22/2013
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Suggestions and the reporting of issues to first line support staff is easy and encouraged.  There are various ways to obtain support depending on how the user feels most comfortable reporting.  Below are lists of support options which all run through a single support system (AskIT) at the Foundation.  Support for GAIL encompasses both technical and business questions.  Business questions will be answered by SME's while technical questions will be answered by internal IT staff.  Issues which require second line support by the application vendor will also be tracked from this system.  When interacting with support, the user will be supplied with a ticket number which can be used to track progress until the issue is resolved.

  1. Go directly to the AskIT system to log an issue https://dar.uga.edu/ugaticket/scp/login.php.  The ticketing system uses the myID and Password process to authenticate access.
  2. Send an e-mail to askit@uga.edu.  When an e-mail is sent to this account it automatically creates a ticket in the system.  The system monitor is prompted when new tickets arrive and routes issues to the appropriate person.  Responses sent through askit@uga.edu for the same issue will automatically be applied to the original ticket in the ticketing system.
  3. Call the support desk directly at 706-542-8188.  This phone is answered from 8 a.m. through 5 p.m. any business day in which the University of Georgia is open.  The support staff answering the phone will enter a ticket on the user's behalf if needed or answer user questions directly.

Information Technology Infrastructure
POLICY: 6.3
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Office of Advancement Services is responsible for the hardware, software, and networking infrastructure for the entire division of Donor and Alumni Relations.  All issues and suggestions for the IT infrastructure for the division should be routed through this group.

Network Drives
POLICY: 6.3.1
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Development and Alumni Relations division supports various file servers on campus.  These Novell servers are used to share files among groups within departments and can be subdivided to provide security for specific users.

Granting Access
POLICY: 6.3.1.1
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Access to file servers is granted when an employee is hired into a department and/or sub-group within a department.  To change a user's access, the supervisor of the employee must send a request e-mail to askit@uga.edu.  The Advancement Services group verifies employment and grants access to the appropriate file server and directories.

Removing Access
POLICY: 6.3.1.2
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Network access will be removed when an employee moves from the department or is no longer employed by the University.  Advancement Services receives this information directly from Human Resources and will remove access within five business days of either event.

Software Compliance
POLICY: 6.3.2
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

All software installed on UGA computers must be business related.  For software purchases of $5,000 or more, additional support documents are needed.  Information on purchasing software is available at http://eits.uga.edu/hardware_and_software/itcla/buy_renew.  In addition, for purchases of $10,000 and up, additional approval is needed and outlined in the same site.  All software loaded should be constantly updated and removed once the application is no longer needed.

Desktop/Hardware Refresh
POLICY: 6.3.3
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Foundation tracks all assets purchased for use while employed at the University.  The Advancement Services group maintains an aging schedule for technology and is constantly replacing equipment as funds allow.  In general, Development and Alumni Relations employees will receive new equipment every 4 to 5 years.  This schedule may change based on funding available and technology needs throughout the division.

Malware and Virus Detection
POLICY: 6.3.4
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

All Foundation purchased equipment will have Trend Micro installed on the machine.  This service should not be disabled at any time and users should ensure updates are being made to the product.  The application should be updating automatically, but if any issues arise users must send a notification to askit@uga.edu and include any error message and relevant information that may be useful in addressing problems.  More information can be found at http://wiki.eits.uga.edu/help/index.php/Security.  These general tips will help prevent most virus and security issues:

  • Keep your operating system up-to-date. The main operating systems will do this automatically but be sure to let them finish once initiated.
  • Use a secure web browser and do not lower security settings
  • Use a software firewall.
  • Use strong passwords.
  • Beware of Phishing e-mail scams. Do not click on any links if an e-mail looks suspicious.
  • Back up your data.
Reporting Issues or Making Suggestions
POLICY: 6.3.5
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Suggestions and the reporting of issues to first line support staff is easy and encouraged.  There are various ways to obtain support depending on how the user feels comfortable reporting.  Below are lists of support options which all run through a single support system (AskIT) at the Foundation.  Support for hardware/software encompasses both technical and business questions.  Business questions will be answered by SME's while technical questions will be answered by internal IT staff.  For issues which require second line support by the application vendor, issues will be tracked from this system.  When interacting with support, the user will be supplied with a ticket number which can be used to track progress until the issue is resolved.

  1. Go directly to the AskIT system and log an issue https://dar.uga.edu/ugaticket/scp/login.php.  The ticketing system uses the myID and Password process for authentication.
  2. Send an e-mail to askit@uga.edu.  When an e-mail is sent to this account it automatically creates a ticket.  The system monitor is prompted when new tickets arrive and routes the issue to the appropriate person for action.  Responses sent through askit@uga.edu for the same issue will automatically be applied to the original ticket in the ticketing system.
  3. Call the support desk directly at 706-542-8188.  This phone is answered from 8 a.m. through 5 p.m. any business day in which the University of Georgia is open.  Support staff answering the phone will enter a ticket on the user's behalf, if needed, or answer user questions directly.

Website Development for Fundraising
POLICY: 6.3.6
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The Office of Advancement Services does have a small staff web developers which are used to help campus schools/units develop and maintain a web precence for fundraising.  All services are free of any charges to each of the units.

Requesting Access to Build Sites
POLICY: 6.3.6.1
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Campus schools/units have the ability to obtain access and build their site on the internet with GAIL's internet site security and open APIs.  If the unit determines it has the need and capabilities to add/edit its own site then arrangements can be made for that unit to fulfill these specific functions.  To discuss possibilities, please email askit@uga.edu.  A unit must have the ability to build and maintain websites to take advantage of this system capability.

Requesting Work to be Done for a Site
POLICY: 6.3.6.2
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Advancement Services can provide help in posting events and adding giving sites into which funds may be deposited.  Services are offered free of any charges to the units.

Reporting Issues or Making Suggestions
POLICY: 6.3.6.3
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Suggestions and the reporting of issues to first line support staff is easy and encouraged.  There are various ways to obtain support depending on how the user feels comfortable in reporting.  Below are lists of support options which all run through a single support system (AskIT) at the Foundation.  Support for websites encompasses both technical and business questions.  Business questions will be answered by SME's while technical questions will be answered by internal IT staff.  For issues which require second line support by the application vendor, such issues will be tracked in the system.  When interacting with support, the user will be supplied with a ticket number which can be used to track progress until the issue is resolved.

  1. Go directly to the AskIT system and log an issue https://dar.uga.edu/ugaticket/scp/login.php.  The ticketing system uses the myID and Password process for authentication.
  2. Send an e-mail to askit@uga.edu.  When an e-mail is sent to this account it automatically creates a ticket in the system.  The system monitor is prompted when new tickets arrive and routes the issue to the appropriate person.  Responses sent through askit@uga.edu for the same issue will automatically be applied to the original ticket in the ticketing system.
  3. Call the support desk directly at 706-542-8188.  This phone is answered from 8 a.m. through 5 p.m. any business day in which the University of Georgia is open.  The support staff answering the phone will enter a ticket on the user's behalf if needed or answer user questions directly.

State Solicitation Registration Compliance
POLICY: 6.4
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

Many states have taken steps to protect the public from fraudulent fundraising solicitations, and today most states have legislation to regulate charitable solicitations by tax-exempt organizations.  Many state statutes have been expanded and/or tightened.  Associations and other nonprofit organizations, particularly Section 501(c)(3) organizations, such as the University of Georgia Foundation, that make legitimate solicitations for charitable contributions must be aware of these laws and recent enforcement activities.

 

Each state has its own definition of what constitutes a solicitation.  For simplicity sake, UGAF will use the most defined and conservative definitions which are found in Pennsylvania law:

 

"Solicitation" - Any direct or indirect request for a contribution and the representation that such contribution will be used in whole or in part for a charitable purpose, including, but not limited to, any of the following:

  1. Any verbal request that is made in person, by telephone, radio or television or other advertising or communication media.
  2. Any written or otherwise recorded or published request that is mailed, sent, delivered, circulated, distributed, posted in public places or advertised or communicated by press, telegraph, television or any other media.
  3. Any sale of, offer or attempt to sell any advertisement, advertising space, sponsorship, book, card, chance, coupon, device, food, magazine, merchandise, newspaper, subscription, ticket or other service or tangible good, thing or item of value.
  4. Any announcement requesting the public to attend an appeal, assemblage, athletic or competitive event, carnival, circus, concert, contest, dance, entertainment, exhibition, exposition, game, lecture, meal, party, show, social gathering or other performance or event of any kind.

Thirty-nine states and the District of Columbia require charities to register before soliciting their residents.  Registration typically involves paying a fee and providing general information (e.g. name, address, corporate status, purpose, proposed registration activities, tax status, information about officers and directors, etc.).  Many states also impose reporting and disclosure requirements such as filing an annual report or other financial information annually with their state regulatory agency.

States may impose additional requirements on an organization.  The UGAF Compliance Officer should be made aware of any proposed contract with a Professional Fundraising Consultant, Professional Solicitor, or Commercial Co-Venturer before bids are submitted through the UGA Procurement Office.  Definitions and expectations for each group are below:

  • Professional Fundraising Counsel (or Consultant) - Plans, manages, advises, consults, or prepares material for solicitation
    • Does not solicit
    • Not paid based on percentage of amount raised
    • Does not have custody or control of funds
    • Generally "invisible" to the donor
    • Must register and/or file contracts in 26 states and the District of Columbia, if applicable
    • State-mandated content requirements
    • May not contract to work with respect to solicitations in a state if not registered or if charity is not registered
  • Professional Solicitor -
    • Direct contact with donor by phone, e-mail, or face-to-face
    • Typically telephone callers or high-dollar donor cultivators
    • Fundraising consultants who do not qualify
    • Must register in 45 states and the District of Columbia, if applicable
    • State mandated content requirements
    • Required disclosures to donors
    • May not contract to solicit in a state if not registered or if charity is not registered
  • Commercial Co-Venturer -
    • "Cause-related marketing"
    • Sells a product or service and advertises that purchase will benefit a named charity
    • 12 states require registration and/or reporting
    • Must have written contract (license) clearly specifying terms, benefit to charity, and reporting and payment requirements.

Many states also require that professional fundraising consultants and solicitors register before they are permitted to conduct their services.  Often states require paid solicitors to register or post bond with the state, whereas they often only impose registration requirements on fundraising advisers.  In addition, some states require certain contractual provisions in all paid solicitors' contracts with charities, and mandate that paid solicitors provide the states with copies of their contracts.

Requirement for Receipt, Pledge, and Solicitation Correspondence
POLICY: 6.4.1
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

To comply with the multitude of solicitation regulations, a website has been created with all the Foundation's pertinent registration information.  Some states mandate specific language on each communication sent out to residents of their state.  To simplify this process, we ask any group soliciting funds put the following verbiage on any correspondence piece:

"The University of Georgia Foundation is registered to solicit in every state and provides state specific registration information at www.ugafoundation.org/charity."

Contract Requirements
POLICY: 6.4.2
Effective Date: 04/08/2014
Last Updated: 04/28/2015
Policy Owner: Coyle, Cindy

Most contracts, purchase orders, or payments to professional fundraising consultants and/or solicitors will be processed through UGA and UGA as the contract owner.  In some instances, the contract must be put in the name of the Foundation.  The UGAF Compliance Officer will file all known consultant and professional solicitors which are done in the name of the Foundation.  Note:  This filing must be complete before the vendor may initiate any fundraising activities.  This process typically requires about two months and should be done before the contract is signed on behalf of the Foundation.  The UGA Purchasing Office is responsible for compliance of any contracts executed in the name of UGA. 

Contract should include:

  • State-mandated content.
  • Language for immediate termination without penalty for noncompliance with registration requirements and indemnification for penalties incurred by the charity on as a result of vendor noncompliance.
  • Vendor registration compliance before contract is signed.
    • Vendor should work with a UGAF Compliance Officer to ensure contract submission is done in conjunction with changes needed for the UGA registration
  • Note: Vendors should not file with any state until UGA also files with the state and these filings must be done at the same time.
Patriot Act Compliance
POLICY: 6.5
Effective Date: 04/08/2014
Last Updated: 04/08/2014
Policy Owner: Coyle, Cindy

The University of Georgia Foundation hereby certifies that it does not employ, conduct business with, or provide any grants to aid or support any entities or individuals that appear on the terrorist watch lists of the U.S. Government, United Nations, European Union and Interpol.  The Foundation also certifies that it complies with the USA Patriot Act and other counterterrorism laws and requires all agencies to which it grants funds to submit certifications of USA Patriot Act Compliance.

Financial Accounting, Budgeting, and Reporting
POLICY: 7
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

This section is maintained by the Office of Financial Services (706) 542-6677.

Authority, Responsibilities, and Duties
POLICY: 7.1
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

The Chief Financial Officer (CFO) has custody of all the funds and securities of the University of Georgia Foundation. The CFO is responsible for:

  • The installation and administrative direction of all accounting records and procedures and the preparation of all external and internal financial reports related to the University of Georgia Foundation
  • Giving, in the name of the Foundation, receipts of all funds and securities received by the University of Georgia Foundation from any source
  • The examination of all claims and demands against the Foundation and for ensuring the availability of funds allocated for such payments
  • The review and preparation of appropriate trust documents in conjunction with prospective donors.

The CFO will assist the Executive Director of the University of Georgia Foundation in fulfilling his/her responsibilities to the Foundation's Executive Committee and Board.

The CFO will assist the Chair of the Foundation's Finance Committee and Treasurer in carrying out the wishes of the Board of the University of Georgia Foundation.

The CFO will assist the Foundation's Treasurer and Executive Director in the administrative development, preparation, maintenance, and fiscal control of University of Georgia Foundation budgets.


The CFO will provide periodic reports to the Treasurer and Board of the University of Georgia Foundation.

The CFO is authorized to review and approve all disbursement requests for expenditure of Foundation funds. The Executive Director of the University of Georgia Foundation is authorized to sign all checks against the funds deposited in the name of the University of Georgia Foundation.

The CFO is authorized to transact business with banking institutions for the University of Georgia Foundation.

The CFO is authorized to transfer funds and invest funds as authorized by the Foundation's Investment Committee and prepare performance reports for internal and external use.

Each year, the CFO is responsible for the coordination of the Foundation's audit with external auditors. The CFO will work with the Finance Committee to recommend to the Foundation's Board of Trustees an independent accounting firm to engage for the audit of the financial records of the Foundation and to prepare the necessary income tax returns.

Budget Development/Approval
POLICY: 7.2
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

 

The University of Georgia Foundation operating budget is developed under the direction of the Chair of the Finance Committee and Treasurer of the Foundation. The Foundation's Finance Committee and the full Board of Trustees approve the budget.

Budget subcommittees may be appointed by the Chair of the Finance Committee to work with the Foundation Administration and staff to analyze budget proposals as well as mission and goal statements submitted by the University Administration. Proposals are presented to the full Finance Committee for final review and comparison to projected revenue figures as presented by the Chief Financial Officer.

After approval by the Finance Committee, the budget is presented to the  Board of Trustees for their approval.

During the year, amendments may be made between accounts, as program needs dictate. Such amendments require approval of the Foundation Accounting and Budgets Office. Amendments that would increase the total budget  require approval by the Foundation's Executive Committee or Finance Committee.

The Chief Financial Officer will prepare periodic reports of budgeted versus actual expenditures. Such reports will be made available to the Chairman of the Finance Committee and Treasurer of the Foundation as well as those persons responsible for the various budgets.

Spending Policy
POLICY: 7.3
Effective Date: 01/01/2004
Last Updated: 11/21/2016
Policy Owner: Coyle, Cindy

The Foundation's spending policy is determined annually based on the preceding calendar year by multiplying (80% x ((1+CPI) x prior year spending amount)) + (20% x (4% x Current Endowment Market Value)).  CPI (Consumer Price Index) is limited to a 0% minimum and a 6% maximum.  The spending calculation will be performed after the market adjustments are made for the calendar year end quarter (or after the month of December).  The amount calculated will establish the spending budget for the next fiscal year which begins on July 1. On an individual fund basis, each individual fund must be invested for one full year, have positive investment appreciation and have met the minimum required balance for the gift before a spending budget is calculated. It is understood that the total return basis for calculating spending is sanctioned by the Uniform Prudent Management of Institutional Funds Act (UPMIFA), under which guidelines the Institution is permitted to spend an amount in excess of the current yield (interest and dividends earned), including realized or unrealized appreciation. 

Financial Reports
POLICY: 7.4
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

The Chief Financial Officer is responsible for the preparation and publication of all external financial reports. The reporting requirements are as follows:

  • The preparation of monthly progress reports for revenue and expense of the general operations of the University of Georgia Foundation;
  • The preparation of monthly progress reports for revenue and expense of the operations of the University of Georgia Alumni Association;
  • The preparation of quarterly financial statements reflecting University of Georgia Foundation financial activity;
  • The preparation of quarterly financial statements reflecting University of Georgia Alumni Association financial activity;
  • The preparation of internal audit assignments and control procedures to insure the integrity of the Foundation accounting system;
  • The preparation of all reports and documents required by the independent auditors;
  • The preparation of other financial reports submitted by the University of Georgia Foundation in response to requests by local and national organizations;
  • The preparation of special reports as requested by the Senior Vice President for External Affairs and the Executive Director of the University of Georgia Foundation; and
  • The preparation and publication of the Annual Financial Report.
Account Status Reports
POLICY: 7.5
Effective Date: 07/01/2005
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

Financial reports on funds are available for viewing on-line and local printing through IFAS (Integrated Financial and Administrative Solution). No reports will be distributed by the Office of Financial Services; it is the responsibility of fund representatives to access the reports necessary in managing their funds.

Access is granted by completing the appropriate form and forwarding it to the Foundation's Accounting Office. Where appropriate, individuals should request access for the entire department or school/college. This will accommodate the inclusion of funds that will be created in the future. If necessary, access can be granted account by account.

Examples of reports available on-line include the following:

  • Benefiting Department Report - lists the balances of accounts associated with a given department/unit and displays the trust purpose description.
  • Monthly Summary Report - provides trust purpose description and fund balance with summary totals of revenue and expense categories.
  • Detail Status Report - reflects individual transactions for the month, by each account.
  • Account Listing - provides a list of all accounts by department/unit that the user can access in IFAS.
  • Object Code Listing - lists object codes from the chart of accounts used to code transactions in IFAS.
  • Spending Budget Report - provides spending balance remaining for fiscal year. This report only applies to endowments.
  • Financial Statement Report - provides asset/liability balances and revenue/ expense activity for an individual account with a drill down feature to access individual transactions.

The reports are maintained by the Foundation's Accounting Office. Any questions should be directed to Financial Accounting, Elizabeth Prince, at (706) 542-5795 or the Office of Financial Services at (706) 542-6677.

Journal Vouchers
POLICY: 7.6
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

The Office of Financial Services is responsible for the preparation and approval of all journal entries required for transacting Foundation business. The person responsible for the accounts involved should submit a request for a Journal Voucher to the Office of Financial Services. A Journal Voucher should be requested to correct erroneous charges but not to correct overdraft situations.

The Request for a Journal Voucher should include all pertinent data as shown on the Detail Status Report, the account to be charged, and a valid reason for requiring the correction. The request for a Journal Voucher must be approved by the appropriate Vice President, Dean or Director.

Expenditure Control
POLICY: 8
Effective Date: 07/01/2005
Last Updated: 12/01/2009
Policy Owner: Coyle, Cindy

This section is maintained by the Expenditure Control Department (706) 542-7842 within the Office of Financial Services (706) 542-6677.

General Policy Regarding Expenditure of Foundation Funds
POLICY: 8.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The University of Georgia Foundation exists in order to support the University of Georgia in its academic, research, and service missions. Increasingly, private philanthropic dollars are necessary to supplement public dollars if the University of Georgia is to maintain and strengthen its reputation as one of the leading public universities in the country.

Private philanthropic support depends, in part, upon the confidence donors have in The University of Georgia Foundation's commitment to sound fiduciary management of funds, including expenses.

All University of Georgia employees are employed by the University System of Georgia and are therefore subject to University System rules with respect to expense reimbursement and other financial support. As a supplement, The University of Georgia Foundation also provides financial support to employees, both as salary supplements and for expense reimbursement. The purpose for such additional support is to help the University of Georgia attract, and keep, the best leaders who can effectively implement the mission of the University of Georgia.

Accordingly, the following general principles apply in judging the appropriateness of expense reimbursements:

  1. All expenses must be both reasonable in amount and necessary to support the mission of the University of Georgia.
  2. All University of Georgia employees should seek reimbursement from the University System of Georgia first to the maximum extent permitted under University System rules and regulations; thereafter, application should be made to The University of Georgia Foundation for reimbursement of those expenses not covered by University System rules and regulations.
  3. Those requesting reimbursement from The University of Georgia Foundation should consider that reimbursement funds will come from the donor-provided dollars and that all expense requests are subject to public scrutiny and audit. Expense requests that are not properly documented may subject The University of Georgia Foundation to criticism if there is an appearance that expenses are excessive or not reasonably related to University business. Documentation must make it clear that the expense is reasonable and related to University business.
  4. Requests for reimbursements must be approved by a University employee senior in job position to the person (employee) making the request.
  5. Requests for reimbursement from the President of the University shall be reviewed by a subcommittee of the Finance and Compensation Committee of The University of Georgia Foundation and will also be audited from time to time by the Foundation's outside auditing firm.
  6. Periodically, the Finance Committee of The University of Georgia Foundation will adopt specific rules applicable to expenses for travel, entertainment, meals, lodging, and other expenses; however primary reliance will be placed upon the sound discretion and judgment of University officials regarding expenses for which reimbursement is sought considering the principles set forth herein.
General Procedure for Processing Check Requests
POLICY: 8.2
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

To comply with the Internal Revenue Code and its Articles of Incorporation, The University of Georgia Foundation and any individual funds therein must be organized and operated exclusively for the benefit of the University with no part of its net earnings benefiting any private individual.

Each Vice President, Dean, and Director is responsible for insuring that the expenditures adhere to the purpose of the fund. It is extremely important that the fund purpose is followed in compliance with the donors' intent, the provisions of the Internal Revenue Code, and the Foundation's Articles of Incorporation. If the Vice President, Dean and Director determine this responsibility can be delegated to a University employee within their respective unit, then written documentation making this request should be forwarded to The University of Georgia Foundation Office of Financial Services and approved by the Chief Financial Officer prior to implementation.

The President of the University has specific policies and procedures to which that office should adhere. Those policies and procedures are maintained as a separate document in The University of Georgia Foundation Office of Financial Services. The President is responsible for signing all disbursement requests initiated by him/her.

With the exception of business related entertainment (related to prospect cultivation, donor relations, etc.) and educational purposes for which state funds may not be expended, such as scholarships, The University of Georgia Foundation funds are to be expended under the same guidelines as University of Georgia funds. University of Georgia spending guidelines are therefore considered an integral part of this manual, except as modified herein. the Foundation's Expenditure Control staff is responsible for ensuring that all required supporting documents have been presented, that the appropriate funds are available for such payments, and that the obligations are paid on a timely basis.

ORIGINAL invoices, receipts and receiving reports must be promptly submitted as supporting documentation with a Foundation check request payable to the appropriate vendor. Photocopies and carbon copies of invoices, receiving reports, receipts, and other supporting documentation increase the risk of duplicate payments. Payments are to be made promptly to take advantage of discount terms when applicable. In rare cases when an employee has misplaced or lost the original receipt, a signed statement by the employee stating the nature and description of the expenditure for which (s)he is requesting reimbursement can be accepted. Reimbursements will be made directly to the employee; no payments will be made to credit card companies on behalf of an individual or a UGA School/College/Unit. Loose receipts should be taped instead of stapled. Requestors should limit each check request to 15 line items due to check writing procedures. Scholarship check requests are limited at 20 students for processing purposes which are two scholarship forms per check request.

The Foundation is not exempt from Georgia sales/use tax. All invoices and receipts should include applicable sales tax.

The Foundation does require an IRS W-9 form on all vendors and individuals who are non-UGA employees when payment is requested. This is to comply with federal reporting guidelines.  Check requests should be payable directly to the vendor or employee requesting payment or reimbursement.  Third party payments are discussed further in Policy 8.7 and 8.18.2.

Interest, late charges and/or finance charges on payments to vendors due to delinquent submission of check requests can not be paid with Foundation funds. It is the responsibility of each unit/department to insure requests are forwarded to the Foundation in time to allow for processing without incurring such charges.

Signature Authority/Delegation
POLICY: 8.3
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Each employee requesting payment from the Foundation should affix his/her signature on the "Requested By" line of the Foundation check request. This includes both payments to reimburse the employee as well as payments to vendors for work authorized by the employee. It is the responsibility of each unit head (Vice President, Dean, or Director) to approve the following transactions from Foundation funds:

  1. Check Disbursement Requests
  2. Restricted Account Requests (C&G accounts funded by the Foundation)
  3. Purchase Orders
  4. Travel Authorities and Travel Expense Statements
  5. Journal Voucher Requests
  6. Scholarship Forms (Awards and Cancellations)
  7. Entertainment Forms

A unit head may request, in writing, to delegate his or her signature authority to a senior lower level. This is subject to the approval of the Office of Financial Services. The delegation of signature responsibility does not eliminate every Dean, Director or Vice President's responsibility to ensure the authenticity and appropriateness of the expenditure and compliance with the fund agreement and Foundation policies. An updated Signature Authority Form should be submitted to the Foundation at least annually or when a signature authority designee changes. After approval by the unit head and all signatures of delegates are obtained on the form, the form should be forwarded to the Office of Financial Services for documentation. Signature delegates should be appropriate job positions comparative to the signature authority being granted. For instance, unit heads should not be granting signature authority to all persons in a unit/dept or junior lower level employees unfamiliar with expenditure policies and fund agreement guidelines.

The following is an exception to the signature authority delegation. If a unit head is requesting reimbursement for him/her self, the request should be forwarded to the next level of authority for approval regardless of who has signature delegation authority.

Travel
POLICY: 8.4
Effective Date: 01/01/2004
Last Updated: 04/09/2010
Policy Owner: Coyle, Cindy

The University of Georgia Foundation reimburses for reasonable and necessary expenses incurred while performing approved official travel away from headquarters and places of residence. Travel expenses will be reimbursed using UGA travel policies, with certain exceptions as noted herein. See the University of Georgia Travel Policies for information about reimbursable travel expenses. Each employee must request his or her own reimbursement. The administrative head is responsible for ensuring that travel reimbursement requests are for reasonable and necessary amounts.

Requests for travel reimbursement are made using a University of Georgia Travel Expense Statement (TES) with a covering Foundation check request. When appropriate for out-of-state travel, a UGA Travel Authorization form (TA) should be processed/approved and included with the reimbursement request. Please follow UGA policies for completion of the forms and approvals.

If travel is to be reimbursed using a combination of UGA and Foundation funds, the Travel Authority form should document the complete cost of each trip. Pre-approval from the Foundation is not required on TAs submitted on Foundation accounts. Funds are not encumbered for travel at the Foundation. As a courtesy, the Office of Financial Services will check available funding for the Foundation account number and sign off on the TA; but, it is the unit/department's responsibility to insure adequate funding is available to pay for the travel expenditure at the time the reimbursement is submitted for payment. Please note: reimbursement for out-of-state travel expenses may not exceed the approved total amount authorized to travel by more than twenty percent (20%) without a written statement of explanation indicating approval by the appropriate dean, director, or vice president.

The Travel Expense Statement should include all expenditures (including airfare), even if reimbursement for the total amount is not being requested. A copy of the UGA check request should be included with A Foundation check request. For jointly funded travel with UGA, the Foundation will accept copies of airline tickets and other receipts. Also, expenses can be reimbursed to the employee, paid directly to the vendor or paid to UGA to fund the total cost of the travel. However, if the employee's travel falls under one of the exceptions noted below, then these payments must be made directly to the employee as a reimbursement.

Exceptions to the UGA travel reimbursement policies are included herein:

  • There are no maximums for overnight accommodations; therefore, original receipts are required for reimbursement. However, it is expected that accommodation expenses will adhere as close as possible to the UGA approved rates by location.
  • Reimbursement for meals can be made at either the UGA per-diem rate or the actual expense incurred during the travel period. Reimbursements at the per-diem rate cannot be combined with actual costs. Original receipts are required for reimbursement of actual costs above the UGA per-diem rate. It is expected that meal expenses will adhere as close as possible to the UGA approved per-diem rate for the location.
  • The Foundation does not have contracts with transportation vendors; therefore, each unit is responsible for procuring the best airline rate.
  • Reimbursement for gasoline costs can be made at either the UGA mileage rate or the actual expense incurred during the travel period.  Reimbursements at the mileage rate cannot be combined with actual costs.  Original receipts are required for reimbursement of actual gasoline costs.

Travel cash advances may be obtained by employees to pay for costs associated with travel. The amount of the travel advance should be calculated based on the estimated travel expenses on the TA but can not exceed the TA amount. See Expenditure Control Advances Policy 8.10 for more detail on cash advances for employees.

Entertainment
POLICY: 8.5
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

The Foundation funds may be used for payment to vendors or reimbursement to individuals for expenses related to entertainment incurred while conducting official University business. All such expenditures paid from the Foundation must be in accordance with the governing fund agreement for that fund from which the costs are to be paid. An entertainment form must be completed, approved and submitted with each separate entertainment expense. If an entertainment form is not submitted, then the following information must be documented on the Foundation check request or other supporting documentation in some manner:

  • What Foundation account is to be used?
  • Where did the entertainment occur?
  • When did the entertainment occur?
  • Why was the entertainment expense incurred?
  • Who attended and/or was invited to the event?

Each respective Vice President, Dean, and Director is responsible for determining whether each expense is appropriate, moderate and in support of furthering institutional goals or programs before submission to the Office of Financial Services for processing.

The following are instances where entertainment expenses can be paid:

  1. Meals involving individuals external to the University are authorized for the purpose of conducting business related to University matters, entertaining and cultivating donors to the University, and entertaining significant relationships for the benefit of the University.
  2. Meals for University personnel (i.e., not involving individuals external to the University) that are scheduled for the purpose of conducting business related to University matters or as an official function of the University. Solo (individual employee) meals will not be approved. These type meals should only be reimbursed if on official University business travel.
  3. Entertainment (whether for University personnel only or involving individuals external to the University), while necessary and useful for conducting business should be reasonable and appropriate, and attendees should be limited to those necessary to achieve the business purpose. Expenses that are excessive in frequency, number of participants, and/or cost, may not be approved by the Foundation at the discretion of the Chief Financial Officer.
  4. Foundation funds may not be used to purchase tickets to athletic/other events for personal use. Reimbursement may be made for those tickets purchased for business uses and for which an accounting of use is submitted with the request for reimbursement. Note: See Policy 8.12 Fringe Benefit / Tickets for further reporting on this type of expense.
  5. Expenses for meals and entertainment for UGA employee's spouse may be paid if the spouses of guests are also present or invited and if it can be shown that the spouse had a clear business purpose, rather than a personal or social purpose. The entertainment expense for a spouse may also be paid if the spouse is acting as a chaperone for a small party where men and women are present. This must be clearly stated on the entertainment form though for this spouse.
Contractors / Consultants
POLICY: 8.6
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

PAYMENTS TO CONTRACTORS

The Foundation follows UGA policies for processing payments to contractors. Either a UGA Consulting Agreement (See UGA Administrative Forms page) or a Foundation Honoraria Form should be prepared and approved before retaining the contractor.

PAYMENTS TO CONSULTANTS

The Foundation follows the UGA policies for processing payments to consultants. A UGA Consulting Agreement (See UGA Administrative Forms Page) should be prepared and approved before retaining the consultant. Payments or reimbursements to consultants cannot be processed without an approved consulting agreement.

Payments to consultants may not be paid in advance of service(s) performed.

Honorariums (Non-Employees)
POLICY: 8.7
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

The Foundation follows the same guidelines as UGA (see UGA Administrative Procedures) for honorariums. Honoraria payments for services cannot be paid directly to active UGA employees, inactive UGA employees (terminated for less than two years from UGA service), or retired UGA employees. These payments must be handled through the extra compensation process at UGA. Direct payment from the Foundation to an employee for services can only be processed with written permission from UGA Payroll.

The Foundation can only process honorarium payments for U.S. citizens or permanent resident aliens. Payments for non resident aliens or international persons must go through UGA Accounts Payable Office.

As with any other payments, original receipts and/or invoices are required along with an IRS W-9 form for that vendor. For the initial payment, a W-9 form can be submitted as a substitute for the vendor's signature on the honorarium form. Each check request must be properly documented for auditing purposes; therefore, an honorarium form or the same information must be submitted for each subsequent request for payment for that vendor from the Foundation.

  1. Professional Services:  Professional services are considered the fee or fees rendered to an honoraria for services rendered. Guest lecturing is a common professional service in which an honorarium fee is paid. The type of service must be clearly marked on the honorarium form or clearly stated in the business purpose of the check request 
  2. Reimbursable Expenses:  Vendors (honorariums) may be reimbursed for other expenses such as travel or business supplies. Original receipts are required for reimbursement and must be clearly documented on the honorarium form. For travel expenses, the UGA Travel Expense Statement may be utilized to organize the honorarium's travel expenses.

NOTE: Third Party Payment is a reimbursement to an individual for previous payment to a business or person for a service.  Most vendors will bill directly either before or after an event.  If a vendor will not bill directly and a third party payment is the only means of conducting University business, then the Foundation will require an IRS W-9 form completed for this vendor.  The Foundation has established this guideline in order to comply with IRS rules and regulations regarding miscellaneous income reporting.

Scholarships
POLICY: 8.8
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

The Foundation supports the payment of scholarships to UGA students. A check request and Scholarship Request Form must be submitted to the Expenditure Control Department for payment processing. Payment is made directly to UGA and not the student.

Please limit single check requests to 20 scholarship awards; i.e., 20 rows. This equates to two Scholarship Request Forms per each check request. The Scholarship Request Form must be properly completed and approved before processing. The student's full name should be used as registered at UGA.

For cancellations, a check request is not required. The Scholarship Request Form should reference the original check request for the award. The amount should be typed in the field as a negative number and the word "Award" will automatically change to "Cancel" in the form.

The Scholarship Request Form is used by the UGA Office of Student Financial Aid as well as the UGA Bursar's Office; therefore social security numbers for students will be required on this form by the Foundation as long as it is required by UGA. The Office of Student Financial Aid uses the Scholarship Request Form to update a student's "Award Letter" and the Bursar's Office uses the Scholarship Request Form to deposit/account for funds to each student's account.

Awards
POLICY: 8.9
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Awards are allowed under certain restrictions for UGA employees and students. For restricted Foundation funds that provide salary payments (e.g. endowed professorships), the University Contracts and Grants system charges the Foundation for such salary and fringe benefit payments monthly. For further information on C&G and restricted accounts, see Policy 8.11.

Employee
POLICY: 8.9.1
Effective Date: 01/01/2004
Last Updated: 11/19/2013
Policy Owner: Coyle, Cindy

UGA Faculty, Staff, Graduate Students with Assistantships, etc.

Any award payments to University employees that are funded by the Foundation must be made through the University payroll system. Funding for and payment of awards for faculty/staff/graduate students should be requested through the Foundation with the submittal of a check request and an Award Request for UGA Employees form. The check request should be forwarded at least 30 days in advance of the award presentation to the Foundation office for timely processing.

Once each request is approved by the appropriate Vice President and the Foundation, then the Foundation will notify the UGA Payroll Department of the award and the employee will receive the award through UGA Payroll. Each award will be subject to the applicable federal and state taxes and retirement assessment for that employee as determined by the UGA Payroll Department.

Each check request should include the business purpose for the employee award as well as the parameters used to determine the recipient.

Awards to inactive or active student assistants may be made to the student. However, if the student is a graduate assistant and is being paid as a UGA employee through the UGA payroll system, then the award must be paid through the UGA Payroll Department.

Non-Employee
POLICY: 8.9.2
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

Monetary awards to non-employees, such as students, may be made to the individual provided the proper documentation is submitted. A check request and honorarium form must be submitted for the award amount. For international persons, an honorarium form or IRS W-9 form must be submitted with the check request verifying the student's citizenship as well as name, permanent address, and social security number. For international persons that are not U.S. citizens, then these awards will have to be processed through the UGA Payroll Department.

Please contact the Expenditure Control Department for awards which are to be made without the recipient(s) knowledge for special processing.

Advances
POLICY: 8.10
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Advances may be made for travel, registration fees and some entertainment expenses under certain restrictions. Entertainment advances should be rare and occasional and will be approved on a case by case basis. Advances apply only to Foundation accounts and not those of the University of Georgia. Advances should be reconciled within 30 days of the individual's return from designated travel or after the entertainment event has taken place. Since advances are for the convenience and benefit of the employee, no additional advances will be made to employees who have an outstanding advance. the Foundation reserves the right to deny any employee further advances due to not following policy such as being late on clearing advances, not providing proper documentation or using an advance for reasons other than stated on the original request.

Advances may never be used to pay for professional services (contractors, consultants, honorariums, etc.) which are considered third party payments. Entertainment advances may not be requested for multiple events. Whenever possible, the unit/department should seek to obtain direct billing/invoicing from vendors.

Requesting a Cash Advance
POLICY: 8.10.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

To request an advance, complete a check request and the Advance Cash Promissory Note form. All advances must be approved by the appropriate administrative unit/VP/Dean/Director. Advances for out-of-state travel also must include a copy of the approved Travel Authority for that employee. Once the Foundation has approved the advance, a copy of the approved Advance Cash Promissory Note will be returned with the check.

Clearing a Cash Advance
POLICY: 8.10.2
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

To properly clear an advance, complete and submit an approved Advance Clearing Request form along with original receipts including all applicable state taxes. the Foundation is not tax exempt from sales tax from the state of Georgia. If the advance is for entertainment, then an Entertainment form must also be submitted. If the advance is for travel, then a Travel Expense Statement must be submitted along with the Advance Clearing Request form. All advances must be cleared by presenting original receipts. If costs are less than the amount advanced, a refund should be submitted. If the Advance was insufficient to cover the costs incurred, then the difference should be requested via a check request to reimburse the employee. The check request process should be followed as outlined in Policy Sections 8.10.1 and 8.10.2.

Contracts and Grants (Restricted Accounts)
POLICY: 8.11
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

At the beginning of each fiscal year, University departments are required to submit budget requests to the Expenditure Control Department for UGA restricted accounts that will be funded by a Foundation account. Approved budget amounts are charged to the Foundation account by the Foundation's Expenditure Control Department and sent to UGA Contracts and Grants to establish the budget for the restricted account for the next fiscal year.  The Foundation will transmit a monthly payment to UGA Contracts and Grants for expenditures incurred in the prior month from each restricted account.


Please note that restricted accounts will be reconciled between UGA C&G and the Foundation Expenditure Control Department at least once a year and adjustments will be made accordingly to ensure budgets are properly funded and approved.


ENDOWED FUNDS
On or before March 1 each year, the Foundation Office will make available an estimated spending budget report for each endowed fund. The budget will cover the new fiscal year beginning July 1.


After the final spending budget for the new fiscal year is published (beginning of August each year), departments/units that use a restricted UGA Contracts and Grants account funded from a Foundation fund must submit to the Foundation Expenditure Control Department a check request for the total budget amount anticipated for the coming fiscal year. This budget should be prepared based on the departments/units projected funding requirements for the new fiscal year and within the FINAL spending budget provided. A Restricted Account (C&G) Budget form must be submitted with the check request, outlining the proposed use of the Foundation funds into the following expenditure categories: (1) personal services, (2) staff benefits, (3) non-personal services, (4) operating, and (5) travel expenses. If personal services are requested, the employee(s) name as (1) listed in the UGA Payroll, (2) job class, (3) payroll type, and (4) funding amount should be indicated.


A brief narrative or summary of how the funding is being used should be provided under the business purpose section of the check request.  If the business purpose or other forms required are incomplete or inadequate, the check request will be returned for additional explanation or information.


Departments/units should assume the beginning fiscal year balance of the restricted account is zero.  Any carry forward balances on the UGA C&G restricted account side from the previous year will be used first to cover expenses for the month of July.  Any positive carry forward balances remaining in August will be deducted from the total budget amount requested for the current fiscal year.  UGA C&G will not reject any charges in July for insufficient budget unless the expenditure falls within the "unallowable expenditures" as defined by the Foundation.


The Foundation Office will compare the restricted account budget requested to the spending budget to ensure there are sufficient funds. The proposed use of funds must fall within the trust purpose of the Foundation fund agreement on file. The ultimate responsibility and authority for the disbursement of the Foundation funds will still remain with the appropriate Vice President, Dean, or Director (refer to policy section Expenditures VIII.C). Once the Foundation has approved the budget, then it will be submitted to the University of Georgia Contracts and Grants Office.


If an increase or decrease is required to the original budget, a budget change may be requested at any time within the fiscal year by following the same procedures as for the original budget.


NON-ENDOWED FUNDS
Non-endowed and in/out funds do not receive a spending budget calculation since the entire fund balance may be expended. The fund balance sets the maximum amount available to spend. Fund representatives should submit a check request to establish a restricted account budget following the same procedure as outlined above for endowed funds.  

How to Setup a New Restricted Account
POLICY: 8.11.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

A check request must be submitted to setup a new restricted account to be funded through UGA C&G and the Budget Request Form. If there is not a restricted account established in the UGA C&G system, then a Request for Account Addition/Change Form (UGA form found on the Business Services webpage) is also required. All forms and check requests must be completed in full and contain the proper signature approvals before the Foundation can process the request.


Responsible Office

 

  DEPT  

  FOUNDATION  

  C&G  

  STEPS TO COMPLETE PROCESS  

X

 

 

Complete Foundation check request with appropriate approvals as standard disbursement request

X

 

 

Complete Restricted Account (C&G) Budget Form - specifically the "Change Amount" column; located on Foundation homepage under Administrative Forms

X

 

 

Complete Request for Account Addition/Change Form; located on UGA Business Services webpage

 

X

 

Foundation Office will send to UGA C&G office for setup if all documentation is submitted and completed properly

 

 

X

UGA C&G will process request and setup a new restricted account and notify the dept

How to Increase or Decrease the Budget for a Restricted Account
POLICY: 8.11.2
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

A check request must be submitted to increase or decrease a restricted account funded through UGA C&G along with the Restricted Account (C&G) Budget Form (Foundation form). All forms and check requests must be completed in full and contain the proper signature approvals before the Foundation can process the request.


Responsible Office

 

  DEPT  

  FOUNDATION  

  C&G  

  STEPS TO COMPLETE PROCESS  

X

 

 

Complete Foundation check request with appropriate approvals as standard disbursement request

X

 

 

Complete Restricted Account (C&G) Budget Form - specifically the "Change Amount" column; located on Foundation homepage under Administrative Forms

 

X

 

Foundation Office will send to UGA C&G office for processing if all documentation is submitted and completed properly

 

 

X

UGA C&G will process request and adjust the restricted account as requested by the dept

X

 

 

Dept will reconcile the restricted account and ensure adequate budget is available for expenses

Unallowable Charges on a Restricted Account
POLICY: 8.11.3
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The following are unallowable charges for funding through the UGA C&G systems. These charges must be processed as reimbursements or vendor payments from the Foundation subject to the terms of the governing fund agreement.

  • Entertainment
  • Memberships and Subscriptions
  • Gifts to Employees (further restrictions apply for gifts; see Policy 8.12 Fringe Benefits for more detail)
Fringe Benefits to Employees
POLICY: 8.12
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The Foundation's expenditure policy allows expenses that have a supportable business purpose and do not result in the personal benefit to any individual including employees of the University of Georgia. If it is determined that a UGA employee has derived personal benefit from an expenditure of the Foundation, that information will be reported to the University of Georgia Payroll Department and may be included in the employee's taxable income reported on their W-2. the Foundation follows the guidelines explained in Internal Revenue Service Publication 15-B (as revised annually). For policies related to non-employees, please see the section related to reporting income on IRS Form 1099 MISC Income. Given the time needed to compile this information from Foundation expenditures, the period from November 1 to October 31 is used for taxable fringe benefit reporting for each calendar year ending December 31. Expenditures commonly considered to result in benefit to an individual include the following:

  • Scholarships/tuition for employees (NOTE: per UGA TAP policy, this type of expense must be paid directly through UGA)
  • Spousal travel that is not business-related
  • Travel on a chartered plane for employee's spouse and other family members, if certain qualifications are not met
  • Car allowances (to the extent not used for a business purpose)
  • Personal portion of social club memberships (social memberships as approved by the Foundation's Executive Committee)
  • Moving expenses not deductible under the IRS guidelines (NOTE: UGA Relocation and Moving Expense policy should be followed and the Foundation can only fund certain exceptions)
  • Immigration/visa fees
  • Personal/unauthorized use of Foundation property
  • Athletic tickets for spouse (not related to business) / family of employee (including use of Sky Suites)
  • Entertainment tickets such as dinners, theatre, etc. not utilized for business purposes
  • Internet service provider fees (portion not used for business purpose) (NOTE: per UGA Telecommunications Policy, this type of expense must be paid directly through UGA)

Any tickets or payments on behalf of other family members or friends would qualify as a taxable fringe to the employee and would be reported to UGA Payroll Department and could have an adverse effect on the employee's W-2 form or year-end paycheck. UGA Payroll Department will determine if any of the above items reported are considered fringe benefits to the employee and the effect it will have on that employee's W-2 or paycheck. the Foundation complies with UGA policy by reporting all potential fringe benefit type expenses by employee each year by November 30th.

In some cases the amount considered taxable to the employee must be estimated based on percentage used for business and personal purposes, such as car allowances and reimbursements.

Please contact the Foundation Accounting Office for questions regarding potential fringe benefits not listed above.

Moving and Relocation Expenses
POLICY: 8.12.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The unit/department should follow UGA's policy for Moving and Relocation and seek state funding first. All moving and relocation expenses must first be authorized by the UGA Compliance Office regardless of the funding source. Foundation funds may be utilized for payment of approved expenses through a UGA Contracts & Grants restricted account funded by the Foundation.

The Foundation may pay for moving and relocation expenses as a direct reimbursement or vendor payment under the following exceptions provided a check request and all appropriate documentation is submitted and approved.

  • Expenses that exceed the offer letter limit per UGA policy
  • Expenses for employees of less than one year (i.e. visiting professors)
  • Interim period where an offer letter may not exist before the establishment of the new policy at UGA effective 02/01/2008

For these expenses, an approved check request with all appropriate documentation must be submitted to the Foundation's Expenditure Control Department.

Tickets
POLICY: 8.12.2
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Tickets are the most common taxable fringe. These may include athletic or cultural events provided to employees who are not required to work the event and for which there is not clear business intent. the Foundation's policy considers the employee's ticket to be non-taxable if the employee's attendance is required at the event. Any tickets or payments on behalf of other family members or friends who does not qualify as business relationship will be considered a taxable fringe and be reported to UGA Payroll Department. the Foundation's Expenditure Control Department will follow up with all ticket purchases with a Ticket Usage or Resale Form. This form must be completed and approved by the requesting unit/department and returned to the Foundation Office as soon as possible after the event takes place.

Social Clubs
POLICY: 8.12.3
Effective Date: 01/01/2004
Last Updated: 07/20/2010
Policy Owner: Coyle, Cindy

The Foundation may reimburse key employees at UGA for payments made for social club dues and/or memberships in the employee's name.  The club dues and/or memberships must be approved in advance by the Foundation and UGA before any reimbursements to the employee are permitted.  The reimbursement will be reported to UGA Payroll Department annually and may be included in the employee's W-2 as taxable income subject to IRS reporting requirements IRC §274(a)(3). 

The Foundation no longer allows direct payment to the vendor for social club dues and/or membership.  The employee should pay for the membership dues and then seek reimbursement from the Foundation.  The key employee must complete a Club Membership Business Use Substantiation Template form for each club membership reimbursement.  This form can be found on the Foundation's website under Administrative Forms / Expenditure Control Forms http://dar.uga.edu/ugaf/resources/index.php .  Per the IRS reporting requirements, each membership reimbursement should reflect the percentage of personal and business use.  Therefore, with each reimbursement request, the employee must attach the completed Club Membership Business Use Substantiation form. 

If the employee can substantiate the expense as solely business use, then it is consider a non-taxable working condition fringe and will not be included as taxable income by UGA payroll.  Initiation fees associated with the club membership and for which the employee requests reimbursement, qualify for consideration under the taxable fringe policy.  The type of membership will determine whether these fees are personal and taxable or nontaxable as a working condition fringe.  The Foundation will submit an annual report for each employee to UGA Payroll for each social club membership and copy the report to the employee.  UGA Payroll will make the final determination on taxable and non-taxable reporting for each employee.

Procedure for Reimbursement / Reporting:

  • The employee must obtain prior approval for each membership from the Foundation and UGA.
  • The employee should pay the monthly fee, any associated initiation fees, and any associated entertainment costs directly to the vendor by the due date each month (the Foundation will not pay for any late fees associated with club memberships).
  • The employee should complete the Club Membership Business Use Substantiation Template form to attach to each reimbursement request which will indicate the business activity for that time period.
  • A Foundation check request with attached copy of club membership invoice, Club Membership Business Use Substantiation Template form, and any business entertainment receipts with associated entertainment forms should be submitted to the Foundation's Expenditure Control Department for processing.
  • The Foundation will reimburse the employee for the amount of the Foundation check request.
  • The Foundation's Accounting Office will submit an annual report each November to UGA Payroll for each employee by membership and include a copy of each Club Membership Business Use Substantiation Template form for period of November 1 to October 31. UGA Payroll will make the final determination concerning taxable and non-taxable inclusion in the employee's W-2 form.
Automobile Policy
POLICY: 8.12.4
Effective Date: 01/01/2004
Last Updated: 01/14/2011
Policy Owner: Coyle, Cindy

All car leases or purchases must be authorized by the President of UGA, and approved by the Foundation Executive Committee. Two different methods of reimbursement, a lease reimbursement or a car allowance, are allowed.

  1. Leases: The vehicle is leased in the employee's name, and reimbursement is made to the employee at a monthly rate approved by the President. The monthly rate will also cover insurance and maintenance of the car. The business mileage reimbursement rate for a leased vehicle is currently .19/mile.
    • Payment Procedure: A check request, made payable to the employee or vendor, is submitted along with the original invoice indicating the lease amount not to exceed the approved monthly rate. Any reimbursement for maintenance and insurance should be submitted by a check request if the maximum monthly rate has not been reached. These payments will also be made payable to the employee and will require an original receipt.
  2. Monthly Car Allowances: Payments are made to UGA for inclusion in the employee's payroll. These payments are considered compensation. The business mileage reimbursement rate is at the full state rate which is currently .51/mile.
Gifts
POLICY: 8.12.5
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The Foundation does not allow gifts to UGA colleagues or the purchase of gifts, flowers or other gratuities to be paid to University employees. This includes gift cards and gift certificates. The IRS considers gift cards and gift certificates as cash equivalent and thus must be included in the gross income of the recipient (this is true for non-employees as well).

When an employee leaves the University or unit/department, colleagues may solicit funding from other employees and friends to cover the costs of a party and/or gift. the Foundation does not allow reimbursement or payment for farewell parties. Funds collected may be deposited in the Foundation. Checks collected should be payable to The University of Georgia Foundation. the Foundation does not treat these funds as contributions (no gift credit will be issued) and does not retain any of the funds raised. the Foundation will issue payment for the expense but this must be clearly documented on the check request that funds were collected and deposited in the Foundation.

NOTE: Retirement receptions are considered allowable expense assuming a unit has discretionary funds for funding the event. There are a few exceptions to the "no gift to employee" guideline.

  • Discretionary funds have been provided to the three Senior Vice Presidents of UGA for the sole purpose of funding gifts for key personnel upon departure from the University if approved by that SRVP (NOTE: Foundation funds may be used to pay for the cost of a retirement reception).
  • Items of de minimis value (e.g. $15 per IRS) may be given in order to encourage attendance to special events or meetings; either the gift should be given to all who attend or the recipient should be randomly chosen such as a door prize (NOTE: expensive door prizes will be taxable and reported for employees and non-employees such as students).
  • Employee Achievement Awards such as length of service or safety awards may be given and are considered excludable if they satisfy certain requirements; length of service awards may be made only once every five years and should be awarded as part of a meaningful presentation emphasizing the employee's achievement (NOTE: service awards cannot be made to part-time employees).
Checks Reissued
POLICY: 8.13
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Checks issued by the Foundation are valid for a period of 90 days from issuance. After 90 days, the check is considered stale and will not be honored by the bank.

NOTE: Late fees, interest and penalties are not authorized expenses and should not be included on any check requests. All reasonable steps should be taken to avoid such charges.

Check is Stale Dated
POLICY: 8.13.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

To obtain a replacement check, please send written request (email, memo, etc.) requesting a reissuance to the Expenditure Control Department in the Foundation Office with the original check request number or issued check number, the business reason why a replacement check is required and the stale dated check. Before a replacement check will be issued, the stale check must be sent back to the Foundation for destruction.

Check has been Misplaced or Not Received by the Vendor
POLICY: 8.13.2
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

If the stale check is not available, it will be considered lost or stolen. Again, a written request (email, memo, etc.) from the vendor or department is required to issue a replacement check and the written request must explain the reasons and circumstances for replacement. Please send this written request along with the original check request number to the Expenditure Control Department for processing.

Checks for a different vendor name or amount will require a new check request with new supporting documentation meeting the requirements of Section B of these policies. Before the new check request is processed for payment, the original check must be cancelled and the funds placed back into the respective account.

Outstanding checks older than 12 months that have not already been replaced are automatically cancelled and are no longer valid. At that time, the respective University units/departments are notified of this occurrence. The funds for checks voided are credited back in the account which funded the original check as miscellaneous income with the exception of budgeted accounts. The unit/department is responsible for investigating whether or not amounts are still owed to the payee. If amounts are still owed, please contact the Expenditure Control Department for a replacement check as outlined above.

Inventory Control
POLICY: 8.14
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Merchandise purchased with Foundation funds for resale or giveaway must be accounted for properly to comply with internal audit and IRS guidelines. Inventory reports should be submitted to the Foundation at least quarterly. If a unit / department has a business need for maintaining large quantities of inventory, then an inventory plan should be submitted to the Expenditure Control Department in the Office of Financial Services for pre-approval. This inventory plan should include written procedures for ordering merchandise, selling merchandise, business purpose and identify the inventory control person(s) for that unit/department. This information should be maintained within the department and an accurate count of remaining inventory must be reported quarterly. Otherwise, inventory items paid by Foundation check requests will be identified by Expenditure Control Department staff and a memo and inventory report form will be returned to the unit/department for completion. An inventory report must be submitted each quarter until all items purchased are consumed. Please note that if items are for resale, the resale value can not exceed the cost and the proceeds must be deposited into the original Foundation account number used for the expense (on the check request).

The Foundation auditors require this as part of our internal controls and will from time to time take an actual count of inventory. Inventory reports are due quarterly and if campus does not comply with inventory rules and guidelines, then the Foundation reserves the right to revoke specific units'/departments' privilege of retaining on site inventory.

Purchase Order Guidelines and Bid Procedures
POLICY: 8.15
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The University of Georgia Foundation Purchase Order form must be used for all purchases, other than personnel services, that exceed $5,000 (including freight and taxes). A Purchase Order is designed to obligate Foundation funds for specific items and to provide the vendor with the exact specifications, quantity, and the delivery date required.

Purchase Order Guidelines
POLICY: 8.15.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Purchase Orders are to be prepared by the administrative unit head after ascertaining that appropriate bid procedures (see below) have been followed. The signed Purchase Order is then forwarded to the Expenditure Control Department, along with a copy of the bids, for review and to ensure the availability of funds. After approval by the Foundation, the original is returned to the requesting unit. One copy of the Purchase Order, along with the bids, is retained by the Foundation Office. The requesting unit sends the original to the vendor. After the goods have been received, a check request is prepared by the purchasing unit and approved by the appropriate Department Head and Dean/Vice President. The check request, original invoice, and a copy of the Purchase Order are forwarded to the Expenditure Control Department in the Foundation Office for processing.

Payments to professional consultants, travel reimbursements, entertainment expenses (including meeting expenses), dues and subscriptions, office machine repairs, postage, and telephone bills are types of purchases not required for purchase by Purchase Order. Also, the purchase of office supplies and other materials from the University of Georgia can be made without issuing a Purchase Order if the University of Georgia used approved bid procedures to secure the materials. Bids are not required for equipment or other goods that are under state contract.

The following guidelines apply to purchases with Foundation funds of equipment and other furnishings that have a total value of more than $5,000:

  • Purchases of items costing more than $5,000 but less than $15,000 should be formally bid using the bid procedures followed by the Foundation Office.
  • For purchases of items projected to cost in excess of $15,000 the University unit should use the University of Georgia Procurement Office to bid the item(s). The purchase will be made through the University using a restricted account funded by the Foundation with the reimbursement being made from the appropriate Foundation account.
  • Any request(s) for purchase of computer equipment using Foundation funds must be approved under the requesting unit's micro-acquisition plan or by the EDP committee for the University before any purchasing action is initiated.
  • All equipment purchased with Foundation funds will be transferred to the University to follow proper UGA inventory procedure and will become property of The University of Georgia.
  • All equipment purchased with Foundation funds requires the payment of state tax and property tax. The amount of the tax shall not be considered a part of the $5,000 minimum bid qualification.

If the items purchased are damaged, the order is incomplete or over/under shipped, or unacceptable substitutions have been made, it should be clearly indicated on the copy of the Purchase Order so that proper notification can be made to the vendor or carrier by the purchasing unit/department.

If a vendor over-ships the quantity specified in the Purchase Order by less than 5% of the order quantity, this is within reasonable limits. Payment for the quantity received will be made. The only exception to this will be if a Purchase Order specifically states that over-shipments are not acceptable.

Bid Procedures
POLICY: 8.15.2
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Purchases in excess of $5,000 (excluding freight and taxes) should not be made nor will a Purchase Order be issued or approved until proper bid action has been completed. At least three bids should be received before a Purchase Order can be submitted. Bids and any appropriate comments should be recorded on the bid forms.

Bidding action is designed to obtain the desired goods at the lowest possible cost without impeding routine operations. Consideration involving the acceptance of a bid should include the following:

  • Price
  • Quality
  • Delivery
  • Availability of service, if equipment

Instructions for Preparation of Request for Bid

The Request for Bid should include the following information:

  • Desired shipping date
  • Date that the bid is needed for review and subsequent issuance of a purchase order
  • Specify quantity required
  • Specifications and complete description of the items for which a bid is requested are to be shown in this space

If a Purchase Order is submitted to the Foundation for a vendor whose quote was not the lowest received, justification (considered sole source justification) must be submitted for accepting the higher bid. In some instances there will only be one vendor able to meet the requirements or provide the desired item. If so, this should be noted on the bid form, which becomes a part of the accounting record.

The administrative unit head has the primary responsibility for securing bids. Outlined below is general information as to what bid specifications should include.

Purchase Specifications

Buying proper quality depends upon having proper specifications from which to work as well as to refer to when checking material bought against these specifications.

Good specifications should be:

  • Simple enough to be easily understood, but specific enough to prevent loopholes that will allow a bidder to evade the provisions and take advantage of either his competitors or the buyer
  • Capable of being met by several sellers, when possible, without a major sacrifice in quality
  • Identifiable, when possible, with some brand or specification already on the market
  • Capable of being checked. Specifications should describe the method of checking that will govern acceptance or rejection. A specification that cannot be checked is of no value, and methods vary in accuracy.
  • Reasonable in its tolerances
  • As fair to the seller as possible

A specification is no more than an accurate description of the material to be purchased. There are many forms of specifications, including:

  • Brand or trade name and model number
  • Blueprint or dimension sheet
  • Chemical analysis of physical properties
  • Description of material and method of manufacture
  • Description of purpose or use
  • Identification with specifications known generally to the trade and to the seller
  • Sample
  • Combination of two or more of the above. In a combination specification, it is important to state which type governs in the event of inadvertent conflicts; for example, No. 4 above could take precedence over No. 1 above.

Brand Preference (Sole Source)

Preference for a brand should be supported by written justification. It is usually desirable to give this justification in advance, with the purchase request. However, it may be given after bids have been received and substitute brands offered. Such justifications are most easily accepted when the differences between the preferred brand and the substituted brand are easily measured (e.g. height, weight, thickness, width, accessories, functions, etc.) and can be easily related to the purpose of the purchase. UGA Sole Brand/Sole Source form may be used.

Petty Cash
POLICY: 8.16
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Authorized individuals may make direct payments by cash for certain purchases. The University of Georgia Foundation Petty Cash funds are subject to the same guidelines as the University of Georgia. The University of Georgia spending guidelines are therefore considered an integral part of the Foundation's Petty Cash Policies and Procedures, except as modified herein.

As authorized by the Foundation Board of Trustees and delegated to the Office of Financial Services Expenditure Control Department, certain authorized individuals may make direct purchases from suppliers for immediate needs of not more than $500.00 per purchase. The $500.00 limit may be exceeded if the excess amount above $500.00 is due entirely to transit insurance, C.O.D. charges, freight charges, custom charges, or container deposit(s). It is the Foundation's policy that such direct purchases may only be made when payment in full is made at the time and initial point of delivery.

NOTE: The University of Georgia petty cash funds are separate from the Foundation's petty cash funds. UGA policy does not allow for state petty cash funds to be reimbursed by the Foundation. Therefore, the Foundation will not honor requests to reimburse custodians of state petty cash accounts. Requests to reimburse state accounts that have been charged for approved state petty cash expenditures will be considered under the Foundation's general expenditure policy. Contact the UGA's Bursars Office for information on state petty cash funds.

Purchase of Property or Facility
POLICY: 8.17
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The University of Georgia Foundation will from time to time purchase or lease properties and facilities on behalf of the University of Georgia to support academic programs and other unit goals. The following is the process and due diligence which should be considered by the academic unit. For international properties, additional issues need to be considered.

Procedure
POLICY: 8.17.1
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

1. A written proposal should be forwarded from the requesting unit to its respective Dean or Vice President. If approved at this level, then the request should be forwarded to the respective Senior Vice President in the University. The proposal should provide a rationale for the purchase, including a program plan and business plan for use of the property or facility. The proposal should also indicate the source and amount of available funding for the feasibility study. Contact the Foundation Office for additional considerations for international properties.

2. The Senior Vice President should indicate his/her concurrence by written approval of the proposal. Approval at this step indicates only that research may continue to determine the feasibility of the proposal.

3. If the property is outside the United States, the proposal should be routed through the Office of International Programs for approval, and this approval forwarded to the Senior Vice President for Academic Affairs/Provost.

4. The approved proposal should be forwarded to the Senior Vice President for External Affairs and the Chief Financial Officer of the Foundation. The Chief Financial Officer will forward the proposal to the Executive Committee of the Foundation for its approval and authorization to appropriate funds for a feasibility study and other due diligence costs that are not funded by the requesting unit.

Feasibility Study Requirement
POLICY: 8.17.2
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The study should include:

  1. Routine due diligence for a purchase of real property:
    1. Retention of a current appraisal
    2. Retention of survey/plat of property
    3. Photos of property
    4. Location map of property
    5. Environmental impact analysis (when appropriate)
    6. Physical site visit of the property (when appropriate)
    7. Identify encumbrances attached to the property
  2. Retention of legal advisors
  3. Securing a firm purchase price (in conjunction with the requesting unit)
Business Plan Procedure
POLICY: 8.17.3
Effective Date: 01/01/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

1.  The requesting unit needs to prepare a business plan that includes:

  • An assessment of the potential revenue to be generated by the academic program or other activities of the requesting unit;
  • Expenditures required to run the program, including all academic costs associated with the program including faculty support not paid with state funding;
  • Expenditures required to operate the facility, including,
    • Utilities (electric, gas, water)
    • Phone and Cable Connections
    • Janitorial Service
    • Lawn Maintenance
    • Insurance
    • Taxes
    • Association Fees
    • Reserve for Routine Maintenance
    • Miscellaneous (please identify)

2.  Any gifts to support the property should be identified, including the donor name, amount, and payment schedule.

3.  Certain data from the feasibility study should be included with the business plan:

a) Proposed acquisition cost, and

b) Photos and location map of property.

4.  The business plan should be reviewed by the unit's business office, and, for international property, with the Office of International Programs. The University Business Office should be contacted for its review of the program plan.

5.  The Business Plan should be forwarded to the Office of Financial Services.

Financing Plan
POLICY: 8.17.4
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

1.  The acquisition price and all costs incurred for the feasibility study should be provided to the Office of Financial Services. Note: If property is purchased, feasibility costs may be returned to the requesting unit to the extent they were provided.

2.  The Office of Financial Services will recommend to the three Senior Vice Presidents the most appropriate and cost-effective method to finance the acquisition. Included with the plan will be the required rental payment (if any) from the University to support the acquisition.

Approval and Purchasing of Property
POLICY: 8.17.5
Effective Date: 01/01/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The Office of Financial Services will seek the appropriate approval from the Foundation. the Foundation will be kept apprised during the entire process.

1.  Recommendations of approval from the three Senior Vice Presidents will be forwarded to the Foundation Chief Financial Officer for presentation at the appropriate time to the Foundation Executive Committee.

2.  Purchases approved by the Executive Committee will be coordinated with the appropriate Senior Vice President Office and administered by the Foundation Chief Financial Officer with appropriate assistance from legal counsel.

3.  After the purchase is completed, the programs will be administered by the appropriate academic unit with approval of the Provost.

4.  The financial reports and budget will be prepared in coordination with the Chief Financial Officer of the Foundation.

Tax Reporting
POLICY: 8.18
Effective Date: 12/10/2004
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

Certain expenditures or payments for events create taxable incidents for which the Foundation must comply. Also, certain revenues generated by events or contracts create tax liabilities. Any taxable event requires the Foundation to prepare tax reports and to pay the appropriate taxes. The types of tax reporting are identified herein.

Sales and Use Tax
POLICY: 8.18.1
Effective Date: 12/10/2004
Last Updated: 06/01/2010
Policy Owner: Coyle, Cindy

Unlike the University of Georgia, the University of Georgia Foundation is not exempt from sales and use taxes. It is the responsibility of the person requesting the expenditure or reimbursement to include applicable sales tax and inform the vendor that the Foundation is not exempt from such taxes. Any expenditure paid directly to the vendor by the Foundation must include applicable sales taxes. Any individual who incurs a business expense to be reimbursed by the Foundation must be sure to pay applicable sales or use tax. Check requests submitted to the Foundation with invoices that do not include sales tax will be returned for correction for all in-state (Georgia) vendors. For out-of-state vendors or web purchases, the applicable county use tax rate will be added and expensed to the appropriate Foundation fund.

Sales tax is applied to any "sale". Sale means any transfer of title or possession, transfer of title and possession, exchange, barter, lease or rental, conditional or otherwise, in any manner or by any means of any kind of tangible personal property for a consideration and includes fabrication, furnishing, repairing, or servicing tangible personal property and transfer of possession without transfer of title [per State of Georgia Department of Revenue O.C.G.A. 48-8-2(8)].

Use tax is applied to any "use" meaning the exercise of any right or power over tangible personal property incident to the ownership of the property. Use tax includes the use, consumption, distribution, and storage of tangible personal property [per State of Georgia Department of Revenue O.C.G.A. 48-8-2(12) & (13)].

The Foundation must file sales and use tax returns and remit payment to the Georgia Department of Revenue on a monthly basis. This report and payment is due by the 20th day following the end of previous month. On this report, the Foundation includes all sales and use tax due on any income received subject to sales and use taxes and any expenditure that was paid without applicable sales and use taxes. The expense of the sales and use taxes will be charged to the Foundation account receiving the income or incurring the expense.

Items sold at auction are essentially a purchase, and as such will trigger state sales tax. Per Georgia state law, the applicable sales tax for each item sold at auction will be charged back to the appropriate Foundation fund and remitted to the state. Please note that Foundation funds cannot be used to purchase items for auctions; such items must be donated or purchased by other means.

More information on applicable sales and use taxes on income or expenses can be found at the Georgia Department of Revenue homepage. Please contact the Expenditure Control Department within the Foundation Office for questions.

IRS 1099 Miscellaneous Income Form
POLICY: 8.18.2
Effective Date: 12/10/2004
Last Updated: 12/10/2009
Policy Owner: Coyle, Cindy

The University of Georgia Foundation follows the Internal Revenue Service's guidelines for issuance of 1099 Miscellaneous (MISC) Income Forms to individuals/corporations who receive payment for rents, contract services, honoraria, legal fees, consulting fees, prizes or awards, reimbursable expenses for which original receipts are not provided, and other income payments during the course of a calendar year. For definitive examples of reportable income and the minimums that apply each year, consult the IRS's website at www.irs.gov . Social security numbers and taxpayer identification numbers are required on any check requests submitted for payment of these type expenditures. For this reason, an IRS W-9 form is required for all vendors, companies and individuals who are non-UGA employees.

The Foundation's Integrated Financial and Administrative Solution (IFAS) system generates a report after the end of each calendar year that identifies vendor ids coded for 1099 MISC Income reporting. The 1099 MISC Income coding is taken from the vendor's W-9 form submitted. the Foundation also includes any payments made during the calendar year that are considered taxable income reported on a 1099 MISC Income Form and were not included on the system's report. Payments not included in the system report are usually reimbursement to an individual for previous payment to a business or person for a service. This type of reimbursement is considered a third party payment. Most vendors will bill directly either before or after an event. If a vendor will not bill directly and a third party payment is the only means of conducting University business, then the Foundation will require an IRS W-9 form completed for this vendor. the Foundation has established this guideline in order to comply with IRS rules and regulations regarding miscellaneous income reporting.

Form 1099-MISC Income forms are completed and mailed to recipients by January 31 for the previous calendar year.  The Foundation efiles this information to the Internal Revenue Service (IRS) by March 31st via the Filing Information Returns Electronically (FIRE) system.

Unrelated Business Income Tax (UBIT)
POLICY: 8.18.3
Effective Date: 12/10/2004
Last Updated: 12/11/2009
Policy Owner: Coyle, Cindy

As a 501(c) (3) organization, The University of Georgia Foundation is subject to unrelated business income tax (UBIT). As a general rule, the Foundation does not engage in activities which would be considered as unrelated business income because such activities are not considered part of our tax-exempt purpose by the Internal Revenue Service, and they can result in an additional cost of paying unrelated business income tax (UBIT). Even if an unrelated business activity yields no profit, it must be reported to the Internal Revenue Service. It is the Foundation's policy that we must consult with legal counsel and our tax preparation professionals before any transaction which has elements of unrelated business income is considered. the Foundation will not accept any income deposits that could have been generated from an unrelated business activity that has not been approved by the Director of Finance for the Foundation. The following is included to better help the reader understand UBIT. Please contact the Office of Financial Services for further information.

The Unrelated Business Income Tax as set forth in the Internal Revenue Code applies to income derived from activities that are not in the furtherance of an entity's tax-exempt purpose. The income derived from an unrelated business is referred to as "unrelated business taxable income" (UBTI) and the taxes imposed on UBTI are commonly referred to as "unrelated business income tax" (UBIT). The Internal Revenue Code defines unrelated business income using three basic criteria:

(1) Activity must constitute a trade or business (typically an activity that is carried on with the motive or intent of producing income)

(2) Activity must be carried on regularly (frequency and continuity of the activity can be compared with the amount of time that a taxable entity would spend on the activity)

(3) Activity is not substantially related to (contributes importantly to the accomplishment of) the organizations' exempt purpose

The Internal Revenue Code also gives some general exclusions from unrelated business income that include investment income, royalties, rents from real property not debt-financed, and gain/loss on sale or exchange of property.

Certain types of income are commonly considered to be taxable under UBIT and include advertising income, sale of merchandise, and service income disguised as royalties. Some categories of income that are commonly scrutinized by the IRS include travel tours, corporate sponsorships, and sale of mailing lists.

Please contact the Office of Financial Services Other Income Department before considering any revenue generating activities involving the use of Foundation funds or the deposit to a Foundation fund. Any contracts involving these revenue-generating activities must be reviewed by the Foundation Office and be approved and executed by the Chief Financial Officer of Foundation.

Wire Transfers/EFTs (Electronic Fund Transfers)
POLICY: 8.19
Effective Date: 06/01/2008
Last Updated: 12/02/2009
Policy Owner: Coyle, Cindy

The Foundation allows for disbursements in the form of wire transfers or otherwise called EFTs (Electronic Fund Transfers). the Foundation Office can wire payments to domestic (within United States of America) or foreign vendors and some foreign currency. Note that if wires are sent in foreign currency such as Euros that the Foundation Office may have to make adjustments to the posted IFAS amount due to exchange rates. A check request must be submitted as usual with all the proper documentation with the exception that EFT should be clearly marked in the upper right hand corner of the request. Also, all the pertinent banking information for a wire transfer must be submitted with the documentation for the request.

The following information is required before a wire can be processed properly.

Domestic Wires:

  • Bank Name
  • Bank Address
  • ABA #
  • Account Number
  • Account Name
  • Any information for FFC (For Further Credit); this includes a sub account # or name
  • Reference or additional information

International Wires:

  • Currency to be used
  • Bank Name
  • Bank Address
  • SWIFT or BIC Account # (NOTE: this is an alpha-numeric account)
  • IBAN # (International Bank Account Number); must have for all EU countries (NOTE: this is an alpha-numeric account)
  • Account Number
  • Account Name
  • Routing or Sort Code
  • Any information for FFC (For Further Credit); this includes a sub account # or name
  • Reference or additional information
Unallowable Expenditures
POLICY: 8.20
Effective Date: 01/01/2004
Last Updated: 12/09/2009
Policy Owner: Coyle, Cindy

The following are examples of expenditures that are not considered as serving the primary purpose of furthering institutional goals and programs and will not be approved:

  • Gifts to University of Georgia colleagues for appreciation, job well done or farewell.
  • Payment for farewell entertainment; i.e., luncheons, dinners, etc.* other than for retirements which are considered an allowable expense.
  • Purchase of gifts**, flowers***, and other gratuities for University employees.
  • Contributions to other organizations not associated with the performance of services to or for a University Program.

* Foundation funds may be used to pay for the cost of a retirement reception. The receptions should be appropriate and moderate in their use of donors' funds. However, funding for the retirement gift should be handled as described above.

**When a faculty member/employee leaves the University, colleagues may solicit funding from other employees and friends to cover the costs of a party and/or gift.

Funds collected may be deposited in the Foundation. Checks collected should be written payable to the Foundation. The Foundation will issue payment for the expenses. It should be clearly documented on the Foundation check requests that funds were collected and previously deposited into the Foundation for this purpose. A copy of the Other Income Deposit form is excellent documentation for this type of expenditure. The Foundation does not treat these funds as contributions and does not retain any of the funds raised.

Discretionary funds have been provided to the President and the three Senior Vice Presidents of UGA for the sole purpose of funding gifts for key personnel upon departure from the University.

***The Foundation will consider requests for reimbursement of expenses for flowers in memory of retired faculty/staff, current faculty/staff, and special University friends. Each Vice President, Dean and Director should assure the appropriateness of the expenditure and the amount before requesting reimbursement. Payment of such requests may not be approved at the discretion of the Foundation Chief Financial Officer or Foundation Board.

Investments
POLICY: 9
Effective Date: 01/01/2004
Last Updated: 03/10/2014
Policy Owner: Coyle, Cindy

All University of Georgia Foundation funds shall be invested according to the policies defined by the Foundation's Investment Committee and in accordance with the Board of Trustees.  The investment strategy is defined in two broad categories:

  • Short-term/non-endowed funds and operating funds
  • Long-term/endowed funds

MANAGEMENT OF FOUNDATION INVESTMENTS

The Board of Trustees vests authority to recommend and implement investment policy with the Committee.  This Committee reports to the Board at each meeting regarding the status of the Foundation's investments and results as well as reports any recommended changes in investment policy to the Board.

 

 

Investment Committee
POLICY: 9.1
Effective Date: 01/01/2004
Last Updated: 10/09/2015
Policy Owner: Coyle, Cindy

Investment Committee

The Investment Committee is to advise the Board on all matters related to the investment policy and investment guidelines, the selection of appropriate asset classes and investment managers and allocating funds to them, setting and changing the weighting of asset classes, establishing investment performance benchmarks, and appraising investment manager performance.  The Investment Committee will review and evaluate investment results and take whatever action is deemed prudent when an investment manager fails to meet performance standards or violates the investment guidelines.  The Investment Committee will review investment management and investment related costs affecting the LT Fund at least annually.

The Investment Committee is also responsible for securing outside professional counsel and communicating with them regarding expectations as well as setting the endowment spending guidelines and approving the written policy guidelines to preserve the purchasing power of the endowment.

 



Long-Term Investment Policy and Guidelines
POLICY: 9.2
Effective Date: 09/29/2016
Last Updated: 10/19/2016
Policy Owner: Coyle, Cindy

1. Investment Objective

The Foundation's investment objective is to preserve its purchasing power while providing a continuing and stable funding source to support the current and future mission of the Foundation.  To accomplish this objective, the LT Fund seeks to generate a total return that will exceed all expenses associated with managing the LT Fund and the eroding effects of inflation, at least 5% + CPI, over the long term. It is the intention that all total return (interest income, dividends, realized gains, and unrealized gains) above and beyond the amount approved for expenditure or distribution will be reinvested in the LT Fund.  The LT Fund will be managed on a total return basis, consistent with the applicable standard of conduct set forth in the Uniform Prudent Management of Institutional Funds Act (UPMIFA).

2. Asset Allocation

To achieve its investment objective, the LT Fund will allocate across asset classes consistent with its investment objective.  Other asset classes may be added to the LT Fund in an effort to enhance returns, reduce volatility through diversification, and/or offer a broader investment opportunity set.

The following asset allocation policy has been established.  The expectation is that this policy will provide the highest probability over time of meeting or exceeding the LT Fund's objectives, while avoiding excessive risk.

Asset Class

Policy Target

Policy Range

Long Only Public Equity

40.0

25.0 - 55.0

Fixed Income (including TIPS)

12.0

5.0 - 19.0

Private Equity

12.5

7.0-13.0

Flexible Capital

20.0

17.5- 27.5

Inflation Hedging

15.5

10.5 - 20.5

Cash

0.0

0.0 - 5.0

Investment return for long-term investments is allocated monthly, based on the ratio of the average balances of each fund to the total funds available for investment.

3. Spending Guideline

Annual spending for the Pool is determined on a calendar year basis.  See Policy 7.3 Spending Policy for more details.

4. Gift Policy

The Foundation may receive gifts in the form of marketable securities.  In such event, Investment Staff will liquidate the securities as soon as possible.  In the event that the securities are restricted from sale for a designated period of time, the Foundation will hold said securities until the restricted period has elapsed and then liquidate the securities as soon as possible thereafter.  The Foundation will make no attempt to add value to the LT Fund by holding gifted securities unless specifically instructed to do so by the donor.

Short-Term Investment Management
POLICY: 9.3
Effective Date: 01/01/2004
Last Updated: 10/09/2015
Policy Owner: Coyle, Cindy

Investment Objective

The investment policy for short-term investments uses a three-tier investment structure designed to protect principal while maintaining liquidity with a secondary focus on optimizing investment yield. 

Asset Allocation

To achieve the investment objective, the short-term investments may be moved among a three-tier investment structure, while always maintaining cash sufficient for annual operations. 

1. The primary investment objective of tier one investments is to be able to meet the daily operational needs of the Foundation at an optimal yield while protecting the safety of the principal at an appropriate investment risk.

Tier 1 will be maintained in cash and cash equivalents to fund one year of operating expenses of the Foundation.  These assets will not be put at investment risk.

2. The investment objective of Tier 2 is to optimize yield and replenish Tier 1 funds as they become due.   This is done by extending maturities beyond a twelve-month investment horizon at low to moderate levels of risk while protecting the safety of the principal.

3. Tier 3 assets will be invested in the UGA Foundation long-term investment pool on a commingled basis with a primary goal of capital appreciation.

 

 

Non-Gift Revenue (Other Income)
POLICY: 10
Effective Date: 01/01/2004
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Any revenues other than gifts must meet special rules and requirements to be deposited at the Foundation.  All revenues must be business related to the exempt status of the Foundation Policy 8.18.3 UBIT of the Foundation's Policies and Procedures.  Revenue generated from conduct of UGA business must be deposited with UGA, not UGAF.  Business related other income of the Foundation may include revenues from the following activities:

  • Expense Reimbursements - Refunds or reimbursements of specific disbursements from Foundation funds.
  • Events / Registration Fees - Revenue from business related events sponsored by UGA departments for donor or alumni activities. The expenses for the event must be paid solely from the Foundation.
    Academic or professional development event revenue should go to UGA. If any expenses are paid with UGA funds, the revenue should be deposited at UGA.
  • Fundraiser Event - Revenue from event tickets or auctions for fundraiser events.
    Any fundraising event intended to generate revenue by virtue of ticket sales and/or sponsorships require prior approval from Development and the Senior Vice President for External Affairs (Reference Policy 2.3 Fundraising of the Foundation's Policies and Procedures)
  • Sale of Merchandise - Only sale of merchandise directly related to a UGA Foundation event will be allowed. The merchandise must have been approved on a Merchandise Approval Form, which should accompany the deposit. (Reference Policy 12.2 On-Line Store and Event Procedures of the Foundation's Policies and Procedures). The merchandise must have been purchased with Foundation funds, and the deposit must be made to the same Foundation account that funded the purchase. Due to tax implications, there must not be any profit from the sale of the merchandise. UGA departments should use Follett Bookstore to sell departmental merchandise not related to an event.
    An Inventory Control Form should be forwarded to the Financial Services department of the Foundation within 30 days of the event. The form can be found in the UGA Foundation's Administrative Forms.
  • Contractual Revenue - Royalty payments from contracts approved for the conduct of Foundation business. Any contracts must be first approved by the appropriate Dean/Vice President and then by the Chief Financial Officer of the Foundation.
  • Travel Tours - Only revenue from travel tours that further the mission of UGA will be allowed.  The travel tour policy should be followed and a Travel Tour Approval Form should be submitted to the Office of Gift & Alumni Information Management.

If you have any questions on whether a specific transaction will be considered acceptable other income, please contact the Foundation Accounting Office.

All Other Income should be transmitted using the Other Income Deposit Transmittal Forms.  A complete description of the activity is required.

Travel Tours
POLICY: 10.1
Effective Date: 02/17/2011
Last Updated: 01/12/2012
Policy Owner: Coyle, Cindy

Travel tours organized and carried out by University of Georgia employees with revenue processed through The UGA Foundation are subject to this policy.

Travel tours must be shown to further the mission of the University (education, research, outreach); otherwise, they may be considered unrelated business by the IRS and subjected to Unrelated Business Income Tax (UBIT). In order to avoid UBIT and maintain the tax-exempt status of The UGA Foundation, any such tour must prove to be primarily educational in nature. The UGA Foundation will not receive revenue resulting from a tour that is primarily recreational.

If a gift component is to be included in a tour's registration fee, then the gift value is any amount paid over and above the value of the tour. In these cases, tour registration materials should include this statement: The value of participation in this tour is $XX.XX per person, and any additional amount paid will be considered a charitable gift and may be tax-deductible.


PROCEDURE:

  1. The Travel Tour Approval Form should be completed and submitted to the Office of Gift & Alumni Information Management for review as early as possible in the planning stages of a travel tour and prior to the tour's promotion. This will allow time for the campus unit to make further adjustments in the planning and promotion of the tour if deemed necessary during the approval process.
    1. Drafts of promotional materials, brochures, itineraries, instructor biographies, reading lists, and a budget should be included with the Approval Form.
    2. The approval form must be signed by the UGA unit's Vice President, Dean, or Director.
  2. Tours with adequate documentation showing they support UGA's mission (education, research, outreach) will be approved by The Office of Gift & Alumni Information Management.
  3. Upon approval, the campus unit will be notified and provided with a copy of the approved form, at which point they may begin promotion of the tour as well as collection of revenue and payment of expenses.
  4. A copy of the signed Approval Form should be submitted with any deposits related to the tour.


Note regarding policy exemption: Tours organized and carried out by a third party without involvement of University staff or faculty is exempt from this policy, where any revenue received by The UGA Foundation is in the form of a royalty payment. In these cases, royalty payments are made for access to mailing lists or for other rights and are not subject to UBIT. See the Non-Gift Revenue (Other Income) policy for more details regarding royalty payments.

Using and Requesting Unrestricted Foundation Funds
POLICY: 11
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

 This section is maintained by the Office of Financial Services (706) 542-6677.

How to Request Unrestricted Funding
POLICY: 11.1
Effective Date: 01/01/2004
Last Updated: 10/18/2013
Policy Owner: Coyle, Cindy

Described within this section is the process for requesting new funding or one-time funding from UGA Foundation unrestricted funds. It is important that the procedures are followed to insure the top priorities of the University of Georgia are funded from limited unrestricted resources of the UGA Foundation.

This section is not intended to address the unrestricted budget process for continuation of funding from year to year.

This section is intended to address the process for any requests to use donor gifts made to the Foundation that are not restricted by the donor, and to address any special allocations from general unrestricted Foundation funding not identified in the budget process.

All requests for funding must be approved prior to submission to the Executive Director of the UGA Foundation.  The following procedures apply:

I. A request should receive approvals at both of the following levels in the requestor's department or unit as applicable:

  A. Director, Dean of School/College, or Vice President.

  B. Provost.

II. At each level, the request for funding should be reviewed to determine if it is a top priority to be funded and if there is available funding within that department/unit to support the project or program. Requests without the appropriate approvals will be sent back.

III. If it is determined that UGA Foundation funds are best suited to fund the request, the request will be forwarded to the President for consideration. If another source of funding is identified the requestor will be notified of that method.

IV. The President of UGA will determine the funding priority of the requests for the University as a whole. The President then will submit the proposed requests in order of priority to the Executive Director of the UGA Foundation who will submit the requests for consideration by the UGA Foundation Finance Committee.

V. Approved requests for funding by the UGA Foundation Finance Committee shall be presented to the Board of Trustees for approval.

VI. Requestors will be notified of the approval (or non-approval) by the Executive Director of the UGA Foundation. Approved requests will be processed by the UGA Foundation.


How to Request Venture Funding
POLICY: 11.2
Effective Date: 01/01/2004
Last Updated: 03/21/2017
Policy Owner: Coyle, Cindy

The President's Venture Fund (PVF) was established to support students with funding for small programs and projects in amounts typically ranging from $500 to $5,000. Successful letters of request for small grants have included the following elements:

  1. A one-time need, which should not require annual renewal or be part of a regular annual budget. Special events, performances, and start-up costs are all good examples;
  2. A demonstration of matching support at some level—internal, departmental, college or school, and/or vice presidential—illustrating an institutional commitment to the program. Letters of support may be attached;
  3. A budget, with the portion of the event to be funded by the President's Venture Fund clearly designated. 

Funding opportunities are customarily brought to the President's attention by the Provost, a Vice President, Dean, or Department Head. In general, funding requests for research and academic programs are not supported by the President's Venture Fund. These requests should be directed to the Provost. 

Requests are reviewed monthly. One- to two-page letters with supporting materials seeking support from the PVF may be sent to the President's Office for consideration.     

Reporting Guidelines

Acknowledgments - Public acknowledgment of support from the President's Venture Fund should be included in any printed programs, reports, or publicity materials, as well as any acknowledgments to sponsors. Please use the following single line of text for such acknowledgments: "This program is supported in part by the President's Venture Fund through the generous gifts of the University of Georgia Partners and other donors."

Follow-up Report - A brief, one-page letter of report must be submitted following the completion of any program, activity, or event funded through the President's Venture Fund. The report should summarize the highlights of the program, attendance, discussion, and any other details that would help illustrate the impact of this program on the University and those in attendance. Included in this report should be a summary of expenditures. The report should be sent within 60 days of the completion of the program to:

Office of the President
University of Georgia
Administration Building
220 South Jackson Street
Athens, Georgia 30602


Policies and Procedures for Transferring Appropriation

Policy - In order to transfer Venture Fund appropriations in an expedient manner once approved by the President of the University, funds will be transferred to an existing UGAF nonendowed discretionary fund, if available.  If a Foundation fund is not available, a UGA account will be established for the specific purpose as identified by the funding request.

Procedures -

  1. Determine if the award can be transferred to an existing discretionary UGAF fund. If yes, Financial Services should be contacted as indicated on the award letter for further instructions to facilitate the transfer.
  2. UGA Foundation Policies and Procedures will be followed for expenditure of these funds.
  3. If a Foundation fund is not available for the transfer, a UGA account should be established to receive the award.
  4. A "Request for Account Addition/Change" form must be submitted to UGA Accounting, Business Services. This form is available from the University of Georgia website at http://fanda.uga.edu/facstaff/forms.

    Please indicate on this form
    ****"President's Venture Fund Appropriation As Funding Source"****
  5. After an account number has been assigned by Accounting, a budget amendment form (Item#12-0670 from COS) must be submitted to the Director of UGA Budgets, Business Services.
  6. UGA Policies and Procedures for Expenditures apply to expenditure of these funds.
  7. The Venture Fund account will remain open for twelve months from the date of account setup. If there are unexpended funds at the end of this twelve-month period, the UGA accounting office will notify the department of their intent to close the account and to transfer any remaining account balance to the UGA Foundation for deposit to the President's Venture Fund.

 

 

Policy and Procedure for Venture Transfer
POLICY: 11.2.1
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

 Policy - In order to  fund Venture Fund appropriations in an expedient manner once approved by the President of the University, funds will be transferred to an existing UGAF nonendowed discretionary fund, if available.  If a Foundation fund is not available, a UGA account will be established for the specific purpose as identified by the funding request. .

Procedures -

  1. Determine if the award can be transferred to an existing discretionary UGAF fund. If yes, Financial Services should be contacted as indicated on the award letter for further instructions to facilitate the transfer.
  2. UGA Foundation Policies and Procedures will be followed for expenditure of these funds.
  3. If a Foundation fund is not available for the transfer, a UGA account should be established to receive the award.
  4. A "Request for Account Addition/Change" form must be submitted to UGA Accounting, Business Services. This form is available from the University of Georgia website at www.busfin.uga.edu/forms.

    Please indicate on this form
    ****"President's Venture Fund Appropriation As Funding Source"****
  5. After an account number has been assigned by Accounting, a budget amendment form (Item#12-0670 from COS) must be submitted to the Director of UGA Budgets, Business Services.
  6. UGA Policies and Procedures for Expenditures apply to expenditure of these funds.
  7. The Venture Fund account will remain open for twelve months from the date of account setup. If there are unexpended funds at the end of this twelve month period, the UGA accounting office will notify the department of their intent to close the account and to transfer any remaining account balance to the UGA Foundation for deposit to the President's Venture Fund.
Reporting Guidelines for Venture Funding
POLICY: 11.2.2
Effective Date: 01/01/2004
Last Updated: 09/17/2013
Policy Owner: Coyle, Cindy

Acknowledgements - Public acknowledgement of funding through the President's Venture Fund should be included in any printed programs, reports, or publicity materials as well as any verbal thanks to sponsors. Please use the following single line of text for such acknowledgements:

This program is supported in part by the President's Venture Fund
through the generous gifts of the University of Georgia Partners.

Follow-up Report - A brief, one-page letter of report must be submitted following the completion of any program, activity, or event funded through the President's Venture Fund. The report should summarize the highlights of the program, attendance, discussion, and any other details that would help illustrate the impact of this program on the University and those in attendance. Included with this report, should be a summary of expenditures. The report should be sent within 60 days of the completion of the program to:

          President Jere W. Morehead
          c/o The President's Venture Fund
          The Administration Building
          The University of Georgia
          Athens, Georgia 30602

How to Request Parents and Families Funding
POLICY: 11.3
Effective Date: 01/01/2004
Last Updated: 12/13/2011
Policy Owner: Coyle, Cindy

Applications for grants from the UGA Parents & Families Fund are welcome from all schools, colleges, units and organizations associated with the University of Georgia. Forms are available from the Parents & Families Association office at 394 South Milledge Avenue, Athens Georgia or may be accessed through the Parents & Families web site (http://www.uga.edu/information/parents.html). The deadline for submitting applications is determined by the date of the spring meeting of the Parents & Families Council but is usually in early February

Immediately following the deadline, copies of each application are mailed to all members of the Parents & Families Grants Committee. The members review all forms submitted. Committee members vote on whether to fund a request and, if so, for how much.  The Committee's recommendations are submitted to the Parents Council for final approval at their spring meeting. Each applicant is notified of the Council's decision to fund or deny and the amount of the award where applicable. Occasionally, the Council will have information or suggestions to share about alternative funding for an event or project. Recipients of grants from the Parents & Families Fund must return a form indicating how proceeds are to be distributed (ledger transfer within the UGA Foundation, reimbursement for receipts submitted, etc.). Ledger transfer is the preferred method for disbursing funds.

Recipients of grants from the Parents & Families Fund are asked to submit a brief report about the use of funds upon completion of the project or event.

Other Relevant Policies and Procedures
POLICY: 12
Effective Date: 01/01/2004
Last Updated: 11/08/2011
Policy Owner: Coyle, Cindy

This section is maintained by the Office of Financial Services (706) 542-6677.

Logos and Trademarks
POLICY: 12.1
Effective Date: 01/01/2004
Last Updated: 08/03/2015
Policy Owner: Coyle, Cindy

Trademark Management and Licensing Office

In 1996, the University of Georgia (UGA) created its trademark management and licensing program to establish a framework for promoting and protecting the use of its trademarks. Over the years, the traditions and spirit shared by the UGA family have increased the demand for association with products that feature the University's trademarks. The use of UGA's trademarks extends through all facets of the University. Therefore, it has been the practice that the UGA Division of Development and Alumni Relations, Office of Financial Services (and Public Affairs, in conjunction with the Office of Legal Affairs, the UGA Athletic Association and the UGA Division of Finance and Administration, maintain a university-wide perspective. As such, this function is under the direction of the Office of the Vice President for Development and Alumni Relations. The University has contracted with Fermata Partners, one of the nation's leading collegiate licensing and marketing firms, to enhance the University's efforts in this area.

The mission of the Trademark Management and Licensing program is three-fold:

  • To ensure proper use and application of the trademarks associated with the University of Georgia.
  • To strengthen the trademarks through relationships with retailers, licensees, campus departments, student organizations, alumni and fans.
  • To generate revenue to enhance private funding for academic support.

What is a trademark?

A trademark (or mark) is any logo, symbol, nickname, letter(s), work(s), word(s), slogan, or derivative that can be associated with an organization, company, manufacturer, or institution and can be distinguished from those of other entities or competitors.

In addition to the marks listed above, any indicia adopted hereafter and used or approved for use by the University of Georgia shall be subject to the policies and procedures of the trademark licensing program. Additionally, the trademark licensing program shall also cover any derivations of UGA marks which would cause consumers to erroneously believe that the product originated from, or was sponsored/authorized by, the University.

Who Needs a License?

Licenses must be obtained for the use of any UGA trademark, image, or photograph used for any product sold to the general public or to campus departments and organizations. In addition, companies or organizations wanting to associate with the University through any use of its trademarks must obtain promotional licenses.

Outlines below are the policies and procedures for the use of the University of Georgia's marks related to the following areas:

  • Traditional Retail Channels;
  • Campus Departments (i.e., academic departments, athletics, student organizations, University units, etc.);
  • Internal Affiliated Organizations (i.e., Foundation, Alumni Association); and,
  • External/Non-UGA (i.e. alumni clubs, booster clubs, commercial use).
External Uses
POLICY: 12.1.1
Effective Date: 01/01/2004
Last Updated: 08/03/2015
Policy Owner: Coyle, Cindy

Traditional Retail Merchandise

Any company interested in manufacturing a product that will be sold to consumers through retail distribution channels (including the Internet) must obtain a license through Fermata Partners www.fermatacollege.com. All companies must complete the application and the requirements for licensing as outlined by Fermata Partners, which will communicate all information to the University of Georgia Athletic Association. Based on the information provided, the University of Georgia Athletic Association will determine whether a company will or will not be granted a license. The retail market for collegiate merchandise in general, and UGA merchandise specifically, has become over saturated in certain product categories. Therefore, licensing may not be granted to new companies in certain categories.

The basic requirements for licensing include: completing the application, providing proof of product liability insurance (amount is based on the product category), signing a license agreement (and authorized manufacturer agreements if needed), signing the labor code agreement, paying the applicable advance, getting all designs and products approved, and reporting royalties on the sale of UGA merchandise.

UGA reserves the right to prohibit use of its trademarks with certain issues and products, such as candidates for public office, those products specifically disallowed per the Board of Regents policy and those products that infringe upon another entity's trademarks or would be considered in poor taste by the general public (See: §IV.D.). UGA will not license products that do not meet minimum standards of quality, good taste, are dangerous, or carry high liability risks.

Other Non-University Use

Use of UGA marks and/or indicia by organizations that are not affiliated with the University will be reviewed on a case-by-case basis. Below are the basic guidelines that will be followed.

  1. UGA recognizes that there are many groups that support the University from academics to athletics (i.e. alumni and local organizations). However, any group wanting to use UGA trademarks on products for its membership or for resale must purchase the product from a current UGA licensee. By supporting UGA's licensing initiatives, organizations can assist UGA by ensuring that product bearing UGA logos is of the highest quality and meets all insurance and contractual requirements. The licensee is responsible for getting the design approved by University of Georgia External Affairs or the University of Georgia Athletic Association and remitting UGA's royalty on the wholesale price of the product.
  2. Businesses may not establish a permanent statue or mural that includes UGA trademarks or likeness without written permission from the University of Georgia Division of Development and Alumni Relations or the University of Georgia Athletic Association
  3. Businesses, with advance written permission from the University, may use UGA trademarks in a non-permanent fixture (i.e. window painting, removable lettering marquees) supporting a UGA event. Permission may be requested by completing and submitting a trademark approval form.
  4. Businesses or organizations may not use UGA trademarks in any type of advertisements on websites, social networks or on banners, etc., without written permission from University of Georgia Division of Development and Alumni Relations or the University of Georgia Athletic Association.  An approval form must be completed and sent for review to University of Georgia Division of Development and Alumni Relations.
  5. Individuals or organizations may not utilize UGA's trademarks in conjunction with a candidate for political office, policy/legislative initiatives or political causes of any type.
  6. Individuals may not use UGA trademarks on a website or social network without approval from University of Georgia Division of Development and Alumni Relations or the University of Georgia Athletic Association.
  7. Traditionally, UGA does not allow its trademarks to be used in conjunction with not-for-profit organizations not affiliated with the university.
  8. Businesses may not produce merchandise for resale or giveaway that utilizes UGA's trademarks and its name and/or logo without written permission from University of Georgia Division of Development and Alumni Relations or the University of Georgia Athletic Association
  9. Businesses may not use UGA's trademarks to promote its products or services in print, radio, television or Internet advertising without written approval from University of Georgia Division of Development and Alumni Relations or the University of Georgia Athletic Association
  10. Licensees or retailers of UGA merchandise may print their name on the product. However, the logo or name may be only 1 ½ inches by 1 ½ inches in size. To maintain consistency, this coincides with NCAA rules regarding company branding on uniforms etc.
  11. Rights fees and royalties for the use of UGA trademarks in all instances may be assessed. 
Internal and Affiliated Uses
POLICY: 12.1.2
Effective Date: 01/01/2004
Last Updated: 03/14/2016
Policy Owner: Coyle, Cindy

Licensing Policies and Procedures for Campus Departments and Student Organizations

It is not the intent of the University for the school/college/unit/organization to incur additional costs to comply with UGA trademark policies.  Because some stocks of trademark bearing supplies (i.e., stationery, signs, other durable goods, etc.) may bear outdated trademarks, it is not necessary to discard those products.  However, it is mandatory that when the inventory is depleted, new materials include a compliant mark.

Please take a moment to review your current marks to determine if they adhere to the policy. If not, please forward a copy of your mark to trademarks@uga.edu with any questions.

With regard to the use of UGA marks by internal, administrative units of the University, flexibility in meeting certain requirements of this policy may be applied. This flexibility will require the review of the University's Trademark Management Committee.

Use of a UGA mark with an organization name implies association with the University. Therefore, only official campus departments and those student organizations that are officially recognized by the UGA Division of Student Affairs are allowed to use UGA trademarks in conjunction with their organization's name.

Any product bearing UGA trademarks or a specific departmental logo must be purchased from licensed manufacturers. Using an officially licensed company to manufacture a product ensures that the company has provided the correct product liability insurance and signed UGA's labor code of conduct agreement. UGA has more than 500 licensees nationwide and numerous in-state and locally licensed companies.  Lists of licensees by product category are updated monthly and may be downloaded from University of Georgia Division of Development and Alumni Relations web site.

Campus departments and recognized student organizations may use the UGA name and trademarks on product designs and on event promotional items in conjunction with UGA marks. If a school, college, campus organization, or recreational sports/club wishes to use University of Georgia academic or athletic marks, the policies below provide information and mandatory guidelines for such use:

1. The Athletic Association does not permit use of its Primary or Secondary Athletic Marks (marks 1-8 on the university's digital art sheet) or Primary or Secondary Athletic wordmarks (font specific only - marks 9-29) for club/recreational sports use.

2. Registered Club/recreational sports groups may use Additional Athletic Marks (30-32 and 34 on the university's digital art sheet) and verbiage marks, “University of Georgia”, “Georgia”, “Bulldog(s)”, “Dawg(s)”, “UGA”, etc. upon approval; however, the following guidelines must be observed:

• The recreational sport/club must be officially registered with the University of Georgia Center for Student Organizations.

• The recreational sport/club must incorporate “Club” or “Rec Sports” in the proposed logo design when using trademarked logos and/or verbiage “Georgia”, “Bulldog(s)”, “Dawgs”, “UGA”, etc.

• The recreational sport/club may not use any marks or verbiage on uniforms and apparel if a sponsor is listed in any way.

3. The school, college, campus organization, or recreational sports/club must submit all designs for approval, using a UGA Logo approval form, which may be downloaded from http://www.dar.uga.edu/forms/pdf/uga_logo_approval_form.pdf, and sent to trademarks@uga.edu. 

4. If the design includes an athletic mark, the Office of Financial Services will submit the artwork to the UGA Athletic Association for review.  

5. The Athletic Association and/or the Office of Financial Services may provide approval, disapproval or instructions with regard to modification of marks to assure compliance with UGA Trademark Guidelines. 

6. Once a design has been approved, the school, college, campus organization, or recreational sports/club must use a licensed vendor to produce any merchandise.  The Office of Financial Services can provide a list of licensed vendors/manufacturers or they may be downloaded from http://www.dar.uga.edu/policies/nodes/view/445/UGA-Licensed-Vendors.

7. If it is the intention of the school, college, campus organization, or recreational sports/club to use merchandise for promotional purposes, giveaways, or for the sole use of people within their unit or organization, the Office of Financial Services will provide the group with a letter to the licensed vendor/manufacturer allowing the merchandise to be produced “royalty free.”

8. If it is the intention of the school, college, campus organization, or recreational sports/club to sell merchandise as a revenue- generating project, the merchandise must be produced by a UGA licensee, which shall pay all associated royalties and follow all designated licensing procedures.

Affiliated Organizations

Affiliated Organizations are subject to the same duties and obligations in regard to use of UGA trademarks and logos as noted above. The Affiliated Organizations include:

  1. The University of Georgia Foundation
  2. The Alumni Association
  3. The Athletic Association
  4. The University of Georgia Research Foundation
  5. The University of Georgia Real Estate Foundation 

 

UGA Digital Art Sheet
POLICY: 12.1.2.1
Effective Date: 04/01/2014
Last Updated: 08/03/2015
Policy Owner: Coyle, Cindy

General Use and Regulation Requirements for UGA Marks and Logos
POLICY: 12.1.3
Effective Date: 01/01/2004
Last Updated: 10/23/2013
Policy Owner: Coyle, Cindy

To maintain consistency, UGA does not allow any alterations to its marks and logos and all marks and logos must always be presented in their original form:

  1. The marks and logos should never be obscured by interrupting lines, shapes, color or text.
  2. The marks must never be tilted or appear upside down.
  3. To maintain reproduction quality, the marks and logos requested must be provided to the user by the University of Georgia Division of Development and Alumni Relations or downloaded from the University of Georgia Public Affairs site once the user has completed an approval form (which may be downloaded as well) and has been granted approval.

The official seal of the University of Georgia is not interchangeable with other UGA logos nor may it be altered in any way. The seal carries additional guidelines for use that are included below:

  1. The seal may be used only on academic awards, and formal and official institutional documents such as diplomas and proclamations.
  2. No other marks or logos will be considered on these types of items:
    1. Diplomas, caps and gowns, proclamations etc.
    2. The seal can only be produced in one color.

Registered University of Georgia and Athletic marks cannot be used by political campaigns, or candidates, nor may UGA marks be used for any political initiatives of any sort.

The registered trademark symbol ® must always accompany a registered mark. The trademark symbol TM must always accompany the marks that are in the process of being registered. A list of ® and TM logos are available University of Georgia Division of Development and Alumni Relations web site.

The Board of Regents of the University System of Georgia guidelines for use of marks and logos must also be followed at all times. These guidelines include:

  1. Marks and logos cannot be used on any services, goods or items in a manner which may cause embarrassment or ridicule to UGA.
  2. Marks and logos shall not be used in conjunction with:
    1. Alcoholic beverages;
    2. Tobacco products;
    3. Drugs;
    4. Religious content;
    5. Political candidates or political issues;
    6. Sexually oriented goods;
    7. Goods which make unfavorable reference to the race, gender, sexual orientation, national origin, or disability of a person;
    8. Any item which does not meet minimum standards of quality and good taste as determined by UGA. 
UGA Identity Porgam Policies
POLICY: 12.1.4
Effective Date: 01/01/2004
Last Updated: 03/14/2016
Policy Owner: Coyle, Cindy

All academic, administrative, and support units of UGA are required to use one of the approved letterhead styles on all stationery printed in black ink only or black plus PMS 200 red. Envelopes, notepads, business cards, mailing labels, and other stationery items must also conform to these logo guidelines.

The marks and logos cannot be modified or altered in any way. Logos should always be reproduced from high-resolution files in order to maintain high quality. A copy of logo use guidelines may be obtained from University of Georgia Division of Development and Alumni Relations.

Logos must be reproduced in official colors. However, when the basic ink color in a publication is to be something other than black, the logo may be reproduced in that color. This dispensation does not apply to stationery items.

No competing departmental, school, college, or other logos or symbols may appear on official UGA letterhead or stationery items.

The words "The University of Georgia" must appear on the front cover of all University publications, and one of the logos, properly marked with a registration symbol, must appear on or within each publication, preferably on the front, back or title page

This logo system is recommended for all visual representations of the University of Georgia for signs, video productions, exhibit materials, vehicles, and the like, in addition to printed publications and websites

Exceptions to these policies, guidelines, and standards must be approved in advance by the Vice President for Marketing and Communications.

These policies, standards, and guidelines are revised as deemed necessary.

On-Line Store and Event Procedures
POLICY: 12.2
Effective Date: 01/01/2008
Last Updated: 10/23/2013
Policy Owner: Coyle, Cindy

The following procedures are applicable to University of Georgia schools/colleges/units (units) regarding the purchase and sale of logo specific merchandise for Alumni/individual or event use.

The procedures identified herein apply to University of Georgia units that desire to market and distribute merchandise with a unit specific logo for individual and event use. In order to do so, certain requirements and procedures must be followed.

Follett has been selected by the University of Georgia to work with the units to provide a consignment outlet and inventory control for the units to purchase and resell logo specific merchandise. Follett will be responsible, on a consignment basis, for the merchandising, inventory, and sale of merchandise, including online sales. Any profits will be returned through the UGA Foundation for the benefit of the unit in the form of a royalty payment. All inventories of merchandise will be the responsibility of Follett.

 

NOTE: No merchandise with the University of Georgia Athletic Association or the institution will be allowed for resale by a University of Georgia unit.

Procedure for Individual Sales
POLICY: 12.2.1
Effective Date: 01/01/2008
Last Updated: 06/02/2016
Policy Owner: Coyle, Cindy

The Vice President/Dean/Director for the unit shall forward a Merchandise Approval Form stating they have read and understand the procedures for pursuing the sale of logo specific merchandise either in store or online and a UGA Foundation disbursement request for the purchase of the merchandise must be completed and sent to the attention of the Office of Financial Services. The following information should be included:

  • A list of merchandise the unit plans to produce for sale.
  • The purpose for producing and selling unit specific merchandise.
  • A copy of the logo that will be used on the merchandise. (No Athletic or institutional mark may be used.)

    Please note the logo must have been approved by the Office of Public Affairs prior to being submitted for use on any merchandise.
  • Only Fermata Partners approved vendors will be considered for the manufacturing of the merchandise.

    Please contact the Office of Financial Services for the approved lists or you may download current lists by clicking here.
  • Invoices for items to be sold through Follett should NOT include sales tax. Follett will be responsible for collecting and remitting sales tax.
  • UGA Foundation name and account number.

The Office of Financial Services will provide Auxiliary Services a copy of the request and will assist each unit in establishing the relationship with Follett and provide guidance on unit specific web design, royalties, promotional merchandise and pricing with Follett.

  • The unit will be responsible for the upfront costs of purchasing any merchandise they wish to sell through Follett.
  • A UGA Foundation fund to purchase merchandise as well as deposit proceeds from the sale of merchandise must exist.
  • The unit will work with Follett on the merchandise that will be placed in the store or online for sale to alumni and individual consumers.
  • Follett will be responsible for inventory, stocking, and selling the merchandise for which (Follett) will receive a percentage of all profits. The remaining will be deposited into the same Foundation account from which the items were purchased in the form of royalties.
  • Follett will be responsible for providing the unit at minimum, a quarterly report that includes total sales, sales by product line, returns, inventory levels and the calculation of royalties for such period. 
Procedure for Event Sales
POLICY: 12.2.2
Effective Date: 01/01/2008
Last Updated: 08/03/2015
Policy Owner: Coyle, Cindy

If the unit wishes to give away or sell logo specific merchandise outside of the bookstore for an event (including online) then this must be noted on the Merchandise Approval Form. (Note: Sale of merchandise outside of the bookstore will only be allowed if related to a specific event.)

The Vice President/Dean/Director for the unit shall forward a Merchandise Approval Form stating they have read and understand the procedures for pursuing the sale of logo specific merchandise and a UGA Foundation disbursement request (for the purchase of merchandise for the event only) to the attention of the Office of Financial Services. The following information should be included:

  • A list of merchandise the unit plans to produce for sale.
  • The purpose for producing and selling unit specific merchandise.
  • Description and date of event.
  • A copy of the logo that will be used on the merchandise. (No Athletic or institutional mark may be used.)

    Please note the logo must have been approved by the Office of Public Affairs prior to being submitted for use on any merchandise. Please see Policy 12.1 Logos and Trademarks for further details.
  • Proposed vendor for production of merchandise - Only Fermata Partners      approved vendors will be considered for the manufacturing of the merchandise.

    Please contact the Office of Financial Services for the approved lists or you may download current lists by clicking here.
  • Invoices for items to be sold or given away for events SHOULD include sales tax.
  • UGA Foundation name and account number.

The sale of merchandise should not net a profit, meaning total expenditures for the item should be greater than or equal to the net proceeds from the sale of the items. Revenue should be deposited into the same UGA Foundation account used to purchase the merchandise.

Any merchandise that is purchased for an event will require the completion of an inventory control form to be forwarded to the Offices of Financial Services within 30 days after the event has taken place. Please see the following for additional information: http://dar.uga.edu/ugaf/resources/index.php

Vendor Agreement Guidelines
POLICY: 12.3
Effective Date: 09/10/2009
Last Updated: 01/30/2017
Policy Owner: Coyle, Cindy

  1. Upon receipt of a vendor agreement, the Executive Director for the Alumni Association must determine whether or not this service is beneficial to the Alumni and the University of Georgia overall.
  2. The Executive Director for Alumni must provide, in writing, to the Associate Vice President for Financial Services and the Vice President for Development and Alumni Relations the due diligence and benefits of the relationship. The outline must include, at minimum, the following:
    1. The purpose of the Agreement
    2. The term of the Agreement
    3. The financial benefit to the Alumni Association
    4. The rights we are providing the vendor (access to database, marks, logos, marketing opportunities, exclusivity, etc.)
  3. The Associate Vice President for Financial Services will review the request with the Vice President for Development and Alumni Relations and the Executive Director for the Alumni Association. They will determine on behalf of the University of Georgia if the opportunity impacts other business units and consult with those units accordingly.
  4. If approved, the Executive Director for the Alumni Association will work in conjunction with the Associate Vice President for Financial Services on the agreement/proposal. It will be the responsibility of the Associate Vice President of Financial Services to determine if Legal Affairs and/or outside legal counsel need to be consulted.
  5. Once an agreement has been reviewed and approved by the appropriate parties, the Director for the Alumni Association shall initial the signature line to indicate approval of the terms of the agreement. The Associate Vice President for Financial Services will be the signatory on behalf of the Foundation(s) contracts and the Senior Vice President for Development and Alumni Relations will be the signatory on behalf of the University of Georgia contracts. If there are requested changes to the agreement, Financial Services will work on behalf of the Alumni Association as the point for changes. By having one contact person, this will insure all revisions are reviewed, approved, and executed appropriately. This will also insure correct file copies are maintained and placed in the file.
  6. Once the agreement has been fully executed, the points of the agreement will be entered into a database to track royalties, renewal dates, use of logos, due dates and type of alumni lists required.
  7. Six months prior to renewals, the agreements will be reviewed by the Alumni Association to determine the viability of renewing the agreement and if the benefits to the Alumni Association still exist.