No, any funding that has been received for research must be processed through the Department of Sponsored Programs (DSP) and cannot be deposited into a gift account.  For general questions contact: dsp@uiowa.edu.

Last updated:12/22/2022

The donor intent sets forth either specific restrictions or general guidelines for a gift.

The donor of the gift establishes the guidelines for how they want their donation to be used.  Some gifts are for a very specific purpose and others are more general.

The department where the gift is deposited should maintain documentation of the donor intent.  The University Center for Advancement (UICA) maintains donor intent documentation for all gifts deposited at the UICA.

Last updated 12/19/2022

Funding related to externally sponsored programs (Grants/Contracts), royalties, proceeds from the sale of goods or services.

Before establishing a new gift account, you should consider the source of the funds and verify that the proceeds are related to a charitable donation from outside of the UI.  Once this is determined, then you will need to consider whether the donor has indicated any specific restrictions related to the use of the funds.  Gifts with donor specific restrictions should be tracked in a unique account.

If the gift funds are coming from the UICA and donor intent includes specific restrictions related to the use of funds, then a unique account should be established.  If the donor intent is less specific, then a University of Iowa (UI) account should be established that identifies the general purpose and/or discretionary nature; if there are multiple UICA accounts with similar intent, they could all use the same UI account.

When unique UI accounts are established for UICA accounts, then the UI account will "mirror" the UICA account by replacing the leading "3" from the UICA account with an "8" as the identifier in the UI grant program number.

Last updated: 12/19/2022

Once expenses have been posted, funding from the UICA should be processed by submitting an Expense Claim through the UICA.  Please note that the full 40 digit MFK must be included on the Expense Claim and must be valid. This authorizes gift funds to be sent to the Grant Accounting office for deposit.  Departments are expected to fund expenditures at least quarterly, if not more often.

Last updated 12/19/2022

Reviewing the donor intent and what kind of expenditures are allowed will help decide which fund to use:

520 – Used when expenditures are not restricted to just scholarships.  A 520 can accommodate for scholarships with a function 80.
525 – Used when donor intent states the gift is to be used for scholarship only.

To request a new Gift account departments should use the Request for General Ledger Chartfields & WhoKeys (CF/WK) application which is available to all GLDSS online users in Self Service – Administration – System. Currently the Grant/Program and WhoKey forms allow for a single value to be requested in the same transaction. If multiple values need to be established, they will need to be submitted as separate requests.

Links:

https://chartfield.bo.uiowa.edu/chartfield/

https://afr.fo.uiowa.edu/sites/afr.fo.uiowa.edu/files/CF_WK_App_User_Manual.pdf

Last updated 12/19/2022

10 – Instruction - Includes all activities that are part of the instruction program for both credit and non-credit courses

20 – Research - Includes all research and development activities funded by external grants or contracts for a specific purpose

30 – Public Service - Includes activities that provide non-instructional services beneficial to individuals and groups external to the University of Iowa

40 – Academic Support - Includes support services for the university's primary missions - instruction, research and public service

50 - Student Services - Includes activities for which the primary purpose is to contribute to the student's emotional and physical well-being, and intellectual, cultural and social development outside of the formal instructional program

60 - Institutional Support - Includes expenses for central, executive-level activities concerned with management and long-range planning for the entire institution. Please contact the Gift Accountant in the Grant Accounting Office before requesting a WhoKey with this Function code.

80 – Scholarship/Fellowships - Includes, but is not limited to, the following for persons enrolled in formal course work: awards, fellowships, prizes, scholarships and trainee stipend

Please contact Capital Assets Management: CAM@uiowa.edu. 

Last updated 12/19/2022

• UI Alumni Association - An organization dedicated to advancing the University of Iowa through a variety of communications, programs, and services (Policy Manual, 4.1).
• Iowa Law School Foundation – Organized to promote and develop the ability of the College of Law of the University of Iowa to train students for the legal profession (Policy Manual, 4.3).
• Iowa Measurement Research Foundation – Organized to advance knowledge in the field of educational testing, enrich the training of research workers in this field, and support the development of measuring instruments of potential value to school personnel (Policy Manual, 4.4).
• University of Iowa Research Foundation – Organized for the purpose of encouraging and assisting investigation, research, and education at the University of Iowa (Policy Manual, 4.8).

Last updated: 12/19/2022

Effective July 1, 2004, the university began assessing a gift fee against all gift deposits that were directly made at the university.  This fee is equivalent to that exacted by the UI Center for Advancement.  There are no exceptions to the assessment of the gift fee.

All gift accounts are reviewed during month-end and the gift fee is assessed as follows:   

• Amounts up to $500,000 will be assessed a 5% gift fee
• Amounts between $500,000 and $1,000,000 will be assessed a 2.5% gift fee 
• Amounts greater than $1,000,000 will be assessed a 1% gift fee

The Journal entry will be reversed using the same IACT as the deposit.  When the deposit has been reversed, the gift fee will be credited back to the account.

The account owner and reviewer are assigned in WhoKey administration for TDR distribution WhoKeyAdmin.  Ad-Hoc is available for gift accounts.

Last updated: 12/22/2022

Yes, the department is encouraged to send a thank you to acknowledge the gift, but the University of Iowa Center for Advancement (UICA) provides the official acknowledgement letter.  To generate an official acknowledgement letter, please forward a copy of the check and any correspondence to the Grant Accounting Office (GAO) prior to depositing the check.  If the information is not forwarded at the time of deposit, then the GAO will follow up at a later date to request the information and it will result in a delay of the official acknowledgement letter.

Last updated: 12/19/2022

An Honorarium is a payment for service on which custom or propriety forbids a price to be set.

Honorariums are typically given for speaking engagements or being part of a discussion panel.  There are many more ways, please contact the Gift Accountant on the Contact Us page if you have further questions.

Last updated: 12/19/2022

The University of Iowa allows the purchase of alcohol with gift funds in accordance with donor intent.

Last updated: 12/22/2022

To move funds between gift accounts, use transfer IACTs (35xx/75xx).

Transfers between gift and non-gift accounts is uncommon.  Check with the Gift Accountant on the Contact Us page when this is necessary.

Last updated: 12/22/2022

The University of Iowa does generate revenue that could be re-categorized as a gift (i.e., a transfer from a 240 or 980 account as a gift is not allowed).  Contact the Gift Accountant on the Contact Us page with specific questions.

Gift funds may be utilized by another department if the donor intent allows for the distribution of funds.  Please contact the Gift Accountant on the Contact Us page with specific questions.

Verify the account balance is $0.00 and notify the Gift Accountant on the Contact Us page to close the account.  Requests can also be made online through the “WhoKey Administration” tool by the account owner or reviewers.

The University of Iowa Center for Advancement's purpose is to solicit, receive, and manage gifts to support research and educational activities at the University of Iowa (UI) (Policy Manual, 4.1).  The UICA is the preferred recipient of gifts for the UI.  Donors should be encouraged to direct gifts to the UICA.