Gift Services Help

About: Gift Funds
Related to: Gift Fund Setup & Transfer
More Specifically: Inactivate Gift Fund (Oracle or ESP)

Use this to request either a) that a gift fund to no longer accept gift or b) to close the fund in Oracle when the fund balance has been fully depleted. When requesting to close a Fund, please add supporting documentation to the case (I understand that there may not be any data on the reports, but for documentation purposes, we ask that they are attached).

1) Attach General Ledger Panorama (General Ledger Transactions Details Report) showing Account balances for the Fund.
Extract report from BAH, launch General Ledger Panorama > run the report for the Fund for the last period
• Asset Accounts start with 1****** should show a $0 balance. (Disregard Account 100000 Interfund Cash Account as it is a system generated balancing Account and is not to be manually adjusted)
• Liability Accounts start with 2***** should show a $0 balance.
• If balances exist, process transactions through the appropriate subledger(s) or process a Journal Entry to clear the Asset and Liability balances.

2) Attach documentation showing that all existing Projects are closed under the Fund.
Extract report from BAH, launch Project Information Lookup Panorama > Project COA Lookup > run the report for the Fund and set Project Status as Active.

3) Attach documentation showing there are no GL Project Balances for the Fund
Extract report from BAH, launch GL Project Balances > run the report for:
o Current Year
o Current Accounting period
o Select the Fund Code (Filter by Fund L4 Selection) - do not enter any additional parameters

4) Attach a copy of the "Gift Fund Balances - Standard Hierarchy" report from the Gift Fund Panorama for the current month and the fund across all financial units.

About: Gift Funds
Related to: Gift Fund Setup & Transfer
More Specifically: New Gift Fund

Submit requests for new gift funds. A completed "New Fund Info Sheet" must be attached along with all relevant supporting documentation. Required attachments may include:

• Signed gift agreement(s)
• Fundraising plan
• Proposal or initiative details
• Leadership approvals

Please ensure that any gift agreement associated with the new fund is included in your submission.

For endowed fund requests, a copy of the fully executed gift agreement or approved solicitation is required.

Minimum Fund Requirements

A minimum of $1,000 is required to establish a new gift fund.
This minimum may be waived for fully expendable funds if supported by a confirmed fundraising plan or institutional initiative.

Gift Agreement Requirements

Gift agreements establishing a new gift fund must meet the following criteria:

• Donor Signature: All gift agreements must be signed by the donor prior to submitting a new fund request.
• GPA Review: If the agreement is being processed through the Gift Policy Administration (GPA) team, it must be completed, approved by GPA, and signed by the donor before submission.
• Endowed Funds: All endowed gift funds require a fully executed agreement signed by the donor.
• Endowment Initiatives: All endowment initiatives must be reviewed and approved by the GPA team.

About: Gift Funds
Related to: Gift Fund Setup & Transfer
More Specifically: PI Or BO Changes

Submit requests to update the Principal Investigator (PI) or Business Officer (BO) associated with a gift fund in the donor database. Only one PI and BO can be listed per fund. This designation determines who receives the Daily Gift Report.

About: Gift Funds
Related to: Gift Fund Setup & Transfer
More Specifically: Donation & Pledge Adjustments

Submit corrections or donor requests to change the fund a particular gift was recorded to. This will be updated in the donor database (ESP) and then flow to the accounting system as applicable. Please attach documentation from the donor to support your request.