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Policies & Procedures

Receiving, Acknowledging and Receipting Gifts

The University Advancement Division Department of Donor Relations supports the outreach and fundraising efforts. The University’s Department of Donor Relations’ staff maintains a database of donors and gift histories. Gifts are received and logged in the Donor Relations office. The Endowment Compliance Officer signs for the donations, prepares a deposit slip and maintains a copy of the deposit slip and the gift log. The Foundation accounting staff signs for the deposits and makes the deposit into the bank account of the Development Foundation. The Donor Relations staff determines the proper account(s) to which the gifts will be credited. The Donor Relations staff prepares a batch header along with the supporting documentation. The Donor Relations office staff processes the gifts and issue acknowledgments and receipts that comply with IRS guidelines. The bank statement will be delivered to the Endowment Compliance Officer to verify deposits into the account match their deposit slip copies. The Foundation accounting staff will reconcile the bank statement and deliver the final reconciliation packet to the Executive Director for review. Gifts and contributions that are received at the Foundation offices will be credited on the date of deposit. Investment earnings or losses will be allocated based on an average daily balance of the account.

Donor records are identified in accordance with the guidelines established by the Council for Advancement and Support of Education (CASE) and the National Association of College and University Business Officers (NACUBO)..

Checks made payable to Texas State University-San Marcos Development Foundation should be delivered to the Donor Relations office, with a notation as to the account name and number for deposit. Checks will be deposited within a reasonable time period. Donors will receive an official University receipt showing the Foundation account name and number, with an appropriate acknowledgement.

The Donor Relations office tracks pledges to the Foundation for all in-house campaigns and for some school, college and/or departmental campaigns. The primary focus for pledges includes those Annual Fund campaigns that are administered from the Office of Development: the phonathons, direct mail, President's Council, and other campaigns. The Office posts pledges for capital campaign drives and some departmental campaigns. For phonathons, pledges are posted based on the telephone conversation because great care that is taken to validate the pledges; for all other pledges, written documentation is required.

A gift-in-kind is a non-cash gift, such as stocks and bonds, or a tangible item like a computer, a microscope, a piano, etc. Both the donor and the donee have certain responsibilities in giving and accepting gifts-in-kind. The statutory basis for these responsibilities is Sec 170(a)(1), United States Code, which states that a charitable contribution is deductible "only if verified under regulations prescribed by the Secretary of the Department of the Treasury." If the item is tangible personal property, the donor is required to obtain and supply a qualified appraisal of the item to the Foundation to receive a receipt showing a value for their charitable deduction.