Informational clearances consider the following: Action involving space, remodel, or construction. The information will be used for financial reporting requirements. Potential environmental impacts, which require review under the Wisconsin Environmental Policy Act. Visit the Wisconsin Environmental Policy website and consider the environmental impacts of the Gift in Kind.
Funding primarily dedicated to building, renovations, or equipment. The information will be used for Financial Reporting requirements. Protocols for biosafety, use of human subject, use of vertebrate animals, or pluripotent stem cell. Obtain the required signatures on the Gift in Kind Routing Form. Supporting documentation should include the following: A completed Gift in Kind Routing Form with required signatures.
A copy of the Donor Intent Letter or similar document. Third party appraisal, invoice, inventory list, catalog or website print out A copy of Tax Form if the Donor wishes to report the donation for tax purposes. Gift Management will contact the department and recipient if valuation has not been sufficiently established or documented.
Additionally, Gift Management will advise if further procedures are necessary in accepting the Gift in Kind. When necessary, Gift Management will request assistance from the Office of Legal Affairs to review any terms and conditions of a Gift in Kind agreement required in accepting the donation.
Accounting Services, Director of Financial Information Management confirms that the donation is compliant with the Gift in Kind policy. This applies to all Gift in Kind donations, no matter what the estimated value. The department takes physical custody of the Gift in Kind and sends a Gift in Kind Acknowledgement letter.
Revisions Procedure Number. That documentation must be forwarded to the WFAA with the check. Where correspondence with the donor will be useful in documenting the intent to give the gift, the correspondence should be attached to the form.
All gifts made directly to the University and other receipts that will not be routed to WFAA for deposit must be deposited to University accounts. Questions regarding deposit of gift funds directly to University accounts should be directed to Accounting Services, Gift Management at giftmgt bussvc. All tangible property gifts received by the University from a donor are to be reported on a Gift in Kind Routing Form.
See the Gift in Kind Policy and Procedure Whether checks are payable to the University or the WFAA, good internal control procedures must be followed. Depositing checks within five days of receipt. Logging and tracking receipts and verifying posting following processing. Storing un-deposited funds in a locked desk or safe overnight. Segregating duties of handling and depositing physical checks with separately assigned review and monitoring duties. In accordance with the IRS regulations and good donor relationships, all gifts must be acknowledged in writing.
The organization that is the recipient of the gift is responsible for providing the donor with the gift acknowledgment i. A sample gift acknowledgment letter can be found on the Gift Management website.
All solicitation materials produced by the University or the WFAA for donations involving quid pro quo are required to contain information about the tax effect of the contribution as well as a reasonable estimate of the value of the goods and services being delivered to the donor in exchange for the gift.
For joint University-WFAA fundraising activities, work with WFAA personnel in any situation where gifts involve an element of quid pro quo before solicitation materials are distributed. University Divisions are to develop a budget of fee for service revenues and expenses in advance of the event and to share that information with their financial leadership personnel and the applicable development personnel at the WFAA.
Definitions Donor : An individual or organization who donates either money or a tangible item to UW-Madison. Gift Guidance VII. Procedure Statement This procedure describes the processes for accessing and expending funds deposited in Wisconsin Foundation and Alumni Association WFAA funds, and provides examples of typically appropriate and typically inappropriate payments from gift funds.
See Section VII of this procedure for further details related to the forms and routing process. Both forms are submitted to WFAA for review and approval. It is recognized that there are events held with the sole purpose of fundraisings, such as an alumni dinner or golf outing. For fundraising events held, University Divisions are to develop a budget of event proceeds and expenses in advance of the event, and share that information with their financial leadership personnel and the applicable development personnel at the WFAA.
Event proceeds in this context refers to any fees charged for participation in the event. It does not include the estimated donation revenue to be generated by the event. The event registration will be coordinated and arranged by the WFAA recognizing the registration portal can include the option for the participant to provide additional donor gift funds when paying for the registration fee.
Event expenses that are incurred and allowed to be paid using University funds will be charged to University gift funding projects e. See table below for examples of appropriate and inappropriate expenditures. The University Division requesting the payment is responsible for maintaining adequate justification of why University funds could not be used to pay for the expenditure. Such justification as well as supporting documentation are considered open University records, subject to public inspection as provided in the Wisconsin Public Records Law.
The level of documentation held by the initiator of the payment should be similar to that required for payment through regular University channels. Appropriate Expenditures Made by the Foundation These expenses require pre-approval prior to incurring the expense.
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