Policy

The Donors Relations/Development Services (DR/DS) office is responsible for obtaining all documentation related to the spendable gift specifically any documenation supporting the purpose of the gift.

The Controller's Office is responsible for setting up the fund in Workday with the proper accounting restrictions based upon information provided by the DR/DS office.

The department head in the area where the donor has restricted the spending is responsible for spending from this fund in accordance with the donor's intentions. If the department head is uncertain of the donor's intention, he/she should first review any documentation on Workday.  If no documentation is available, contact Donor Relations or Development Services to obtain further clarification or documentation of the donor's intentions.

Unspent restricted spendable gifts are carried over at the end of each fiscal year.
 

Procedure

1. When the spendable gift with all of the supporting documentation is ready for processing, the DR/DS office will request gift worktag numbers from the Controller's Office via Affiniquest.

2. The request is reviwed by the Controller's Office for proper supporting documentation to ensure that the fund is set up with the proper accounting restrictions.

3. If the gift is for a new spendable gift, the Controller's Office will set up a 'GF' gift in Workday. 

4. If the spending is restricted, the Controller's Office will record the restrictions in Workday under the 'Restrictions' tab.
5. If there is any uncertainty of the donor's intentions on spending, the department head should contact the DR/DS office.

6. The department should charge the gift worktag directly for any spending. Spending must follow the guidelines set forth for Accounts Payable and Travel.