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Gift Processing Examples

Example #1: DAIS receives a large gift that will be allocated to several departments.

If depositing into an existing account:

  • DAIS will call department to inform them of the gift's arrival.
  • DAIS will fax back-up documentation to department.
  • Indicate to DAIS that an account exists for this purpose.
  • Prepare Form 44, as prompted by Voluntary Support system.
  • In the Comments section, indicate that DAIS received the check.
  • Deliver Form 44 and back up documentation to DAIS.
  • If check was temporarily deposited to Pending & Clearing, DAIS will clear to account indicated on Form 44

If a new account must be established:

  • DAIS will call department to inform them of the gift's arrival.
  • DAIS will fax back up documentation to department.
  • Indicate to DAIS that a new account will be established.
  • Prepare Form 44, as prompted by Voluntary Support system.
  • In the Comments section, indicate that DAIS received the check.
  • Deliver Form 44 and back-up documentation to DAIS.
  • DAIS will deposit check into their Pending & Clearing account.
  • DAIS will forward Form 44 to Accounting, who will establish the new account.
  • Accounting Services will email the department and DAIS once the account is established.
  • DAIS will move deposit from Pending & Clearing to new account.

Example #2: The department receives several small-dollar checks from individual donors to be deposited into an existing account.

If this gift is a result of a solicitation:

  • Checks and solicitation cards should be forwarded to DAIS for processing.
  • No Form 44 is required.

If these checks will be deposited into an existing account:

  • Up to 12 checks being deposited to a maximum of 3 accounts may be processed on a Form 44T, which requires no signatures.
  • Deliver Form 44T, checks, and any back-up documentation to DAIS or SPS for processing.

Example #3: Your department head delivers a $1,000 check that he received at last night's dinner party. The check is made payable to Purdue University, and the donor verbally indicated the check was in support of “soybean research” during conversation.

If you have a Soybean Research gift account established in your department:

  • Ask the department head to document the intent of the donor via a memo or email.
  • Prepare Form 44, as prompted by the Voluntary Support system.
  • Deliver Form 44, check, and memo/email to DAIS.

If a new account must be established to allow for tracking of the donor's intent:

  • Ask the department head to document the intent of the donor via a memo or email.
  • Prepare Form 44, as prompted by the Voluntary Support system.
  • Deliver Form 44, check, and memo/email to DAIS.
  • DAIS will deposit check into their Pending & Clearing account.
  • DAIS will forward Form 44 to Accounting, who will establish the new account.
  • Accounting Services will email the department and DAIS once the account is established.
  • DAIS will move deposit from Pending & Clearing to new account.

Example #4: The department received an unrestricted check made payable to the Purdue Research Foundation that is to be deposited into their PRF/SDIP account.

  • Prepare Form 44, as prompted by the Voluntary Support system.
  • Since these funds are to be deposited into an existing account, enter your 008 account number when prompted.
  • Deliver Form 44, check, and any supporting documentation to DAIS.

Example #5: You have received a check but are unclear to the donor's intent. In fact, you're not even sure this should be considered a gift!

  • Deposit into General Pending & Clearing account 005 1967-0000 via a CRV and using the DREF of 0DEPT, where DEPT is your department number.
  • If you later determine the check is truly voluntary support, prepare the Form 44 as prompted by the Voluntary Support system.
  • In the Comments section, indicate that the check was deposited by the department to Pending & Clearing account 005 1967-0000. Also indicate CRV # and date of transaction.
  • Deliver the Form 44, copy of check, copy of CRV, and any supporting documentation to DAIS or SPS.
  • DAIS or SPS will transfer deposit into the appropriate account.

Example #6: You have processed the paperwork to deposit a check into an account when you discover that the intent of the donor has changed (or you made in error in selecting an account).

  • Contact DAIS or SPS, who will determine if a revised Form 44 is required.
  • Forward supporting documentation to either DAIS or SPS.
  • DAIS or SPS will take the appropriate steps to correct the accounting transaction and the gift records.
  • A corrected gift receipt will be generated for the donor.

Example #7: As you are preparing a Form 44, you do not have the check number available to you. Perhaps you originally deposited into Pending & Clearing and can't located a copy of the original check, or maybe the check was received centrally as part of a University-wide gift and the check number wasn't relayed to you.

  • In the “Check #” field, indicate Not Available.

Example #8: You have received a check from a donor to establish a new scholarship in their name. Your department prefers to have an 820 account established so that the fund can be distributed by Financial Aids to the student's account.

  • 820 account numbers are assigned by Accounting Services because of limits to the Bursar system, and these accounts do not follow the typical fund/department/project format.
  • Since the department does not assign the account number, please enter 820 XXXX-XXXX as you prepare the Form 44.
  • Deliver Form 44, check, and supporting documentation to DAIS.
  • DAIS will deposit check into their Pending & Clearing account.
  • DAIS will forward Form 44 to Accounting, who will establish the new account.
  • Accounting Services will email the department and DAIS once the account is established.
  • DAIS will move deposit from Pending & Clearing to new account.

Example #9: You have received a check in support of an endowment.

If an endowment account exists for this donor or purpose:

  • Prepare Form 44, as prompted by Voluntary Support system.
  • Input the appropriate endowment 880 account number when prompted.
  • Deliver Form 44, check, and supporting documentation to DAIS.

If an endowment agreement is in process or signed, but an account has not been established:

  • Prepare Form 44, as prompted by Voluntary Support system.
  • 880 account numbers are assigned by Accounting Services once an agreement has been finalized.
  • 880 accounts do not follow the typical fund/department/project format.
  • Since Accounting Services must assign this number for you, please enter 880 XXXX-XXXX as you prepare the Form 44.
  • Deliver Form 44, check, and supporting documentation to DAIS.
  • DAIS will deposit check into their Pending & Clearing account.
  • DAIS will forward Form 44 to Accounting, who will establish the new account after an agreement has been finalized.
  • Accounting Services will email the department and DAIS once the account is established.
  • DAIS will move deposit from Pending & Clearing to new account.

Example #10: A faculty member in your department has had a 703 account established for years to support his area of research (usually indicated as “support for Professor Brown's research”). When looking at the Account Classification Guide, it appears to you that this is an activity that should be administered as an SPS account.

These misclassifications were typically made years ago when some voluntary support accounts in SPS were charged an administrative fee.

  • Continue to spend the balances in these accounts. Once the balance is zero, close the 703 account.
  • Any future deposits should be made to a new 67X account, as appropriate.
  • Not all 703 accounts are inappropriately classified. Checks in support of a program area in general (such as “paralysis in rats”) follow the intent of the 7XX fund series.

Example #11: A sponsor letter and an agreement have been received for support of a particular faculty member.

  • Verify if agreement falls within the provisions of contract support.
  • Follow the Fund Classification Guide.

Example #12: A wire is received for award for voluntary support.

  • DAIS or SPS will deposit the total amount of the wire transfer to the appropriate account if available or to their Pending & Clearing until an account is established.
  • Credit will be given to the sponsor for the total amount of the award including wire transfer fees.
  • SPS will prepare a JV to charge the Voluntary Support account the wire transfer fees resulting in the net award amount received at Purdue.
  • Follow the action steps in Section B per the Voluntary Support Processing Guide

Example #13: Other awards received that do not constitute voluntary support administered by SPS.

  • Payments payable to Purdue University for consulting, research or testing done as an outside activity
  • Support that makes line item restrictions such as equipment purchases and salary support without the mention in support of research for a particular faculty member or group of faculty members

***The emphasis should always be on the expressed or implied expectation of economic benefit and/or deliverables***