University of Houston-Victoria
Policies

Donation Reports

Section: General Index: A-10

Policy

Reports to donors should be issued from the President's Office or the Office of University Advancement (OUA). The Vice President for University Advancement and External Relations will follow guidelines of UHS Administrative Memorandum, Gift Acceptance Policies, Number 08.A.03.

Definition

Grants: For the purpose of this policy, “grants” refer to non-federal or non-state government grants.

Procedure

A Gift Transmittal Form is to be completed for all monetary and non-monetary (“in-kind”) gifts or grants by the department receiving the gift or grant. In order to ensure proper tracking of university donations, and to report donations to the University of Houston System, the department is responsible for immediately forwarding to the OUA a copy of the completed Gift Transmittal Form, the check and all related documents received, including donor name, amount and gift designation, accompanying documentation and envelope in which the gift was received.

The Gift Transmittal Form is held and used by OUA. OUA will complete this form for gifts received in the OUA and forward a copy of the forms they complete and those they receive from other departments to the UHS - Office of University Advancement: Gift Processing & Records and/or Treasurers Office.

The form should reflect the 1) schedule for payments (if applicable), 2) any restrictions or designations indicated by the donor, or by the institution if the donor does not make such determination, and 3) any special instructions pertinent to the gift or grant. If there are corrections to the form, they should be immediately transmitted to the Office of University Advancement, and if necessary a corrected form will be prepared and disseminated.

The cost center to which the donation will be deposited must be provided by the department that received the donation and is part of completing the Gift Transmittal Form prior to making the deposit.  If the department is not, sure which cost center to use or if they believe a new cost center is needed, they should consult with the Budget Office.  

The donation, with a deposit form and the Gift Transmittal Form, will be sent to the Finance Department. The Finance Department will deposit the donation. If the gift is to be endowed, the Office of University Advancement will forward such gift to the UHS Treasurer for deposit to the endowment trust account.

All Gifts-in-Kind transmittal forms will be forwarded to UHS data processing office by OUA. Any department receiving gifts-in-kind should complete a Gifts-in-Kind transmittal form and forward this completed form to the OUA for proper processing, along with copies of all supporting and accompanying documentation.

Approved by:

Signature Obtained                         4/18/18
Raymond V. Morgan, Jr., Ph.D.         Date
President

Next review date: April 2023
Origination: Office of University of Advancement