Gift Processing and Endowments

Mailing Address for Checks

Please direct all donors to send their gifts, gift agreements, and pledge forms to the following address –

Dell Medical School

Gift Processing

P.O. Box 7458

Austin, TX 78713

https://utexas.box.com/v/founders-circle-checklist
Founders Circle Checklist:

Requesting custom links and giving menu items:

To generate links, go to: https://utdirect.utexas.edu/apps/utgiving/manager/link/generate/

Note: This page will only give the options for items that are already in the giving menu.

To request new items be added to the giving menu, go to: https://utdirect.utexas.edu/apps/utgiving/manager/menu/request/

To request a custom shortened link, email: Josh Denslow at jdenslow@austin.utexas.edu

You may also contact onlinegiving@utlists.utexas.edu with any questions or concerns related to online giving.

To Request a Change to a Gift or Pledge Record in VIP

Resource: Texas Gift Operations Policies and Documentation

Dell Medical School Gift Processing Procedures

Process all gifts according to the VI 300: Pledge and Gift Processing in VIP Manual.

Entering Gifts

Make copies of all batch reports and gift documentation (checks, letters or memos that accompany a gift). There is one binder for gift documentation (alphabetized by donor last name) and a second binder for batch reports (organized by date).
A list of gift account numbers is kept on UT Box (https://utexas.box.com/v/DellMedGiftAccounts.)
Gift accounts start with 30- and end with -93. Endowment accounts start with 57- and end with 20.
When depositing a gift into an endowment account, use the 57-XXXXXX-20 account number, NOT the 30-account.
When entering gifts from foundations, corporations, donor advised funds, and other organizations, note whom to acknowledge in the Gift Remarks section. Be sure to include the individual’s salutation, name, and phone/email if available.
- For organization contacts, if the individual has a record in VIP, link them to the record as a company representative (if not already listed) under the Cross-Reference Info tab. Verify that their contact information is up-to-date.

Gift Reporting & Acknowledgment Letter Processing

Gift reports are pulled every Monday and acknowledgment letters are sent out weekly. Detailed instructions may be found at https://utexas.box.com/v/GiftReporting.

Creating Gift Accounts

For stewardship and tracking purposes, gifts of $10,000 or more should be placed into their own gift account. To create a new gift account, fill out the New Account Request Form and send to the Dell Med Finance team with the following information:

Account Title
Purpose Code: Unrestricted, Books, Buildings, Conf/Inst/Sem, Faculty Support, OBS lectureships, Loan Funds, OBS memorials, Equipment Fund, Publications, Student Support, Research, Departmental Use, Consumable NonMn, Undergraduate Scholarships, Grad Fellowships, Other Restricted
Owner (the unit who is responsible for administering the funds).
Attach associated documentation (e.g. gift agreement, memo, check, etc.)

When waiting for an account to be created, deposit the gift in the endowed or non-endowed holding account temporarily.

If a gift needs to be transferred from a holding account, when the Dell Med Finance team notifies you of the account creation, request that the gift be transferred by providing the gift number, donor name, DEFINE doc ID, gift amount, holding account number, and new account number.

A process map for creating new gift accounts and endowments may be found here: https://utexas.box.com/v/AccountsProcessMap

Endowments:

Endowments can only be created if the total amount of gifts collected has met the 20% investment threshold, and there are signed pledges in hand for the remaining 80%. For example, for a $25,000 endowment to be established, $5,000 in gifts must be in hand along with $20,000 in pledges. For a $50,000 endowment, $10,000 needs to be in hand with a pledge agreement for the remaining $40,000. At this point, a gift agreement prepared by the gift officer and signed by the dean will be routed to Endowment Services and on to the BOR for approval. If additional time is needed to achieve the threshold for establishment, an account for outright gifts will be established, and gifts can be transferred at a later date. All endowment agreements will be routed through Elise.

Basic Steps for Setting Up Scholarship Endowments through Texas Exes

Process outline may be found here: https://utexas.box.com/v/BasicStepsTexasExes

Forms for Texas Exes Endowments

May be found here: https://utexas.box.com/v/TexasExesForms

Basic Steps for Processing Outright Gifts and University-Based Endowments at Dell Med

Process outline may be found here: https://utexas.box.com/v/BasicStepsDMEndowments