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Wish you could send a pledge form through DocuSign?

by Jason Burdette

Gift Accounting is pleased to offer an enhanced service for routing and obtaining signatures for new commitments. Previously, completing an electronic pledge form meant printing, signing, and scanning. Now, we can route pledge forms through DocuSign to securely obtain signatures and save our donors the hassle of scanning and emailing completed forms. We understand that timing is everything. We have structured document routing to give development officers control over when a donor receives the electronic form. Please see the steps below to request the routing of an electronic pledge form.

Instructions for initiating DocuSign pledge forms

  1. Add pledge details and donor information to UGA Foundation’s PDF pledge form, including donor’s preferred email address. Pledge forms customized for a specific school or college are also acceptable.
  2. Email completed form to Gift Accounting at ude.agu@stfig and indicate whether you or someone else would like to serve as the Development Contact for the pledge.
  3. Gift Accounting will upload the document into DocuSign, arrange the workflow, and prepare the form for the donor’s signature and the collection of any missing information.
  4. The first DocuSign recipient is the Development Contact, who will receive via email for review and to control when the donor receives. When they open the form and click the “Approve” button, it will be immediately routed to the donor.
  5. The next DocuSign recipient is the donor, who will receive via email for review and signature.
  6. The final DocuSign recipients are the Development Contact and Gift Accounting, who will receive the completed form via email for their records. Gift Accounting will record the pledge in GAIL as soon as possible. Unless there are any follow-up questions, there is no need to do anything else.

While forms will be uploaded and routed as quickly as possible, we ask that you give Gift Accounting a two-business-day turnaround after sending a request to ensure your form is available when you need to route to your donor.

Remember, Gift Accounting will continue to collect hard copy pledges. If you have a donor who would prefer to sign a paper form, please mail to The UGA Foundation, The University of Georgia, Athens, GA 30602, or deliver to One Press Place as you traditionally have.

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How to protect donor payment information while working remotely

by Jason Burdette

While our unique working environment is beginning to feel more normal than novel, there are business practices we need to rethink. At the top of Gift Accounting’s list is how to handle credit card information while working remotely. The DAR taskforce responsible for our credit card compliance met recently with our PCI (Payment Card Industry) consultant to approve a one-pager for our division. This document provides the basics for safely accepting credit card information from donors and communicating that to Gift Accounting for processing. 

Please review the Remote credit card policy message in Microsoft Teams under the DAR General channel. You’ll also find it on the Resources page on the DAR website under One Pagers.

Remember: Online donation pages are built specifically to accept payment information only from donors—not UGA employees. As a credit card merchant, we are required to have different safety precautions in place when we charge a credit card on behalf of a donor. If you receive credit card information from a donor, the approved method for processing that charge is to send the handwritten information to Gift Accounting. 

 We are always willing to answer any questions or help walk you through unusual situations. Please call us at (706) 542-4438 or email ude.agu@stfig. 

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