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 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.
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”).
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
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
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.
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 Finance Committee shall constitute a standing committee of the Board and shall meet from time to time to:
The Treasurer shall serve as the chair and an ex officio, voting member of the Committee.
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.)
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.
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.
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.
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.
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.
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.
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:
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.
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.
This section is maintained by the Office of Development (706) 542-8176 and the UGA Foundation (706) 542-5787.
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.
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
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.
These sections are maintained by the Office of Development (706) 542-8176.
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:
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.
Giving recognition levels are managed by the Office of Donor Relations and Stewardship.
See: https://give.uga.edu/recognition/giving-societies/ for more information.
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.
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:
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 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.
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.
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.
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.
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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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:
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:
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.
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.
This section is maintained by Gift Accounting (706) 542-8160.
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 gift procedures:
Credit card gift procedures:
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.
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.
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):
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.
When stock certificates are in the donor's name-
394 S. Milledge Avenue
Athens, Georgia 30602
When the stock certificates are in the name of the Foundation
Please call Erica Owensby at (706) 542-9270 or Jason Burdette at (706) 542-8160 with questions.
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:
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.
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.
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.
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.
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.
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.
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:
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:
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.
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.
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:
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:
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:
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.
All expenses related to the qualification process, including title search, surveys, appraisals and audits will be paid for by the donor.
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:
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 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.
The following information, if available, would be very helpful to assist with the acceptance of real property by UGAF:
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, 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.
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:
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.
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.
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.
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.
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.
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.
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.
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.
For insurance to qualify as a gift, whole life or certain universal life insurance policies should be purchased as follows:
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.
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.
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/.
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/.
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.
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.
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.
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).
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.
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:
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.
This section is maintained by Gift Accounting. Please contact by telephone at (706) 542-4438 or email at email@example.com.
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.
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.
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.
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.
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:
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.
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:
The following must be deposited with the Gift Accounting:
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 Credit Card Transactions:
For Marketable Securities:
For Personal or Tangible Property:
Gift Accounting will provide documentation of Charitable Contributions as outlined below.
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:
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
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 firstname.lastname@example.org, 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.
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.
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.
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.
The following minimum information must exist to substantiate a 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 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 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.
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.
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:
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:
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.
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.
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.
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.
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:
Be available and responsive to questions from participating companies concerning transactions and acknowledgment of gifts to donors.
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.
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:
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 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:
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.
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.
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.
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.)
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.
This section is maintained by the Office of Financial Services (706) 542-6677.
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.
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).
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
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.
Types of requests that require a new agreement, not an addendum are:
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.
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.
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.
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.
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.
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.
Refer to the UGA Naming Opportunities within the Development and Alumni Relations site by clicking the link below.
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.
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.
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.
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 email@example.com (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.
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.
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:
Major Security Roles Available:
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.
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.
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.
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.
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.
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.
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.
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 firstname.lastname@example.org (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).
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 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.
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:
To request query access in GAIL, all requests must be made to the Analytics and Reporting Manager by sending an email to email@example.com 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.
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.
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.
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.
All requests for data lists must go through firstname.lastname@example.org or the unit's representative for the query group (if applicable). An e-mail to email@example.com 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.
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.
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.
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:
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:
UGA Campus Mail does not need to submit a formal non-disclosure agreement.
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.
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.
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.
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.
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.
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.
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.
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 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 firstname.lastname@example.org so that it may be added to the system. Expect two to three business days for this change to take place.
All communication codes must have a three year maximum end date included with every entry.
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:
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.
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.
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.
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 email@example.com. The Advancement Services group verifies employment and grants access to the appropriate file server and directories.
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.
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.
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.
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 firstname.lastname@example.org 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:
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.
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.
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 email@example.com. A unit must have the ability to build and maintain websites to take advantage of this system capability.
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.
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.
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:
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:
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.
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."
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:
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.
This section is maintained by the Office of Financial Services (706) 542-6677.
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 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.
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.
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.
The Chief Financial Officer is responsible for the preparation and publication of all external financial reports. The reporting requirements are as follows:
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:
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.
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.
This section is maintained by the Expenditure Control Department (706) 542-7842 within the Office of Financial Services (706) 542-6677.
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:
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.
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:
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.
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:
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.
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:
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:
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.
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.
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.
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 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.
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.
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 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.
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.
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.
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.
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 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.
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.
STEPS TO COMPLETE PROCESS
Complete Foundation check request with appropriate approvals as standard disbursement request
Complete Restricted Account (C&G) Budget Form - specifically the "Change Amount" column; located on Foundation homepage under Administrative Forms
Complete Request for Account Addition/Change Form; located on UGA Business Services webpage
Foundation Office will send to UGA C&G office for setup if all documentation is submitted and completed properly
UGA C&G will process request and setup a new restricted account and notify the dept
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.
STEPS TO COMPLETE PROCESS
Complete Foundation check request with appropriate approvals as standard disbursement request
Complete Restricted Account (C&G) Budget Form - specifically the "Change Amount" column; located on Foundation homepage under Administrative Forms
Foundation Office will send to UGA C&G office for processing if all documentation is submitted and completed properly
UGA C&G will process request and adjust the restricted account as requested by the dept
Dept will reconcile the restricted account and ensure adequate budget is available for expenses
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.
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:
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.
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.
For these expenses, an approved check request with all appropriate documentation must be submitted to the Foundation's Expenditure Control Department.
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.
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:
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.
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.
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.
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.
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.
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.
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 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:
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.
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:
Instructions for Preparation of Request for Bid
The Request for Bid should include the following information:
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.
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:
A specification is no more than an accurate description of the material to be purchased. There are many forms of specifications, including:
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.
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.
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.
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.
The study should include:
1. The requesting unit needs to prepare a business plan that includes:
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.
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.
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.
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.
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.
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.
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.
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.
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:
* 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.
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:
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.
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.
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.
Long Only Public Equity
25.0 - 55.0
Fixed Income (including TIPS)
5.0 - 19.0
10.5 - 20.5
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.
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.
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.
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:
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 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.
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.
This section is maintained by the Office of Financial Services (706) 542-6677.
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.
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.
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:
Funding opportunities are customarily brought to the President's attention by the Provost, a Vice President, Dean, or Department Head. Funding requests for research and academic programs are not supported by the President's Venture Fund.
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.
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 University of Georgia 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
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.
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. .
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
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.
This section is maintained by the Office of Financial Services (706) 542-6677.
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:
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 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.
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 firstname.lastname@example.org 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 email@example.com.
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 are subject to the same duties and obligations in regard to use of UGA trademarks and logos as noted above. The Affiliated Organizations include:
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:
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:
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:
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.
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.
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:
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.
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:
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