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  • 1.  Gift processing/compliance policy

    Posted 10-04-2024 10:43 AM

    Hi everyone,


    I'm curious if any of you have an organization-wide gift processing policy in place. Our institute currently lacks such a policy, and gifts are often deposited without Advancement's oversight. I am hoping to establish a policy that includes both the gift processing and compliance. I'd appreciate it if anyone could share examples or direct me to helpful resources. 

    Thanks!



    ------------------------------
    Marta Kostrzewa
    Director of Finance for Institutional Advancement
    Pratt Institute
    mkostrze@pratt.edu
    ------------------------------


  • 2.  RE: Gift processing/compliance policy

    Posted 10-04-2024 11:25 AM
      |   view attached
    This document is very important - but is separate from a Gift Acceptance Policy. It is most effective when issued by the CEO and endorsed by the primary offices responsible for making deposits.

    I cannot find the memorandum we used at NC State. However, attached is a copy of the Duke version. We began having the President issue this letter in the mid-1990s, and it went out every other year to all faculty and staff. I've attached the version issued ten years after we established the protocol.

    John

    John H. Taylor, Principal
    John H. Taylor Consulting, LLC
    2604 Sevier Street
    Durham, NC     27705

    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987




    Attachment(s)

    pdf
    Duke Presidential Memo on Gift Deposits.pdf   59 KB 1 version
    Original Message


  • 3.  RE: Gift processing/compliance policy

    Posted 10-04-2024 12:26 PM
    Thank you so much! 

    --

    Marta Kostrzewa| Director of Finance (she/her/hers)

    Institutional Advancement

    200 Willoughby Avenue | Myrtle Hall 3W | Brooklyn, NY 11205

    phone: (929)-354-5047 | fax: | mkostrze@pratt.edu







    Original Message


  • 4.  RE: Gift processing/compliance policy

    Posted 10-04-2024 01:07 PM
    Marta - I agree with John's notes but wanted to add my own thoughts about making a special emphasis on an agreement with Finance about appropriate handling of gift revenue. Most organizations have specific trigger coding which indicates when a deposit is intended as charitable in nature. As long as your Finance folks are willing to assist with the education of organization partners by declining to deposit any revenue with that coding it goes a long way toward mitigating these issues. 

    If you don't already have training and reference documents in place to articulate the appropriate steps to handle gift deposits, then I believe it makes sense to engage with your Finance partners in creating such reference materials. 

    Good luck and best regards - Amy



    Original Message


  • 5.  RE: Gift processing/compliance policy

    Posted 10-04-2024 01:13 PM
    Amy reminds me to share that at NC State, I and my counterpart in Foundation Accounting & Investment held frequent Brown Bag lunches around the University. During these sessions, which were open to the public, we covered a myriad of policies and protocols addressing gift acceptance and processing. Although I loved the periodic letter that went to faculty and staff, nothing beats in-person training!

    John

    John H. Taylor, Principal
    John H. Taylor Consulting, LLC
    2604 Sevier Street
    Durham, NC     27705

    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987





    Original Message


  • 6.  RE: Gift processing/compliance policy

    Posted 10-04-2024 01:20 PM

    We've recently experienced changes in Advancement and Finance leadership, and I see this as a great opportunity for a fresh start. My plan is to create a high-level overview of our processes and develop an institute-wide policy, which I will present to our new VP for review and approval, followed by Finance, and ultimately the Board. Our VP is already on board with this initiative.

    At the moment, I'm often chasing departments for gift information-if I'm even aware of donations made outside of Advancement. This issue stems from a lack of clear policies, insufficient staff training, and an underdeveloped culture of gift compliance, all of which I am committed to changing. Fingers crossed for a smooth transition!


    --

    Marta Kostrzewa| Director of Finance (she/her/hers)

    Institutional Advancement

    200 Willoughby Avenue | Myrtle Hall 3W | Brooklyn, NY 11205

    phone: (929)-354-5047 | fax: | mkostrze@pratt.edu







    Original Message


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