Alumni & Donor Records Guidelines

Acknowledgement Guidelines

Alumni & Donor Records strives to ensure prompt and accurate acknowledgement and processing for all contributions to the University. Please refer to the unit links below for detailed guidelines and procedures information.

Guidelines for each type of contribution are as follows.

  • Gifts: The department processes gifts immediately upon receipt, normally depositing checks and currency within 24 hours. Supporting documentation, usually a transmittal form, must be attached to provide required donor information, gift amount, gift allocation and intended recipient. The gift is copied onto a transmittal form and entered into Advance. The gift is deposited into the appropriate account, and all documentation will be filed with Alumni & Donor Records.
  • Gifts to a 7-Account: Effective July 1, 2009, to ensure correct and uniform processing of all university gift deposits, gifts deposited into accounts beginning with a “Project Number” of 7 (“7 Accounts”, previously referred to as “Trust Accounts”), will be entered into the Advance system according to the following procedure:
    1. Download the University Gift Deposit Notification of Gift Form (Form BA-151) found on the Advancement Services Alumni & Donor Records homepage.
    2. Fill out the forms completely; incomplete forms will not be entered into Advance.
    3. Completed forms must be submitted with deposit slip(s), copy of check(s), and signed back-up documentation from the donor. Please contact Alumni & Donor Records to see a sample form.
    4. All gifts must be recorded immediately upon receipt.
    5. Address and send completed forms and accompanying documentation to Alumni & Donor Records.
    6. Only Advancement Services Gift Processing staff will enter gift information into Advance.
    7. For any questions or assistance regarding the university gift deposit procedure, please call the Alumni & Donor Records Help Desk at (919) 515-7827.
    For a printable copy of these instructions, click here.
  • Pledges: Recorded when full payment is expected at a future date. Requires documentation, either from the donor or from the University, that outlines the pledge agreement (pledges made by official telethon are exempted from this requirement). Financial Accounting Standards Board statement FAS116 requires non-profits to regard pledges in much the same manner as accounts receivable — so Alumni & Donor Records must understand the donor's payment intentions and schedule so that future payments can be value-dated. There must also be proof that pledges are in good standing; otherwise, pledges are subject to direct investigation by our auditors. If full payment is received at the same time a pledge is made, no pledge record should be created. Pledges can also be over-paid without requiring modifications to the pledged amount.
  • Matching Gifts: The donor sends their matching gift form to the University and then the Matching Gift Manager verifies the gift and signs the form verifying that the gift was made. The Matching Gift Manager sends the form to the company or corporate foundation to match their gift. An acknowledgement letter is sent to the donor and the matching gift company once the matching gift has been received.
  • Receipts: Generated and issued to the donor once processed by Alumni & Donor Records.  Receipts are issued for every gift received and are sent directly from Alumni & Donor Records to the donor. 

Methods of Giving

In addition to checks or cash delivered, other forms of payments include:

  • Payroll deduction: Monthly deductions for a pre-determined static amount are available to NC State employees. Payroll is normally processed on the 10th business day of each month. The amount can be changed, and the deduction can be stopped at any time by contacting Alumni & Donor Records by email.
  • Bank draft: Electronic debit of checking account established for an indefinite period. They are normally processed on the 5th business day of each month. To stop a bank draft, the donor is required to provide written notification to Alumni & Donor Records
  • Credit card: The donor must provide Alumni & Donor Records with the name as it appears on the credit card, the credit card number and expiration date, and an amount to process.
  • Electronic Fund Transfer (EFT): This method of donation can be expected for securities and large sums of money, particularly at the end of a calendar or fiscal year.

Alumni & Donor Records Procedures

Alumni & Donor Records records all philanthropic activity by means of three primary operations:

Biographical Processing

This step manages organizing, updating and verifying information associated with an entity (name, address, employer, relationships, entity type e.g. student, alumnus, or parent). It is the first step for all received items, including gifts, pledge payments, address corrections and name changes. Any information concerning the background of alumni and donors is updated in Advance.

Gift Processing

This step updates the Advance donor recognition database and handles the volume of donations given to the University.

The receiving foundations of the University handle collecting donations and sending receipts.  As the gifts are collected, they are passed on to Alumni & Donor Records to be processed. Alumni & Donor Records generates the receipts and mails them directly to the donor.

Matching Gifts Processing

This process handles fiscal transactions of donations from matching gift companies.  

Each company has a unique matching gift form, but all forms contain essentially the same information: donor’s name and address, signature, date of personal gift, amount of enclosed personal gift and employer’s name and address. A matching gift form has a portion to be completed by the donor and a portion to be completed by the institution eligible to receive the match. The Matching Gifts Manager reviews the donor portion of the form for accuracy and completes the eligible institution portion. The Council for Advancement and Support of Education (CASE) Guide Book entitled Matching Gift Details provides specific guidance on the programs of the corporations that participate in a matching gifts program. HEP Development also provides an online directory.

Matching gifts for the Student Aid Association (SAA) and the Fund for Academics (FFA) are not recorded in Advance. Such gifts are processed the same as other matched gifts with exception of updating Advance.