Gift Processing Procedure
California State University, Bakersfield
California State University, Bakersfield Foundation
VOLUME: Policy
TITLE: Endowment and gift agreements
DIVISION: University Advancement
DEPARTMENT: University Wide
I.
Gift agreement
A.
Developing the agreement
1.
The gift officer will meet with prospect to close the gift and develop the
details of the agreement.
2.
The agreement is reviewed by the Vice President of University
Advancement/Executive Director of the CSUB Foundation (VPUA) for
clarity, ease in the administration of the gift, and compliance with existing
CSU and CSUB policies.
3.
Any requested corrections or adjustments are made and two copies of the
final document are printed.
4.
The gift officer will revisit the donor(s) and will have both copies of the
agreement signed.
5.
The gift officer will present a signed agreement to the VPUA for
signature.
6.
The VPUA obtains signature of President.
7.
One copy of the final signed form is returned to the donor with a thank
you letter.
8.
The gift officer will assure that additional letters of thanks will come from
appropriate deans, faculty, students or administrators.
B.
Entering and maintaining backup
1.
The gift entry person enters details from an original signed agreement amount, payment period, donor names.
2.
The gift entry person requests a new account to be opened in the name
designated on the agreement.
3.
A copy of the agreement and the request to open a fund account with
accompanying approved signatures will be kept in the donor gift file.
4.
Endowment, construction, or gift accounts may not be opened without a
signed agreement and a signed fund account agreement.
5.
An original signed gift agreement must always be kept on file.
C.
Files
1.
The following information will be retained in the University Advancement
Central Records Files.
a.
The original signed endowment agreement
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Gift Processing Procedure
b.
c.
d
e.
2.
The form to open the fund account.
All correspondence to and from the donor(s)
A copy of the annual endowment reports.
All documentation that would be related to pledge payments,
pledge reminders, check copies, etc.
To assure appropriate retention of original donor agreements and the
accompanying donor files, endowment gift agreement files will be
appropriately marked that they may not be removed from the
Advancement office central donor file room.
HISTORY: March 10, 2009
REVISION:
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