The Catholic University of America

Gift Acceptance Procedures

Approved by: Office of Institutional Advancemen
History: Issued -- November 2006
  Revised -- October 5, 2007
  Additional History
Related Policies: Gift Planning; Gift Acceptance
Additional References: Gift/Pledge Information Form (must accompany all checks or pledges and this form and all checks must be hand delivered to Office of Institutional Advancement)
Responsible Official:

Vice President for Institutional Advancement tel. 202-319-6911

___________________________________________________________________________________________________________________________________

I. Introduction


II. General Procedures

A. Gift Processing Procedures is produced in conjuction with Gift Acceptance Procedures
B. Office of Development sub-units
C. Parties authorized to accept or refuse gifts on behalf of the University
D. Gift Acceptance Committee (GAC)
E. The University shall process each gift in accordance with the donor's intent
F. The University shall hold in confidence all information concerning donors or prospects
G. The Office of Institutional Advancement shall act in accordance with University Financial Aid policies


III. Gift Processing

A. Cash
1. Annual Giving
2. Archdiocesan Collection
3. Capital Campaign
4. Corporate and Foundation Relations
5. Gift Planning
6. School Advancement
7. Memorial Funds
8. Matching Gifts
9. Telephone Pledges

B. Marketable Securities
1. Annual Giving
2. Capital Campaign
3. Corporate and Foundation Relations
4. Gift Planning
5. School Advancement
6. Matching Gifts

C. Real Property
1. Capital Campaigns
2. Gift Planning
3. School Advancement

D. Tangible Personal Property
1. Capital Campaign
2. Corporate and Foundation Relations
3. Gift Planning
4. School Advancement

E. Intangible Property
1. Capital Campaign
2. Corporate Foundation Relations
3. Gift Planning
4. School Advancement









I. Introduction
The Office of Institutional Advancement seeks to further the mission of The Catholic University of America through the solicitation, acceptance, and administration of gifts of various kinds. In pursuing and facilitating such gifts, the Office of Institutional Advancement shall maximize the benefit to CUA by acting in accordance with the policies established herein, and shall foster and steward relations so as to make the experience of donors and prospective donors as pleasant and rewarding as possible.

II. General Procedures

A. Gift Processing Procedures is produced in conjunction with Gift Acceptance Policies and will incorporate that document by reference where necessary. In addition, gifts may be subject to
other written policies and procedures for the Office of Institutional Advancement, or for the University in general, and such other relevant documents will also be incorporated by reference where necessary.

B. As stated in Article II.A. of Gift Acceptance Policies, The Office of Institutional Advancement is composed of the Office of Development and the Office of Development Services. The Office of Development can be further categorized by the following sub-units:
1. Vice President for Institutional Advancement
2. Executive Director of Development
3. Office of Annual Giving
4. Office of Corporate and Foundation Relations - policies
specific to this office are outlined in Corporate and
Foundations Relations Policies
5. Office of Gift Planning - policies specific to this office are
outlined in Gift Planning Policies
6. Development Directors (School Advancement)

C. Article III.A. of Gift Acceptance Policies references parties authorized to accept or refuse gifts on behalf of the University. In addition to the President of the University and the Vice President for Institutional Advancement, authorized designees shall include Development Directors within the Office of Institutional Advancement. It is understood within the Office of Institutional Advancement that other University officials, including but not limited to the Provost and the Deans of the various schools, may play a prominent role in the cultivation of donor relationships and the negotiation of gifts, and such parties may, in particular cases at the discretion of the University President or the Vice President of Institutional Advancement, be granted authorization to accept or refuse gifts. All University employees involved in the negotiation or acceptance of gifts shall communicate as necessary with Development Office personnel to ensure compliance with University Gift Acceptance Policies and Gift Processing Procedures. All involved University employees shall also operate with the understanding that the larger or more complex the gift in question, the more imperative it becomes to ensure compliance through such timely communication. As stated in Article II.C. of Gift Acceptance Policies, the Vice President for Institutional Advancement, and his or her designees, shall endeavor to protect the interests of the University by consulting with other University Offices where appropriate. Regarding such internal consultation, relevant University offices, and points of emphasis, include but are not limited to the
following:

1. Office of the President - to address situations that have University wide implications,
or where the President has a particular interest or relationship in or with the parties
involved.

2. Center for Planning and Information Technology (CPIT) - to address the technical
necessities involved in implementing and maintaining a presence on the University
website for all facets of the Office of Institutional Advancement deemed necessary
for such exposure.

3. Office of Development Services - to ensure any scheduled solicitation pieces will
facilitate timely gift receipt, recording, and acknowledgement.

4. Office of Enrollment Services - to confirm that, where appropriate, gifts are admin-
istered in accordance with University Admissions and Financial Aid policies (such
consultation may also involve the Provost, Vice-provost, or Dean of a particular
school referenced by the donor).

5. Office of Facilities, Maintenance, and Operations - to address the feasibility of
accepting proposed gifts of real estate. Office of Finance and Administration - to
ensure proper allocation and use of funds received; to ensure appropriate admini-
stration of income producing planned gifts.

6. Office of Finance and Administration - to ensure proper allocation and use of funds
received; to ensure appropriate administration of income producing gifts.

7. Office of General Counsel - to ensure that the operations of the Office of Institutional Advancement, in both general policies and administrative details, do not conflict with other University policies or expose the University to unnecessary liability; and for review and approval of any necessary documents with that purpose in mind.

8. Office of Public Affairs - for assistance with the design and formatting of various
marketing pieces, including but not limited to brochures, newsletters, and pamphlets,
and to ensure that such items are in keeping with the articulated mission and stance
of the University.

D. As stated in Article II.D of Gift Acceptance Policies, a Gift Acceptance Committee (GAC) shall be relied upon to evaluate proposed gifts which do not clearly fall within the Gift Acceptance Policies, but
which do merit consideration and further clarification. Determination of which proposals warrant review by the GAC shall be made at the discretion of the Vice President for Institutional Advancement, or his or
her designees, except for certain assets which, as noted in Gift Acceptance Policies, shall be subject to GAC review as a matter of Policy. The GAC shall be composed of the Vice President for Institutional Advancement or his or her designee, the Director of Gift Planning, the General Counsel and Assistant Secretary of the University (or a delegated representative of the Office of General Counsel), and any combination of representatives from the University offices listed in Section II. C. 1-7 above. The combination composing the remainder of the Gift Acceptance Committee shall in each case be established at the discretion of the Vice President for Institutional Advancement, or his or her designees, following consideration of the particular proposal, and recognition of the facets of the University it would potentially impact. The GAC shall decide to accept or decline the proposed gift after considering the best interests of the donor, the University, and all relevant factors. The manner in which the issue is presented to the Gift Acceptance Committee, the manner in which a consensus is reached, and the manner in which the discussion and decision are recorded shall be left to the discretion of the Vice President for Institutional Advancement or his or her designee.

E. In accordance with Article II.B. of Gift Acceptance Policies, the University shall process each gift in a manner that is fully in keeping with the donor's intent, so long as that intent does not contradict written University policy, violate any applicable law, or otherwise jeopardize the University's interests.

F. In accordance with Article II.G. of Gift Acceptance Policies, the University shall make every effort to hold in confidence all information obtained from or about donors or prospects. This shall include procedures to protect the privacy of financial information, including credit card numbers, bank account numbers, social security numbers, passwords, and other information in compliance with applicable federal and local laws.

G. The Office of Institutional Advancement shall act in accordance with University Financial Aid policies, and in doing so acknowledges that, regarding scholarship assistance at the undergraduate level, awards are based on a "discount" model, with discretion typically held by the Vice President for Enrollment Management. Alternatively, regarding scholarship assistance at the graduate level, awards are based upon an "endowment" model, and discretion is typically held by the Dean of the appropriate school. Where the agreement for an individual gift or gift fund provides for the possibility of scholarship assistance at both the undergraduate and graduate levels, discretion shall lie with the President of the University, or his or her designee.


III. Gift Processing

A. Cash
1. Annual Giving - an ongoing fundraising endeavor designed to cover the University's
current operating expenses such as financial aid, maintenance of the physical plant,
and academic resources. Generally, Annual Giving shall involve gifts that are renew-
able, sustainable, unrestricted, and which are not subject to a minimum amount.
a. The Fund for The Catholic University of America ("the Annual Fund")
i. Negotiation/Acceptance - the University accepts cash in the following forms:
a. currency
b. checks (including traveler's checks) - for tax purposes, the date of the gift is the
date written on the check. Checks should be made payable to The Catholic University
of America, and may be sent to the attention of:
H. Ken DeDominicis, Vice President for Institutional Advancement
The Catholic University of America
Cardinal Station, LCI #106
Washington, DC 20064
Phone: 202-319-6910
Fax: 202-319-4330
E-mail: dedominicis@cua.edu
c. credit/debit card - the donor should provide:
-the donor/cardholder's name
-card type (Discover, MasterCard, and VISA accepted; not American Express)
-account number
-expiration date
This information may be obtained through personal contact, telephone conversation,
or online giving.
d. wire transfers - to make a wire transfer of cash, the donor should provide the following
to a staff member of the Development Office:
-Donor Name
-Gift Amount
-Donor's Bank/Transfer Agent
-Expected timing of transaction
The donor can then proceed with the transfer by including their name in the reference
field on the transaction, and utilizing the following information:
Our Bank: Wachovia Bank
(Please contact the parties below for the Routing and Account #)
Account Name: The Catholic University of America
Bank Contact/Representative: Kyra Atherton-Hodges, ph. 703-760-6183
University Contacts/Representatives: Robert Sullivan, ph. 202-319-6910
Nancy Swartz, ph. 202-319-6908
Renell Lewis, ph. 202-319-6445

ii. Acknowledgement/Receipt - each cash gift shall be submitted to Development Services
along with a Gift Information Form, the completion of which will facilitate proper deposit
and acknowledgement of the gift. The Office of Institutional Advancement recognizes that
under Internal Revenue Code Sec. 170 (f) (8) (A), donors are required to have a contem-
poraneous written acknowledgement from the University for gifts of $250.00 or more to
be allowed an income tax deduction for that gift. Procedurally, the Office of Development
Services shall send a standard acknowledgement receipt to the donor, for any gift regard-
less of size, and, where requested, shall provide the relevant gift officer with a copy of
that receipt. In addition, where an individual gift is $1,000.00 or more, Development staff
shall prepare a separate acknowledgement letter for the signature of the University
President and forward it to the President's office, where it will be signed and sent out.
The President's office will then provide a copy of that letter to the relevant gift officer.

iii.Ongoing Administration - Gifts are categorized for appropriate deposit and use based on
the donor's express direction, so long as that direction complies with University policies
and governing law:
a. Identification of purpose
i. unrestricted - available for use at the University's discretion. Gifts to the Annual
Fund are unrestricted.
ii. restricted - designated for a specific school, department, or purpose
b. Deposit of funds - based on the designated purpose, whether restricted or unrestricted,
the Office of Finance and Administration will designate an appropriate deposit channel
for each gift:
i.fund number ("fund") - to broadly designate the accessibility of funds gifted for
certain purposes, using the following numerical guidelines:
numbers 11 - 49 designate unrestricted funds
numbers 50 - 69 designate temporarily restricted funds
numbers 70 - 99 designate permanently restricted funds
For accounting purposes within the Office of Finance and Administration, each grouping
contains assets, liabilities, and fund balances.
ii. Organization number ("org") - to more narrowly designate cost centers at the smallest
unit level, typically through a delineation of at least six digits, with the first three
digits specifying the departmental unit, and the next three digits citing the particular
purpose.
iv.Closure - following receipt of copies of the Gift Information Form and appropriate
acknowledgement letters, the relevant gift officer or staff member can move the gift
to a "closed" status.
c. Annual Giving Segments
i. Negotiation/Acceptance - in addition to the Annual Fund, the Office of Annual Giving
solicits and receives gifts for the annual operating needs of various campus entities,
including Schools, academic departments, the athletic department, and campus
ministry, among others. Procedures for the negotiation and acceptance of cash gifts
to these Annual Giving segments shall be the same as outlined in III.A.1.a.i. above for
the Annual Fund.
ii. Acknowledgement/Receipt - procedures for the acknowledgement and receipt of cash
gifts to these Annual Giving Segments shall be the same as outlined in III.A.1.a.i.
above for the Annual Fund.
iii.Ongoing Administration - procedures for the ongoing administration of cash gifts to
these Annual Giving Segments shall be the same as outlined in III.A.1.a.ii. above for
the Annual Fund.
iv.Closure - following receipt of copies of the Gift Information Form and appropriate
acknowledgement letters, the relevant gift officer or staff member can move the gift
to a "closed" status.

2. Archdiocesan Collection - a defined segment of the fundraising endeavors of the U.S.
Conference of Catholic Bishops which is devoted to the Catholic University of America on
annual basis. Administration, on the University side, is handled by the Vice President for
Institutional Advancement, in conjunction with Development Services.
a. Negotiation/Acceptance - The U.S. Conference of Catholic Bishops makes recommendations to
Dioceses throughout the country regarding the timing of special collections for various
purposes, including the benefit of CUA. In conjunction with that timing, a vendor does mailings
on behalf of CUA to encourage giving. The President of the University or the Vice President for
Institutional Advancement can also utilize that vendor for additional mailings (i.e. press releases,
etc.) as appropriate or needed. Cash gifts are accepted in accordance with the procedures
outlined in III.A.1.a.i. for the Annual Fund above.
b. Acknowledgement/Receipt
i. Receipt - checks are received throughout the year, and can be received from a Diocese
itself, or from individuals within a given Diocese.
ii.Acknowledgement - each cash gift shall be submitted to Development Services (typically by
the Administrative Assistant of the Vice President for Institutional Advancement) along with a
Gift Information Form, the completion of which will facilitate proper deposit and acknowledge-
ment of the gift. The Office of Development Services shall send a standard acknowledgement
letter to the donor, and shall provide the relevant gift officer with a copy of that letter. In
addition, for a gift made directly from a Diocese itself, a separate acknowledgement letter,
signed by the President of the University, is sent. For gifts made directly from individuals, a
separate acknowledgement letter, signed by the Executive Director of Development is sent.
c. Ongoing Administration - funds received are designated for Archdiocesan Scholarships issued
by the University, and for that purpose are deposited in Fund 11, Org 824000.
d. Closure - following receipt of copies of the Gift Information Form and sending of the
appropriate acknowledgement letters Services, the relevant gift officer or staff member can
move the gift to a "closed" status.

3. Capital Campaign - an intensive fundraising endeavor, typically of a defined purpose and duration
designed to facilitate identified projects or objectives through the attainment of predetermined
financial goals. Contributions to capital campaigns are earmarked for the identified project or
goal, and examples can include endowments, facility construction or renovation, and equipment
acquisition, among other things.
a. Negotiation/Acceptance - the Vice President for Institutional Advancement, in conjunction with
relevant University authorities, shall identify the needs, numeric goals, and timeline, among
other things, necessary to administer a capital campaign. In doing so, The Vice President of
Institutional Advancement shall obtain the approval and participation of the Board of Trustees,
in accordance with established policies and procedures for the Board of Trustees. Procedures
for the negotiation and acceptance of cash gifts to Capital Campaigns shall be the same as
outlined in III.A.1.a.i. above for the Annual Fund.
b. Acknowledgement/Receipt - procedures for the acknowledgement and receipt of cash gifts to
Capital Campaigns shall be the same as outlined in III.A.1.a.i. above for the Annual Fund.
c. Ongoing Administration - procedures for the ongoing administration of cash gifts to Capital
Campaigns shall be the same as outlined in III.A.1.a.ii. above for the Annual Fund.
d. Closure - following receipt of copies of the Gift Information Form and the acknowledgement
letter from Development Services, the relevant gift officer or staff member can move the gift
to a "closed" status.

4. Corporate and Foundation Relations - an ongoing fundraising endeavor designed to develop
opportunities to generate support, through gifts and grants, for University priorities which are
aligned with the objectives of the relevant corporation, or community, family, or private founda-
tion. The Director of Corporate and Foundation Relations shall oversee this endeavor. Cash
receipts from Corporations or foundations are administered in accordance with the procedures
outlined in III.A.1.a.i.-iv. above, and further relevant procedures as detailed in Corporate and
Foundation Relations Procedures.

5. Gift Planning - an ongoing fundraising endeavor designed to promote and administer those gifts,
known as planned gifts, which, in light of the donor's particular circumstances and objectives,
provide various benefits to both the donor, in terms of tax planning and estate distribution, and
the University, in terms of its long term financial stability. The Director of Gift Planning shall
oversee this endeavor. Cash receipts from planned gifts are administered in accordance with
the procedures outlined in III.A.1.a.i.-iv. above, and further relevant procedures as detailed in
Gift Planning Procedures.

6. School Advancement - an ongoing fundraising endeavor designed to identify the needs and
priorities of particular schools within the University, and to solicit and obtain the major gifts to
meet them. Generally, major gifts shall be defined as $1,000.00 or more. The Development
Director for each particular school shall oversee this endeavor, typically working in conjunction
with the Dean of that School. Gifts to particular schools can be channeled through the annual
fund or capital campaigns
a. Negotiation/Acceptance - procedures for the negotiation and acceptance of cash gifts for
School Advancement shall be the same as outlined in III.A.1.a.i. above for the Annual Fund.
b. Acknowledgement/Receipt - procedures for the acknowledgement and receipt of cash gifts for
School Advancement shall be the same as outlined in III.A.1.a.ii. above for the Annual Fund.
c. Ongoing Administration - procedures for the ongoing administration of cash gifts for School
Advancement shall be the same as outlined in III.A.1.a.iii. above for the Annual Fund.
d. Closure - following receipt of copies of the Gift Information Form and appropriate acknowledge-
ment letters, the relevant gift officer or staff member can move the gift to a "closed" status.

7. Memorial Funds
a. Negotiation/Acceptance
i. Endowed Memorial Funds - in accordance with Section V.B.2.b. of Gift Acceptance Policies,
memorial gifts which meet the $50,000.00 minimum for endowed funds are typically governed
by a Gift Agreement, which is executed via the signatures of the donor and the President of
the University or his or her designee, and the imprint of the University seal.
ii. Non-endowed Restricted Memorial Funds - in accordance with Section V.A.2.a-b of Gift
Acceptance Policies, memorial gifts which do not meet the $50,000.00 minimum for endowed
funds, may be directed to assist a specific program or department at the donor's preference
and within University policy. Since they are restricted, they are typically Governed by a Gift
Agreement or Memorandum of Administration, which is executed as described in Section
III.A.7.a.i. above.
iii.Non-endowed Unrestricted Memorial Funds - in accordance with Section V.A.2.a-b of Gift
Acceptance Policies, memorial gifts which do not meet the $50,000.00 minimum for
endowed funds, and the use of which is at the discretion of CUA, are typically governed by
the standard Memorial Gift Form, and in accordance with Section V.A.1.d. of Gift
Acceptance Policies, shall be allocated to the University's General Scholarship Fund. The
standard Memorial Gift Form shall include the name of the deceased, the date of death,
designation towards the University's General Scholarship Fund, and the name and address of
the surviving widow, widower, or family member to whom notice of this fund should be sent.
b. Acknowledgement/Receipt
i. Endowed Memorial Funds - if established by way of a bequest or planned gift, endowed
memorial gifts shall be acknowledged and received as outlined for the appropriate vehicle in
Gift Planning Procedures. Other gifts establishing an Endowed Memorial Fund shall be
acknowledged and received in accordance with the procedures outlined in Section III.A.1-6
above.
ii. Non-endowed Restricted Memorial Funds - in accordance with the procedures outlined in
Section III.A.1-6 above, the standard acknowledgment letter will be sent by Development
Services to each individual donor who contributes to the fund. A copy of each such letter
shall be provided by Development Services to the relevant gift officer. In addition, a card or
letter, confirming the establishment of the fund and the names of the participating donors,
shall be prepared by a staff member of the Development Office, signed by the Vice
President for Institutional Advancement or his or her designee, and, within one month of the
decedent's date of death, sent to the decedent's closest surviving relative or friend.
iii.Non-endowed Unrestricted Memorial Funds - in accordance with the procedures outlined in
Section III.A.1-6 above, the standard acknowledgment letter will be sent by Development
Services to each individual donor who contributes to the fund. In addition, a card or letter,
confirming the establishment of the fund and the names of the participating donors, shall be
prepared by a staff member of the Development Office, signed by the Vice President for
Institutional Advancement or his or her designee, and, within one month of the decedent's date
of death, sent to the decedent's closest surviving relative or friend, as indicated on the
Memorial Gift Form.
c. Ongoing Administration
i. Endowed Memorial Funds - through the Office of Finance and Administration, gifts are cate-
gorized for appropriate deposit and use in accordance with the Gift Agreement, Memorandum
of Administration, or other relevant legal document, and in accordance with procedures out-
lined in Section III.A.1.a.iii. above.
ii. Non-endowed Restricted Memorial Funds - through the Office of Finance and Administration,
gifts are categorized for appropriate deposit and use in accordance with the Gift Agreement,
Memorandum of Administration, or other relevant legal document, and in accordance with
procedures outlined in Section III.A.1.a.iii. above.
iii.Non-endowed Unrestricted Memorial Funds - through the Office of Finance and Administra-
tion, gifts are categorized for appropriate deposit and use in the University's general
scholarship fund, as outlined in the Memorial Gift Form, and in accordance with procedures
outlined in Section III.A.1.a.iii. above.
d. Closure
i. Endowed Memorial Funds - following deposit of the last of the funds expected, and receipt
of copies of the relevant acknowledgement letters, the relevant gift officer or staff
member can move the gift to a closed status.
ii. Non-endowed Restricted Memorial Funds - following deposit of the last of the funds
expected, and receipt of copies of the relevant acknowledgement letters, the relevant gift
officer or staff member can move the gift to a closed status.
iii.Non-endowed Unrestricted Memorial Funds - following deposit of the last of the funds
expected, and receipt of copies of the relevant acknowledgement letters, the relevant gift
officer or staff member can move the gift to a closed status.

8. Matching Gifts - the University accepts gifts from companies which sponsor matching gift
programs for their employees or former employees. The categorization of the company gift, in
terms of whether it is restricted or unrestricted, annual or capital, and endowed or non-endowed
is determined by the gift from the underlying donor/employee.
a. Negotiation/Acceptance - the donor obtains a matching gift form from his or her employer,
completes the relevant portion of that form, and submits it to the relevant gift along with his
or her individual cash donation. The relevant gift officer or staff member then completes the
standard gift information form, including a notation that a matching gift is included, and
submits that form, the individual's check or gift, and the matching gift form to the Office of
Development Services. On the gift information form, the relevant gift office or staff member
should make particular reference to any deadlines the donor's employer may have for the
University's submission of the matching gift form.
b. Acknowledgement/Receipt - the Office of Development Services sends the standard acknow-
ledgement letter to the donor. In addition, where an individual gift is $1,000.00 or more,
Development staff shall prepare a separate acknowledgement letter for the signature of the
University President and forward it to the President's office, where it will be signed and sent
out. The President's office will then provide a copy of that letter to the relevant gift officer.
The Office of Development Services shall also complete the University's portion of the Match-
ing Gift Form, and submit it to the donor's employer.
c. Ongoing Administration - timing can vary regarding the University's receipt of the matched gift
from the donor's employer, as companies establish their own timing and frequency of payments
(i.e. quarterly, semi-annually, etc.). The amount can also vary, as companies also establish
their own policies regarding the extent of their match (i.e. equal to that of the donor; double
that of the donor, etc.). When the matched gift is received from the employer, the Office of
Development Services shall send the standard acknowledgment letter to the donor's employer,
and shall provide copies of that letter to the individual donor and to the relevant gift officer or
staff member.
d. Closure - following receipt of copies of the appropriate acknowledgement letters, the relevant
gift officer or staff member shall bring the gift to a "closed" status.

9. Telephone Pledges - the University accepts pledges, which are not immediate gifts but rather are
commitments from donors to make future payments of specified amounts within a defined time
period and for designated purposes.
a. Negotiation/Acceptance - pledges are solicited and processed through the Office of Annual
Giving, which utilizes the services of an outside vendor, Ruffalo Cody, in obtaining them as well
as outright gifts. Pledges are typically made over the telephone in response to calls from
Ruffalo Cody, and include an amount, a time period, and a designated purpose for the gift.
b. Acknowledgement/Receipt - Ruffalo Cody, on behalf of the Office of Annual Giving, shall send
to the donor an acknowledgement and reminder of the pledge made, including a return piece
and envelope, with which actual payment can be made.
c. Ongoing Administration
i. Ruffalo Cody, via an internet account, provides the Office of Annual Giving with a report
detailing