Gift Services Help
The hierarchy of our service offerings and information on when to use each one.
For all inquiries, please submit a services and support ticket through the Budget & Finance portal.
A defined path has been provided for each service offering. You may optionally leave the 'About' and 'Related to' fields blank when completing the form and instead use the 'More Specifically' field to indicate the service offering you are requesting. Once a service is selected, the remaining fields will populate automatically.
Incoming Gift
Incoming Gift Check/Other
About: Gift Funds
Related to: Incoming Gift
More Specifically: Incoming Gift Check/Other
Submit a gift agreement or other correspondence about a gift that is expected to come by check or a payment method other than Wire or ACH. Can also request assistance if a gift is not showing in the STAR donation detail report after sufficient processing time has passed.
Incoming Gift Wire or ACH
About: Gift Funds
Related to: Incoming Gift
More Specifically: Incoming Gift Wire or ACH
Submit a gift agreement or other correspondence about a gift that is expected to come by Wire or ACH. Can also request assistance if a gift is not showing in the STAR donation detail report after sufficient processing time has passed.
Gift Fund Setup & Transfer
Inactivate Gift Fund (Oracle or ESP)
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.
New Gift Fund
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 any relevant documentation, such as a gift agreement, fundraising plan, proposal, initiative, or leadership approvals. Endowed fund requests must include a copy of the gift agreement or solicitation.
Please note: 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 initiative.
PI Or BO Changes
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.
Donation & Pledge Adjustments
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.
Gift Fund Inquiries
Gift Fund W9, Vendor Setup or Invoices
About: Gift Funds
Related to: Gift Fund Inquiries
More Specifically: Gift Fund W9, Vendor Setup or Invoices
To request invoicing, a W-9 or vendor setup for a gift fund. Please include the gift agreement, donor name, and fund number.
If a vendor set-up is requested, please include copies of all required forms.
For invoice requests, please include the fund number, dollar amount and fair market value of any goods received, along with the organization's contact information.
All invoices or vendor setup for donations to a gift fund must be completed by Advancement Services staff.
Gift Fund Questions
About: Gift Funds
Related to: Gift Fund Inquiries
More Specifically: Gift Fund Questions
Use this for any questions not covered by another service offering for gift funds.