Most donor gifts arriving at or transferred to any part of the university should be initiated in the Gift Transmittals System by a trained and authorized user; however, not all donor gifts are processed using the Gift Transmittals System, and not all checks that arrive at Stanford are considered gifts. Refer to Resource: Types of University Receipts for additional information and guidance on determining the type of receipt.
Use the following guidance to determine the proper method to process and record the gift, receipt or payment.
Receiving a Donor Gift
For information about gift funds, refer to Topic Overview: Donor Gifts.
For detailed instructions about gift handling, refer to Administrative Guide Policy 4.2.1: Receiving and Processing Gifts. This includes explicit requirements for document handling (don’t throw away the envelope with date stamp) and forwarding of material to the Development Services Department in the Office of Development (OOD), which initiates a transaction in the Gift Transmittals System. That system notifies the recipient org to complete additional processing steps in the Gift Transmittals System.
Determining Award and Processing System
Research existing gift funds using the following inquiry tools to determine if any have a purpose that is appropriate to accept the new gift, or if you can find examples of prior similar gifts and to which funds they were deposited.
- To obtain the purpose (aka fund authorization) of a single award at a time, obtain the award number and use Oracle Financials > Fund Title Query.
- To research fund authorizations to determine which award to deposit a gift, use OBI Reference Data and Inquiry Dashboard > PTA Inquiry Report.
- To verify where prior gifts were deposited, use OBI Revenue and Fund Management Dashboard > Fund Statement Report.
- To view information about pledges and pledge payments, use OBI Revenue and Fund Management Dashboard > Pledge Report.
With the award number, use the following table to determine how to process the receipt. The award number may suggest the receipt is not actually a gift.
|Awards Starting with...||Award Type||How Processed|
|G, H, JA-JL||Expendable Gifts||Gift Transmittals|
|JZ||Expendable Pending Designation||Gift Transmittals|
|KA-KX, N||Endowment||Gift Transmittals|
|KZ||Endowment Pending||Gift Transmittals|
|X||Plant/Facilities (Capital Projects)||Gift Transmittals|
|ZB||Agency: Hospital; ASSU||Gift Transmittals|
For Everything else, refer to How to: Process and Deposit Department Receipts
|KY, JY||Donor Advised Funds (DAF)||Office of Planned Giving|
|*PA-WZ||Sponsored Project||Office of Sponsored Research|
|*ZA||Student Loans||Office of Financial Aid|
|ZC, ZN, ZT||Trusts, Life Income||Office of Planned Giving|
*These award types are not for gifts.
Gift Transmittals System and Approval Requirements
The Gift Transmittals System is used to process deposits of gifts to Stanford awards. Separate systems are used to keep track of stewardship in order to record who has given what and track pledges and pledge payments.
- If a gift is $1,000 or less or to an annual fund, no department or school/unit approval is required – add/remove approver function not available.
- If a gift is between $1,000 and $19,999, one approval from either department or school/unit is required.
- If a gift is $20,000 or more, school/unit approval is required.
- If a gift is $100,000 or more, VP of Development approval is required.
Gifts Not Initiated in Gift Transmittals and Alternative Instructions
Refer to Receive Funds for a more complete list of options. If you receive any of the following, please follow the alternative instructions.
|Do not Initiate in Gift Transmittals||Alternative Instructions|
|Corporate Matching||Forward to Development Services|
|Gifts to Stanford Donor Advised Funds (DAFs)||Contact the Office of Planned Giving|
|Gifts-in-Kind (including Real Estate)||Contact the Office of Planned Giving|
|Gifts to Lucile Packard Children's Hospital or Pediatrics||Contact the Lucile Packard Foundation for Children's Health|
|Gifts to Hillel, Stanford Jazz Workshop, Children's Center of the Stanford Community, or other separate nonprofits that operate on campus||Forward standalone gifts to their addresses. If the gift is part of a larger check amount, contact Development Services.|
|Life Income Gifts (Trusts)||Contact the Office of Planned Giving|
|Highly Anonymous gifts – donor does not want name recorded anywhere in the system||Email Development Services for guidance|
|Recurring Credit Card Gifts (RCCs)||Call Development Services at 1-650-725-4360. Never send credit card numbers via email.|
|Requests to transfer funds from Pending Fund or Donor Advised Funds||Email Morgan Mills at @email in the Vice President for Development's office|
|Stanford Alumni Association Membership payments; payments for Sierra Camp, Travel/Study or other SAA Programs||
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