- Procedures
- Accounts Payable / Voucher Processing
- Capital Asset Management
- Cash Receipts
- External Billings
- Final Payment to Subcontractors
- Fly America Act
- Gift Processing
- Identity Theft
- Internal Department Billings
- Journals
- Payments to Foreign Nationals
- Procurement Card
- Purchasing
- Researcher Planning International Travel
- Travel Advance and Reimbursement
- Unauthorized Purchases
Gift Processing
Summary
Gift Processing procedures apply to all gift monies received by departments. These gifts must be recorded by Alumni Affairs and Development services because they control all transactions of monetary gifts received by the University. Please refer to Policy 3.1: Accepting University Gifts.
Department Responsibility
If Department is preparing paperwork:
- All checks must be endorsed immediately upon receipt. The endorsement should state “For Deposit Only to Cornell University” with department name and account number including object code on reverse side of checks.
- Fill out Standard Gift Information Form and place the check, letter, pledge card, and matching gift form (if applicable), back in the original envelope. (Note: all staples, paper clips, rubber bands, etc. MUST BE REMOVED before sending envelope.) If the original envelope is not available, use a blank one. This ensures accurate processing of the gift by the bank.
- The batch of gifts should be placed in a SINGLE sealed envelope and labeled PAR lockbox.
- Write the amount of the check in the lower right-hand corner of the envelope.
- Make a copy of Standard Gift Information Form , check, letter, pledge card, matching gift form, and envelope and forward to Kristine Lange, CALS Development Office, 274 Roberts Hall.
- Sort through the envelopes and place those with checks of $5,000 or more at the top of the batch.
- Place all of original materials in the AMSA lockbox. AMSA will pick up the lockbox and deliver to the bank. After the deposit is processed at the bank and deposited to the Cornell holding account, copies of the deposit information will be given back to AMSA. AMSA will then take the bank copies to Information Services, Jean David, 130 East Seneca Street, Suite 400, Ithaca, NY
- NOTE: Gift checks can also be delivered to the Registrar's office in Day Hall.
FBSC Responsibility
If FBSC is preparing paperwork:
- Checks are hand carried to FBSC by department/end-user. The FBSC will not accept any checks which have not been endorsed and coded with an account number.
- FBSC representative fills out Standard Gift Information Form and places the check, letter, pledge card, and matching gift form (if applicable), back in the original envelope. (NOTE: all staples, paper clips, rubber bands, etc. MUST BE REMOVED before sending envelope.) If the original envelope is not available, use a blank one. This ensures accurate processing of the gift by the bank.
- The batch of gifts should be placed in a SINGLE sealed envelope and labeled PAR lockbox.
- FBSC representative writes the amount of the check in the lower right-hand corner of the envelope. (NOTE: all staples, paper clips, rubber bands, etc. MUST BE REMOVED before sending envelope.)
- FBSC representative makes a copy of Standard Gift Information Form , check, letter, pledge card, matching gift form, and envelope and forward to Kristine Lange, CALS Development Office, 274 Roberts Hall.
- FBSC representative places those with checks of $5,000 or more at the top of the batch.
- FBSC representative places all of original materials in the AMSA lockbox. AMSA will pick up the lockbox and deliver to the bank. After the deposit is processed at the bank and deposited to a Cornell holding account, bank, copies of the deposit information will be given back to AMSA. AMSA will then take the bank copies to Information Services at Thornwood (new address – moved from Brown Road) for processing by the Cornell gift records system.
Forms
Related Links