Gifts, Pledges & Allocations

Allocation List
Allocation Transactions
Allocation Updates
Allocations, New
Anonymity
Appeal Codes
Appeal Results
Giving Levels
Lookup by Receipt/Pledge Number
Matching Gifts
Pledge Details
Purpose Code
Stewardship

Send us a request for new FAQ on this subject.


Allocation List
Q: 
How can I find a list of allocations that pertain to my unit?
A:  Click the Lookups icon (binoculars).  Next to “Choose a template,” select “Gift – Allocation.”  In form below, enter the unit and other criteria to restrict your list of allocations and click Search.

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Allocation Transactions
Q:  
How can I get a list of all gifts and pledge payments toward a specific allocation?
A:  There are several ways to view lists of gifts given to a given allocation.

  1. In Advance Lookups, choose Template:  Gift – Transaction.  Enter the allocation code in the Allocation field and click Search.
  2. ReportWriter.NET:  The GAR (Gift Activity Report)
    1. Log into ReportWriter.NET and  select Web Reports from the left Nav-Tree.
    2. Select Gift Activity under the header of Gift Status Reports.
    3. To narrow your choices of allocation, choose the applicable School, Division and Department.
    4. Choose one or more Allocations for which you want to see a list of gifts, or leave blank to see gifts to all Allocations associated with the School, Division and/or Department selected.
    5. Select the date range for the gifts you wish to view and Submit the report.  (The available date range begins at the beginning of the prior fiscal year.  Results do not include associated credit or company matching gift donors.)
  3. ReportWriter.NET:  Gift Notification
    1. Log into ReportWriter.NET and  select Web Reports from the left Nav-Tree.
    2. Select Gift Notification under the header of Gift Status Reports.
    3. To narrow your choices of allocation, choose the applicable School, Division and Department.
    4. Choose one or more Allocations for which you want to see a list of gifts, or leave blank to see gifts to all Allocations associated with the School, Division and/or Department selected.
    5. Choose your other report parameters and Submit the report.  (Results include associated credit donors but not company matching gifts.)
  4. ReportWriter.NET:  Gifts By Allocation/Appeal Summary
    1. Log into ReportWriter.NET and  select Web Reports from the left Nav-Tree.
    2. Select Gifts by Allocation/Appeal Summary under the header of Advance Reports.
    3. Enter in an allocation, with or without an Appeal code, and date range.
    4. Unselect any transaction types you wish to exclude and Submit the report.  (Results include both associated credit and matching gifts.)
  5. ReportWriter.NET:  UW Org Giving Profile
    1. Log into ReportWriter.NET and  select Access Reports from the left Nav-Tree.
    2. Select UW Org Giving Profile under the header of Gift Status Reports.
    3. Enter between one and nine corporate or foundation Entity ID’s.
    4. Between the School and Allocation fields, choose the narrowest desired parameter (i.e., if you want to narrow by Department, choose the Department and not Division or School).
    5. Other parameters are optional.
    6. Click Submit to view the list of gifts and other giving data for the selected organization entities.
  6. ReportWriter.NET:  UW Person Giving Profile
    1. Follow prompts similar to the UW Org Giving Profile above.

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Allocation Updates
Q: 
How can I get the name of the gift allocation administrator updated?
A:  Liz Bergstraesser in Gift Processing updates details of gift allocations.  Email Liz to request changes to any allocation.

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Allocations, New
Q:  
How can I request a new gift allocation for a gift with a new purpose?
A:  There are several request forms depending on the type of new gift allocation (budget) needed.  Please refer to the Gift Processing pages.

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Anonymity
Q:  What are the options for donors to give anonymously?
A:  There are two options, complete anonymity and omission from publication listings or donor walls, etc.

  • For complete anonymity, the donor’s identity is completely separated from the known details of the gift in Advance.  When a donor requests complete anonymity, Gift associates the gift credit to one of several Advance ID’s for an “Anonymous” entity.  One hard copy is retained securely in the office of the Associate VP for Advancement Services for compliance with Foundation accounting requirements.  This allows us to comply with the donor’s request for anonymity in conformity with RCW 42.56.320, which permits donors to request that records relating to the donation not be released pursuant to the public records act.  Please be aware that this option means the donor receives no gift credit, and the gift may not be found on the donor’s record on Advance.
  • For publication anonymity, the donor receives regular gift credit, but gift processing associates the donor with one or both of these mailing list codes:  MDNOL (Exclude from UWM publication listing) and CD020 (Exclude from donor listings in pubs.).  This will keep the donor listings out of donor walls, the Report to Contributors, theater programs and magazines, etc.

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Appeal Codes
Q: 
What is an Appeal code and how can I get information about an appeal?
A:  An Appeal Code is a unique code that represents a specific broad gift solicitation. Typical examples are: 09RN2, “Class of 1959 December Mailing,” and HOL09, “Burke Mem Holiday Promo.”

When a staff member requests a report of contact information (mailing or phone) for the purposes of making the solicitation, the Reporting group requires an Appeal code be supplied and applies the specified code to the entities who will be receiving the solicitation. When entities respond by making a pledge or gift, the appeal code is applied to the transaction by Gift Processing. In this way, you can measure the success of any given solicitation effort.

To Find statistics related to an appeal, look up the appeal code.  Navigate to Lookups > Template:  Gift – Appeal Header.  Enter the code in the Appeal field or enter a text string next to Description field.  Locate the Appeal header in your search results and expand the details.  The navigation link on the left will show available statistics for that appeal.

Use the Appeal Request Form if you are organizing your own solicitation without assistance from the Annual Giving office.  If sending an appeal through the mail, consult with Nanci Modolo in Gift Processing first in order to make sure that your response device is compliant with Gift Processing scan line and coding requirements for accurate and timely posting.

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Appeal Results
Q:
  How Can I find a list of gifts made in response to a specific Appeal effort?
A:  Go to Lookups.  Select Template:  Gift – Transaction.  In the Appeal Code field, enter the exact code and click Search.  The gifts are listed in the results by Receipt number.

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Giving Levels
Q:
  How are giving levels tracked and indicated?
A:  Most giving levels are calculated on a fiscal year basis and updated via automated process at the end of the fiscal year.  Exceptions to this are the lifetime levels where the level is retained for life once a certain lifetime giving amount has been reached.  For example, once someone has given a million dollars total, the person is considered a Laureate from then on no matter what additional fiscal year giving is (unless they reach a higher level in the future, and then it goes up).

You can see a person’s highest level achieved in the Giving Summary of the Entity Overview.  To see the history of prior giving levels expand the nav links, Giving > Gift Clubs.

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Lookup by Receipt/Pledge Number

Q:  How can I find gift or pledge details by receipt/pledge number?
A:  Click the Lookups icon (binoculars).  Next to “Choose a template,” select “Gift – Transaction.”  In form below, enter receipt number (or pledge number) in the “Specific Receipt/Pledge Number” field.  Click Search.

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Matching Gifts
Q: 
How are matching gifts noted in Advance?
A:  There are two ways that matching gifts are indicated.  It depends on whether the individual donor is intending to cover the amount of the expected match regardless of what the matching company ends up giving as a match.

  1. Regular gift with a claim:  If the individual makes a gift with a match expected from their employer or their spouse’s employer, the gift is processed as usual, but a Matching Claim is associated with it to denote the amount expected as a match from the company.  Later when the matching gift arrives the Claim notation is changed to a Matching Gift notation.  These textual notations appear in the individual’s transaction list along with each of the applicable gift transactions.  You can view a list of a matching company’s outstanding claims or matching gifts by finding the Overview of the company and navigating to Giving > Views > Matching Claims or Matching Gift.
  2. Individual guarantees matching amount:  In cases where the individual donor will guarantee a gift to the UW in the anticipated matching amount even if the company changes its matching policy or the individual separates from that company, the entire amount is processed as a pledge with the individual making a pledge payment of his or her portion.  When the anticipated company match arrives it is processed as a pledge payment as well.  (It is therefore not included in the company matching gift list but is included as a regular pledge payment transaction with associated credit applied to the individual.)

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Pledge Details
Q:
 How can I see the scheduled payments and received payments made against a pledge?
A:  Look up the transaction list of the entity who made the pledge.  Select the pledge in question to view the Primary Pledge Overview.  To the left of the overview, select the link either to “Payment Amounts” (payments received) or Scheduled Payments (the entire schedule of anticipated payments).

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Purpose Code
Q: 
What does Purpose Code mean?
A:  We use Purpose to refer to the “receiving agency” or in other words the entity that deposited the funds.  Most often gifts to a UW unit are received by the Gift Processing unit and depending on some details of the transaction the receiving agency is the “University of Washington (U)” or the “UW Foundation (F).”  A few offices deposit their own gifts and report gift Amounts for posting in Advance, and Purpose Codes denote the reporting of those gifts by the offices of:  UWAA (A), Seattle Cancer Care Alliance (C), Henry Gallery (G), Harborview (H), Law School Foundation (L), UW Retirement Association (R), and WA Pulp and Paper Foundation (P).

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Stewardship
Q:  
What stewardship information is available regarding gift allocations in Advance?
A:  Each allocation is associated with Beneficiaries, Notes and Stewardees.  We are currently using these associated records specifically with endowed gift funds but may expand these features to current use funds at some point.  If you look up an endowment allocation, the navigation links on the left of the overview will include these three possible types of information:

  • Beneficiaries:   People who receive payments from these funds in the form of scholarships, fellowships, professorships, or the like.  The type and term of benefit received is included in the detail.
  • Notes:  Notes typically include the story of who created the endowment and why.
  • Stewardees:  These indicate the entities who are to receive stewardship communications and what types of communications or other touches are appropriate.

Advancement Services Stewardship and Donor Recognition manages the Allocation Stewardship information tracked in Advance.

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