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Gift Processing Guidelines

Promulgated by Alumni Relations and Development (ARD) Gift and Record Services (GRS)

Introduction

This section of the document outlines and defines procedures for handling charitable gifts to Northwestern University.

For specific policy guidelines, please consult the Cash Management Policy.

Gift Processing Requirements

  • All charitable gifts to Northwestern University must be processed through Alumni Relations and Development (ARD) Gift and Record Services (GRS).
  • Gift checks or cash should never be deposited directly by a department.
  • Centralized depositing ensures proper receipting and acknowledgement of donors. ARD GRS is the only office on campus authorized to issue gift receipts to donors. Without an official University receipt, the donor may not be able to take an IRS tax deduction for the gift amount.
  • Donor information is recorded in a database for historical tracking of the donor’s relationship to the University. Departments and schools use this database in the generation of reports and acknowledgements. 

Transmitting Gifts and Pledges, by Type of Gift

Forms

The transmittal forms referenced in this section are available at http://www.it.northwestern.edu/admin-systems/catracks/index.html

Questions

Please call Gift and Record Services (847-491-7520) or email giftupdate@northwestern.edu if you have questions regarding processing gifts. 

Outright Gifts

An outright gift is a charitable contribution of cash, securities, credit card funds, or a gift of property, given in its entirety.  It is not a payment that reduces the obligation of an existing pledge.

  • Currency or checks: When receiving gifts of currency (cash) or checks, a Gift Transmittal Form is to be filled out and sent along with the funds to GRS. Detailed instructions are on the form.
    • Cash received should not be sent via inter-campus mail, but rather delivered directly to Gift and Record Services, located at 1201 Davis St. on the Evanston campus.
    • When transmitting large batches of checks (over 20 checks), a tape should be run to help verify the total amount in the batch. Submitters should not retain electronic or paper copies of the checks, unless the routing and account number has been redacted.
    • Gifts made in currency or checks over $25,000 should not be sent via campus mail, but brought to the GRS reception window at 1201 Davis Street, Evanston or sent via courier directly to GRS.
  • Endorsements: Gift checks sent to GRS by department offices should not be restrictively endorsed using the regular department endorsement stamp. GRS will endorse the check using a special gift processing stamp. Contact the GRS Department Assistant (847-491-7520) with questions.
  • Credit Cards: Alumni / Donors should not provide credit card information to staff members. Rather, credit card gifts to any area can be made online at https://wewill.northwestern.edu.  Donors can provide specific direction for the online gift in the comments area.
    • Donors may also make a credit card gift by phone to any area of the University by calling the Annual Giving (847-467-2911) or GRS (847-491-7520) phone numbers.
    • Per PCI-DSS guidelines, credit card information must not be emailed or faxed to GRS and no copies or information should be retained in either paper or electronic form by the receiving department.
    • Alumni Relations and Development is the only University department authorized to establish online gift websites. For more information on how to collect gifts online, please contact the Annual Giving phone number (847-467-2911).
    • For credit card gifts via e-mail (using the secured NU Lockbox), please contact the Annual Giving phone number (847-467-2911). Credit cards information should never be sent via e-mail or fax.
  • Securities and Bonds: Gifts of securities or bonds are sent from the donor to the University broker, following instructions available on https://wewill.northwestern.edu. Documentation is sent from the broker to GRS for recording and receipting. Please contact GRS at giftupdate@northwestern.edu if a donor notifies you of a planned gift of stock.
  • Electronic Funds Transfers (Wire Transfer or ACH): Gifts sent via wire transfer or ACH should be sent to the bank provided in the directions located at https://wewill.northwestern.edu. If notified by a vendor that an electronic funds transfer has been sent, please contact GRS at giftupdate@northwestern.edu.

Gifts-In-Kind

Gifts of tangible personal property, such as coins, jewelry, musical instruments, artwork, equipment, books, etc., should be transmitted to GRS via a Gift-In-Kind Transmittal Form. Valuation of the gift is necessary for proper recording and receipting. Items valued at $5,000 or greater must have an independent qualified appraisal. Please consult with the Office of Gift Planning (800-826-6709) with any questions.

Bequest and Trusts

All deferred gifts must be directed to the Office of Gift Planning.  Please contact Gift Planning (800-826-6709 or giftplanning@northwestern.edu) if a donor notifies you that s/he would like to make a life income gift or include the University in their estate plans.  Please also contact the Office of Gift Planning if you are contacted by estate representatives or have information regarding estate distributions (wills, trusts, IRAs, life insurance policies, etc.). 

Corporate Matching Gift Forms and Checks

If you receive a Matching Gift Form with a donation, the form should be attached to the gift and sent to GRS. Do not fill out the form. GRS must complete the matching form in order for proper credit to be assigned to both the individual and corporate donor.

All corporate matching gift checks should be directed to GRS and no transmittal form is needed. If you have questions regarding the applicability of matching gifts, please contact GRS (847-491-7520) or giftupdate@northwestern.edu. 

Pledges

All pledges need to be reported to GRS via a pledge transmittal form (same form can be used for pledges with the first pledge payment attached).

  • The Financial Accounting Standard Board (FASB) requires all unconditional pledges to be accounted for in the financial reports of the University.
  • Alumni Relations and Development also tracks conditional pledges. Please report all pledges to GRS using the pledge transmittal form, to ensure proper donor stewardship.

Special Handling: Foreign Drafts

This section of the document outlines and defines procedures for handling foreign draft written as payment or charitable gift to Northwestern University.

  • Foreign drafts are checks written to the University that show the name and address of (and therefore draw on) a bank in a foreign country. These checks must be handled differently by the University to avoid extra fees and additional collection time.
  • Alternatives:
    • Wire Transfer - A wire transfer in USD can be sent instead of a foreign draft check, which can be easier and less expensive for donors. Please contact GRS (847-491-7520) to receive information on the foreign (non-U.S. banks) gift funds wiring process.
    • NU Website - Donors outside of the U.S. can also give to any area of the University via the Northwestern Giving pages. Donors could also be directed to https://wewill.northwestern.edu to make a gift via credit card.
  • For any questions on the acceptance of checks from non-U.S. banks, please contact GRS (847-491-7520) or giftupdate@northwestern.edu.

 

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