|
Definition of
Terms:
|
Gift/Membership
Process |
|
Responsible Dept: |
External Affairs |
|
Effective Date: |
October 13, 2004 |
|
Supersedes: |
New |
A B C D E F G H I J K L M N O P Q R S T U V W 0-9
-A- |
|
|
Legal
acceptance of a gift by an authorized campus official as defined in the
UCLA policy on Soliciting, Accepting and Returning Gifts. This includes taking title to a
tendered gift in the name of The Regents of the University of California
or The UCLA Foundation and notifying the donor. See
UCLA
policy
6310.1
for information on officials who are authorized to accept gifts. | |
|
A
collection of 32 regional electronic interbank networks used to process
transactions electronically with a guaranteed one-day bank collection
float. This private
electronic system is run by banks for high-volume, low-value
payments. | |
|
A
written statement to a donor indicating a gift or private grant has been
received by the University. Acknowledgement of a gift or private grant
does not imply acceptance of the asset. See Receipting. | |
|
Alumni,
fundraising and donor relations database application presently in use at
UCLA as the primary database of record for all UCLA fundraising and Alumni
Association activities.
Application is developed by SunGard
BSR. | |
|
Designating
the terms and conditions of the gift fund that have not been specified by
the donor, such as the benefiting of a campus and/or unit, purpose, and/or
fund type (e.g., endowment, current expenditure,
etc.) | |
|
ALUMNUS/ALUMNA/ALUMNI |
Alumnus
- Male who has graduated from the University. Plural is
Alumni. Alumna
– Female who has graduated from the University. Plural is
Alumnae. Use
Alumni when referring to a group of men and women who have graduated from
the University. |
|
ANONYMOUS COMPANY |
An
Anonymous Company is a company that has elected to give anonymously to the
University and insists on a high level of anonymity. An Anonymous Company
may also be added if it is an entity of a pre-existing Anonymous Donor.
Such records must be approved by the Executive Director of Donor Relations
and Development Services prior to
creation. |
|
ANONYMOUS DONOR |
An
Anonymous Donor is a donor who has elected to give anonymously and insists
on a high level of anonymity. These donors have their own ‘Anonymous’
record on Advance. Such records must be approved by the Executive Director
of Donor Relations and Development Services prior to
creation. |
|
ANONYMOUS FOUNDATION |
An
Anonymous Foundation is a foundation that has elected to give anonymously
to the University and insists on a high level of anonymity. An Anonymous
Foundation may also be added if it is an entity of a pre-existing
Anonymous Donor. Such records must be approved by the Executive Director
of Donor Relations and Development Services prior to
creation. |
|
ANONYMOUS GIFT |
An
Anonymous Gift is any donation that will not be publicly
recognized. |
|
ANONYMOUS MATCHING GIFT COMPANY |
An
Anonymous Matching Gift (MG) Company record exists when a MG company is
unable to provide the University with the donor’s identity and the
Matching Gift Coordinator is unable to deduce who the match should be
associated with. In such instances the matching gift will be put on the
respective company’s Anonymous MG record as opposed to the company’s
primary MG record. |
|
See
Mass
Solicitation. | |
|
A
subset of a particular audience type identified by a segment
code. Multiple
appeal codes may link to a segment code. The appeal code is a unique
identifier used to track a subset of a solicitation for the purpose of
performance reporting on the appeal and individual giving. There may be one or more appeal
codes per solicitation. | |
|
The
date the solicitation is issued. | |
|
The
type of solicitation conducted, e.g., direct mail, web transaction, or
e-mail. | |
|
“AS IS” |
Term
used to describe the current process, costs, or situation. The “as is” description becomes
the point against which future progress or changes are measured. “As is” process, costs, or
situation is eventually compared to the “to be” process, costs, or
situation. |
|
Identifies
the form (type of asset) of a gift at the time it is transferred to The
Regents of the University of California or The UCLA Foundation. | |
ASSOCIATED
CREDIT |
Assigned
gift credit beyond the donor of record, and is also known as Soft
Credit. |
AUTOMATIC
PAYMENT PLAN (APP) |
Payment
plan whereby a donor's pledge or a member's membership may be fulfilled
over a series of payments either by credit card or by ACH (Automated
Clearing House). The
donor/member is required to provide either credit card or bank account
information and a signature authorizing recurring charges to his or her
account. |
-B- |
|
|
Billing and Receivable (BAR) system - Produces
monthly student statements, receives and processes scholarships from
outside agencies, and processes company, governmental, and military
sponsor payments. BAR provides students with information needed to pay
quarterly registration fees and various other charges, such as IEI fees,
monthly dormitory telephone usage, CLICC charges, and Student Health
visits. BAR also reflects any
credits, such as financial aid, waivers, cash, and credit card payments.
It also provides students with a bottom-line amount due and the date by
which payments must reach the Administrative Main Cashier Office. The Student Accounting Office
manages the BAR. | |
|
An
individual, charity, trustee, or estate that is designated to receive
benefits under a will, insurance policy, retirement plan, annuity, trust,
or other contract. | |
|
A recognition product/service /opportunity given to a donor/member to acknowledge a donation/membership dues received related to certain donor/membership levels. | |
|
Bequests (from estates) are gifts given through
an individual’s will or through a trust created during lifetime that does
not become irrevocable until the donor’s death.
| |
BRE
|
A
business reply envelope which is usually included with a solicitation or
inside a publication in the hopes that a donation will be
forthcoming. |
|
BUSINESS
PROCESS REDESIGN (BPR)
|
A
managerial approach that incorporates strategy, work processes, people,
and technology to improve performance radically, so as to create
sustainable improvement by challenging and redesigning the core business
processes using operational, technical, and change management
expertise. |
|
The
rules that define which business processes, data constraints, and
performance criteria are acceptable.
In addition, they assert business structure and control or
influence the behavior, conduct, action, and practice of the business.
| |
-C- |
|
|
A
personalized giving level strategy for each donor in the solicitation that
is calculated using the donor’s previous gift. For example, the calculated ask
might be: $Last
Gift, $Last Gift X 1.5, $Last Gift X 2, Other With
this example, if the donor gave $100 the previous year, the calculated
giving level would be: $100, $150, $200, Other. Also known as Ask String
and Dollar Handle. | |
|
A
series of organized, planned actions for a particular purpose, such as
raising funds for an institution. | |
|
Originally
established at the Los Angeles campus in 1945 and the Berkeley campus in
1948 as alumni foundations to secure private support for student aid. They are independently
incorporated as non-profit, public benefit corporations and serve as the
primary fundraising arm for their respective campuses. Each foundation is staffed by
University personnel and are located on each
campus. | |
|
A
University document (UDEV 100) which is used to record acceptance of a
gift, bequest or private grant by an authorized University administrator.
In addition, the report summarizes certain specific information relating
to the terms, conditions, and amounts of the gift, bequest or private
grant, as well as certain specific information about the donor. This
report is also known as a Tender. | |
|
Assets
that include currency, coins, checks, money orders, and bank
drafts. | |
|
An
endowed fund from which payout (income, interest, and appreciation) is
used for the research and teaching activities of the appointed chair
holder. | |
CHANGE MANAGEMENT |
The
effective management of a business change such that executive leaders,
managers, and front line employees work in concert to successfully
implement the needed process, technology or organizational changes, while
minimizing the impact on productivity, avoiding unnecessary turnover or
loss of valued employees, eliminating any adverse customer impact, and
achieving the desired business outcomes as soon as
possible. |
CHARITABLE REMAINDER TRUST |
Also
called a Charitable Remainder Unitrust, this is a plan defined by federal
tax law that allows a donor to provide income to herself and/or others
while making a generous gift to charity. The income may continue for the
lifetimes of the beneficiaries, a fixed term of not more than 20 years, or
a combination of the two. The donor irrevocably transfers assets, usually
cash, securities, or real estate, to a trustee of her choice. The donor
receives an income tax deduction equal to the trust’s remainder value to
the charity, subject to IRS limitations. During the unitrust’s term, the
trustee invests the unitrust’s assets. Each year, the trustee distributes
a fixed percentage of the unitrust’s current value, as revalued annually,
to the income beneficiaries. The donor may add funds to her Unitrust
whenever she likes. When the Unitrust term ends, the unitrust’s principal
passes to charity, to be used for the purpose designated by the
donor. |
CHARITABLE REMAINDER VALUE |
A
gift’s charitable remainder value is the present value of the gift to
charity at the time the gift is made. The portion of the initial gift
funding amount that is viewed by the IRS as benefitting the charity is the
charitable remainder value. |
|
|
A
publicly supported charity that makes gifts and grants in a specific
community or region. In its
general charitable purposes, a community foundation is much like a private
foundation; however, its funds are derived from many donors rather than a
single source, as is usually the case with private
foundations. |
CONFLICT OF INTEREST |
A
situation in which an employee may have the opportunity to influence the
University’s business decisions in ways that could lead to personal gain
or advantage to associates or firms in which employee has an
interest. All UC employees
are expected to separate their University and private interest in
accordance with existing University policies and state
law. |
CONFLICT OF INTEREST FORM |
The
“Principal Investigator’s Statement of Economic Interests” form mandated
under the State of California Fair Political Practices Commission is used
by principal investigators to disclose certain financial interests in
sponsors of research. A
Statement of Economic Interests is also called a financial disclosure
statement in University policy and related implementing guidelines. (From Instructions for Statements
of Economic Interests for Principal Investigators at the University of
California Form 700-U). |
CONSENT LANGUAGE |
Communication method used to obtain consent from
a donor to publish his/her name in web-based and/or print
publications. |
CONTRACT |
A written agreement under which the University
conducts research, training, public service or other services. Contracts are generally awarded in
response to a call for proposals, especially from government and
non-profit sponsors. Specific
obligations including performance expectations, milestones and/or
deliverables are often required, as are technical and financial
reports. Contract revenue is
not counted in Campaign totals. |
|
A
donation of a gift or payment of dues. | |
|
A
set of linked activities that crosses the boundaries of traditional
functional operations. This process is carried out to fill the needs and
expectations of customers.
Core
business processes drive the organization’s success and competitive
advantage. | |
|
One
of eleven departments of Corporate Financial Services, Corporate
Accounting provides accounting and related administrative services to the
UCLA campus community. | |
|
A
non-profit organization developed and maintained under the auspices of a
corporation for the purpose of providing funds in support of charitable
purposes. Its purpose is to
make gifts and grants, usually on a broad basis, although not without
regard for the business interests of the corporation. Per N. Deutsch
team | |
|
The
principal of a fund or estate as distinct from payout (income, interest,
and appreciation). | |
|
The
name given to donor benefits provided by the UCLA Fund for Chancellor's
Circle, Young Alumni Chancellor's Circle, Student Chancellor's Circle,
Chancellor's Associates, and Chancellor's
Cabinet. | |
|
CCV |
CCV
(Credit Card Verification or Card Code Verification Number. Also known as:
(1) CVV-Card
Verification Value
(2) Security
Code) The
CCV or CVV code is a number on Visa, Mastercard, Discover, and American
Express credit cards. It appears only on the card and is used for
verification purposes. This number is not embossed on the card and hence
not printed on receipts. If
the user of the card does not know the code, then he/she does not have the
card, which is a likely indication of fraud. The code is not required to
process credit card transactions.
However, many banks require the verification code to be entered
when processing cards, and may charge a higher processing rate if a code
is not entered. On
Visa, Mastercard, and Discover, the code is a three-digit number located
on the back of the card above and to the right of the signature box. On
American Express cards, the number is located on the front above the card
numbers on the right hand side. |
|
A
gift fund or private grant contributed by a donor under the terms of which
the University may expend all or a portion of the assets at its discretion
for the specified purposes. | |
|
The
person to whom a product or service is
delivered. | |
CYCLE TIME
|
The
amount of time it takes to perform each task in a
process. |
-D- |
|
|
DATA
PROCESSING REQUEST (DPR) |
Electronic
form used to specify criteria for data output, such as, reports,
downloads, etc., that users wish to receive from the Advance
database. |
|
The
month, day, and year an authorized University administrator formally
accepts a gift or private grant. | |
|
The
month, day, and year a gift or private grant is received in a University
office or is transferred to a University
account. | |
|
DDF |
The
Departmental Deposit Form is used to deposit funds with the main
cashier. The form may be
completed on-line at www.amco.ucla.edu/DDF.htm. |
|
Deferred
giving (or planned giving) is a broad description for charitable gifts
that provide a "deferred" benefit to the charity. There are two
major categories of deferred gifts: revocable and
irrevocable. The
most common type of revocable gift is a bequest intention made via will,
living trust, IRA or insurance proceeds.
By
contrast irrevocable deferred gifts generally provide immediate tax
benefits and often a lifetime income for the donor.
Examples
of irrevocable deferred gifts are: charitable trusts, gift
annuities, and pooled income funds. Charitable
Lead Trusts are also irrevocable gifts. However, the income is
distributed annually to the charity and the remainder value reverts either
to the donor or a family member. | |
|
The status of a gift pledge
or membership obligation when a donor or member has failed to make
payment(s) on the agreed upon due date. | |
|
A
form used to deposit checks to The Regents of the University of
California.
| |
|
A
document used to accompany gifts being deposited to a restricted fund
account in The UCLA Foundation. It is used only for cash gifts, foreign
checks, or for gifts received without a solicitation
piece. | |
|
Information
included with fundraising solicitations sent to prospective donors
regarding the University’s privacy notice, donor consent to use personal
information, fiduciary responsibility and administrative
fee. | |
|
An
individual or organization that makes a gift or contribution to a
charitable institution.
For the
Gift/Membership process, the terms Donor and Member are one and the
same. | |
|
See Consent
Language. | |
|
Fees charged to individuals
to continue the services afforded to them as a member. Alumni who are only members of the
Alumni Association by payment of dues are not considered donors to the
University. Last sentence per
N. Deutsch team | |
-E- |
|
EFT |
Electronic
Funds Transfer |
ELEMENTS |
See
Required
Elements. |
ENDOWMENT |
Funds
that are kept intact and invested. The earnings or a portion thereof are
applied to purposes the donor
designates. |
ENDOWMENT MINIMA |
The
minimum endowment corpus
required to support a specific University program or
activity. |
ENTERPRISE |
An
entire organization or business firm. |
ERROR |
An
outcome produced by mistake; unintentional deviation from the standard; an
invalid condition based on business rules, calculations, or other
criteria. |
ERROR FREE |
An
outcome produced that complies with the standard; a valid condition based
on business rules, calculations, or other
criteria. |
EXCEPTION CONTRIBUTION
|
A
donation or payment from a donor/member having incomplete data elements in
which a business rule does not apply. |
EXCEPTION REPORT |
Printed
or on-line report for quality assurance purposes that contains information
about data that does not conform to pre-defined business rules.
|
EXCHANGE CHECK |
A process used by The UCLA Foundation, the UCLA
Alumni Association, and The Regents of the University of California to
transfer monies to the correct beneficiary for checks made payable or
deposited to the incorrect payee. |
EXTRAMURAL |
Gifts,
contracts, or grant support that come from a source outside UCLA. Extramural support may come from
federal, state, public, or private sources. last sentence per N. Deutsch
team |
-F- |
|
|
Also
called the appraised value or fair market
value.
See
Fair
Market Value. | |
|
Financial
Accounting Standards Board – Composed of independent members who create
and interpret Generally Accepted Accounting Principles
(GAAP). | |
|
The
price that a well-informed and willing buyer is willing to pay a
well-informed and willing seller for an asset.
| |
|
A
non-profit organization that is funded solely by an individual’s private
or family money. The
organization is managed either by the donor or family members. When
a Board is established, the family members still maintain control of
charitable funding decisions.
Family
foundations may evolve into independent (private) foundations when donors
or founding family members no longer control funding
decisions. | |
|
See
Campus
Foundation. | |
|
See
Community
Foundation. | |
|
See
Corporate
Foundation. | |
|
FOUNDATION,
FAMILY |
See
Family
Foundation. |
|
See
Operating
Foundation. | |
|
See
Private
Foundation. | |
|
Any
type of collateral information and premiums
issued
in response to a specific action. | |
|
A
fiscal and accounting entity with a self-balancing set of accounts for the
purpose of carrying on specific activities or attaining certain objectives
in accordance with specific regulations, restrictions or
limitations. | |
|
FUND
FUNCTIONING AS
AN ENDOWMENT (FFE) |
Similar
to an endowment
except that if circumstances change significantly, or as stipulated by the
donor, appropriate administrative action may reverse the decision to hold
the principal inviolate, thereby allowing for its expenditure. Also known as
Quasi-Endowment. |
|
The
list of funds defined in the Solomon Fund accounting
module. | |
|
Defines
how the fund is administered.
There are five fund types within The Foundation and six types
within The Regents:
| |
|
FUND
SET-UP (NEW
FUND) |
The
process of establishing a Foundation or Regents
fund. |
|
An
organized effort to solicit gifts and grants for any University purpose
from multiple private sources such as individuals, corporations, groups,
or foundations. | |
-G- |
|
|
Governmental
Accounting Standards Board - Its mission is to establish and improve
standards of state and local governmental accounting and financial
reporting, resulting in useful information for users of financial reports.
Also serves to guide and educate the public, including issuers, auditors,
and users of those financial reports. | |
GIFT |
A
generic term that includes Outright
Gifts,
Deferred
Gifts,
and Pledges. The assets gifted are irrevocable
and can include Cash,
Securities,
Real
Property,
Tangible
Personal Property
or other Non-Monetary
assets. In
general, classify funds as gifts when the following characteristics
exist: Disinterested
Generosity; Donor
does not impose contractual requirements; Funds
are awarded irrevocably. Since
in many situations all of the above characteristics will not be present,
judgment must be exercised in order to classify the gift/grant in
accordance with the intent of this Policy. The decision as to whether a
particular award should be considered a gift cannot be made based upon the
presence or absence of a single characteristic or criterion. Rather, one must look at the award
in order to make a judgment as to its proper
classification. |
GIFT/MEMBERSHIP PROJECT
|
The
UCLA project specifically charged with designing and implementing a
streamlined, donor-centric business process to record gifts of private
support to the University as a result of fundraising, and of memberships
in support of the UCLA Alumni
Association. |
|
GIFT
AGREEMENT |
See
Mass
Solicitation. |
|
GIFT
ANNUITY |
A
charitable gift annuity is a simple contract between the donor and a
charity. In exchange for an irrevocable gift of cash, securities, or other
assets, the charity agrees to pay one or two annuitants a fixed sum each
year for life. When the beneficiaries have died, the principal left passes
to the charity, to be used for the purpose designated by the
donor. |
|
GIFT
PROCESSING |
Process
includes review of gift paperwork, coding and keying of appropriate donor
information into Advance, and subsequent receipting to primary (legal)
donor.
|
|
GIFT
PROCESSORS |
Staff
members responsible for review of gift paperwork, keying of gift
information into Advance, gift receipting, and gift reminders. Gift Processors are also
responsible for biographic and membership
processing. |
|
GIFTS,
SOLICITED |
Gifts
received as a result of direct request on the part of
Development. |
|
GIFT
TRANSMITTAL |
Document
summarizing key gift elements for gift processing.
|
|
GIFTS,
UNSOLICITED |
Gifts
received not as a result of direct requests on the part of
Development. |
|
Items
that will become assets of the University, such as computer hardware and
software licenses. See
Tangible
Personal Property. | |
|
GIVING
LEVELS |
Predefined
gift-range categories. See
also
Calculated
Giving Level. |
|
A written
agreement under which the University conducts research, training, public
service, or other services, The intent is to provide financial assistance
to support a specific project and in most cases only technical or
financial reports are required; there are usually no other deliverables or
obligations. Note that a
private grant is an award from an extramural sponsor for the conduct of
research, scholarly and professional training, and public service. Private
grants are included in Campaign totals. In general,
classify funds as grants when the following characteristics
exist: Provision
for audits by or on behalf of the grantor; The grantor
is entitled to receive some consideration such as a detailed technical
report of research results or a report of expenditures;
Testing or
evaluating of proprietary products may be involved; The research
is directed to satisfying specific grantor requirements (e.g., terms and
conditions stating a precise scope of work to be done rather than a
general area of research); A specified
period of performance is prescribed or termination is at the discretion of
the grantor; Funds
unexpended at end of period are subject to be returned to the grantor if
an extension or other use is not agreed upon; Patent
rights may be requested by the grantor.
| |
GROUP
CREDIT |
Gift
from two or more non-related
individuals. |
-H- |
|
HARD CREDIT |
See
Primary
Credit. |
HEALTH INSURANCE
PORTABILITY AND ACCOUNTABILITY ACT OF 1996
(HIPPA) |
In
compliance with the 2003 Privacy Rule for the Health Insurance Portability
and Accountability Act of 1996, Health Services fundraising solicitations
must include language that allows the recipient to opt out of receiving
further communication from the department or
program. |
HONORIFIC |
A
naming not in recognition of a gift. |
-I- |
|
INTERNAL
CONTROL |
Method,
procedure, or system designed to promote efficiency and accuracy, assure
the implementation of policy, and safeguard
assets. |
INDEPENDENT
SUBSTANTIVE REVIEW COMMITTEE
(ISRC) |
A faculty Committee
originally appointed by the Chancellor in 1984 as a requirement of the
Political Reform Act of 1974 (Gov Code §81000) that reviews positive
disclosures of financial interests in sponsors of research by the
investigators receiving the support.
The Committee’s focus is to determine whether a positive disclosure
constitutes a significant conflict of interest that might compromise or
potentially compromise the objectivity of the work to be
conducted. |
-J- |
|
JOINT
GIVING |
Gift
credit for a spouse or domestic
partner. |
-L- |
|
LEAD
TRUST |
A
charitable lead trust is a gift plan defined by federal tax law that
allows an individual to transfer assets to family members at a reduced tax
cost (Non-Grantor Lead Trust), or which allows an individual to retain
ultimate possession of an asset (Grantor lead Trust) – while making a
generous gift to a charity. |
LEGAL
AMOUNT |
The
value of a gift. |
LEGAL
REVIEW |
Consultation
with Regent or Foundation general counsel. Items of discussion include
review of a proposed transaction, documents relevant to a proposed or
executed transaction, etc. |
LIFE MEMBERSHIP
|
The
highest membership level.
This form of membership may be paid in full or installments over a
pre-determined number of months.
Those who elect to pay in installments are referred to as Paying
Life Members until they have paid their last payment at which time they
become Life Members. |
LOCK
BOX |
A
collection and processing service provided to firms by banks, which
collects payments from a dedicated postal box to which the firm directs
its customers to send payments. The banks make several collections per
day, process the payments immediately, and deposit the funds into the
firm's bank account. |
-M- |
|
MAJOR
GIFT |
A
significant single gift. The amount may vary depending on the fundraising
organization. Generally, at
UCLA gifts of $100K or more are considered major
gifts. |
MARKET VALUE
|
See
Fair
Market Value. |
MASS SOLICITATION |
Mass
solicitations (AKA mass appeals) are written appeals to groups of donors
to raise funds for The UCLA Foundation and the UCLA Alumni Association.
The Regents of the University of California, support groups with 501
(c)(3) status, and other UCLA affiliated entities are included in the
policy. These solicitations
are part of an organized effort to raise funds from multiple private
sources such as individuals, corporations, groups, and foundations. Gift solicitation letters must be
reviewed by a development officer prior to conducting a mass
solicitation. |
MATCHABLE GIFT |
A gift donated by an
individual, couple, or outside entity that has the possibility of being
matched by another entity (i.e., a company, a corporate foundation or a
private foundation). per N.
Deutsch team |
MATCHING
GIFT |
A gift received from an
outside entity or other eligible individual that matches a contribution to
the University. per N. Deutsch
team |
MEMBER |
An
individual who joins an organization, group or association. A member of the Alumni Association
usually pays dues, which vary based on the member category that he/she
selects. |
MEMBERSHIP |
The body of members
representing an organization, group or
Association. |
MEMBERSHIP PACKET
|
A fulfillment package that is
mailed to a new member. |
-N- |
|
|
NACUBO |
National
Association of College and University Business Officers (NACUBO) serves a
membership of more than 2,500 colleges, universities, and higher education
service providers across the country. It represents chief administrative
and financial officers through a collaboration of knowledge and
professional development, advocacy, and
community. |
|
NON-GIFT |
A
monetary exchange for benefits or services for which there is no
philanthropic intent. |
|
NON-LOCK
BOX TRANSACTION |
Transaction
not deposited through the lock box, (e.g. securities, online giving, Call
Center, non-negotiable checks). |
|
Applies
to personal or company property (except securities and real property),
including works of art, books, intellectual property, and scientific and
other equipment. Non-monetary
gifts are reported at their fair market
value. | |
|
A
document used to deposit cash or cash equivalents to the
University. | |
-O- |
|
|
OFFICE
OF ACCEPTANCE |
The
administrative unit or delegated positions that officially accept gifts or
private grants. |
|
OFFICE
OF CONTRACT AND GRANT ADMINISTRATION
(OCGA) |
Assists the campus research enterprise in
applying for, receiving, and administering contracts and
grants. |
|
A
fund or endowment designated under the tax code by the IRS as a private
operating foundation. The
primary purpose of this foundation is to operate research, social welfare,
or other programs determined by its governing body or charter. Operating
foundations often fundraise to support their own programs. Most award few or no grants to
outside organizations. per N. Deutsch
team | |
|
OPERATIONAL
REPORTING |
Operational
reporting is designed to support the detailed day-to-day activities of the
corporation at the transaction level. It is typically used by the
front-line operations personnel for making short-term, detailed decisions.
In operational reporting, detail is much more important than summary. In
fact, in operational reporting summary information is often irrelevant.
Examples of operational reporting include bank teller end-of-day window
balancing reports, daily account audits and adjustments, daily production
records, flight-by-flight traveler logs and transaction
logs. |
|
ORGANIZATIONAL
UNIT |
A
school, college, center, institute, or department that a donor has
specified as the recipient of a gift or private
grant. |
|
OUTREACH
PROGRAM |
The
extending of services or assistance beyond current or usual limits. In the
context of the gift membership process, an outreach program is employed to
communicate details about our project and its goals, as well as to enlist
other staff throughout the campus to help bring others on board with the
program. |
|
A
voluntary and irrevocable donation of cash or property that may be used
immediately. | |
|
OVER-THE-TRANSOM |
Any
non-major gift that comes into the University without remit or gift
agreement. Could also
indicate that the item does not have an appeal code.
|
-P- |
|
|
PAYOUT |
The percentage of the yield from the investment
of the endowment corpus, generally adjusted annually by the charity’s
governing body, to be distributed to the endowment beneficiary. Payout may include interest and
dividend income, as well as realized and unrealized capital
gains. |
|
PERFORMANCE
REPORTING |
Statement that displays measurements of actual
results of staff or an entity’s activity over some time period. Ideally, these results are
compared with budgeted or standard measurements obtained under some
conditional assumptions over the same
period. |
|
PLANNED
GIFT |
See Deferred
Gift. |
|
An irrevocable written agreement to pay a
specified amount of money according to an agreed
schedule. | |
|
PLEDGE
ACKNOWLEDGMENT |
The
document that the Call Center sends immediately to the donor after a phone
pledge is obtained. Some
donors pay when they receive it; others may wait to receive the Pledge
Reminder generated by Data Services before payment is
made. |
|
PLEDGE
WITH PAYMENT |
An
irrevocable written agreement to pay a specified amount of money according
to an agreed schedule which is included with the initial
payment. |
|
POOLED
INCOME FUND |
A
donation to a pooled income fund, usually cash or securities, is invested
together with the gifts of all other donors to the fund. The donor
receives an income tax deduction equal to the gift’s remainder value to
the charity, subject to IRS limitations. Each quarter, the donor’s
proportional share of the fund’s income is distributed to the income
beneficiaries named by the donor. The amount distributed varies with the
fund’s investment performance.
When the last income beneficiary of the
donor’s gift dies, the fund and given to the fund’s charitable
beneficiary, to be used for the purpose the donor
designates. |
|
PREDEFINED |
The
value sets for any type of data that are defined in advance. In the context of credit cards,
The UCLA Foundation only accepts a defined list of credit cards. Credit cards not on this
predefined list may not be accepted. |
|
A
one-time recognition/product/service offered to members in response to a
specific membership solicitation. | |
|
A
system code to categorize and define various premiums offered to
donors/members. | |
|
The
field designated in the donor database to record the FMV of any benefits
received by the donor in connection with a gift. For Membership the
Premium Field records the Premium Code. See
Premium Code. | |
|
An
asset’s present value is the value of an asset in today’s dollars, given
its value at a specific time in the future. For gift acceptance purposes,
the present value is the same as the Charitable Remainder Value.
| |
|
Assigned
only to the legal donor (donor of record) and is also known as Hard
Credit. | |
|
A
fund or endowment designated by the IRS as a private foundation under the
law, the primary function of which is the making of grants or gifts. The assets of most private
foundations are derived from the gift of an individual or family. Some function under the direction
of family members and are known as “Family
Foundations”. | |
|
PROCESSING
|
A
series of actions starting with review of incoming paperwork and ending
with update on Advance by the Data Services unit of Gift Services.
Processing performs edits on biographic, Alumni Association membership,
and gift modules on Advance. |
|
PROSPECT |
An individual, family, corporation, or
foundation that has been identified as having sufficient interest,
potential, and inclination to make a substantial
gift. |
|
PULL
TECHNOLOGY |
An action that occurs at a scheduled time or is
specifically initiated. |
|
PURPOSE
|
The
intended use of private support as designated by the donor or
grantor. |
|
PUSH
TECHNOLOGY |
An
action is triggered by an event.
An event could be authorizing a solicitation remit card, requesting
a new fund number, or receiving new data. An action could be sending an
email, notifying appropriate departments/ personnel an event has occurred,
or updating a remote system.
Delays are minimized because completion of a step initiates the
following step. |
-Q- |
|
QUASI-ENDOWMENT |
|
QUID PRO QUO
|
A
good or service (benefit) received by the donor in connection with a
gift. See
Benefits,
Courtesies,
and
Premium. |
-R- |
|
|
Assets that apply to real estate, including
land, buildings, and other improvements; and to oil, mineral and related
rights. Real property is
reported at its fair market value. | |
|
REALLOCATION
|
Subsequent to the Allocation, the administrative
designation of fund terms that have not been specified by a donor, such as
the benefiting campus unit, purpose, or fund
type. |
|
Official acknowledgment for primary (legal)
donor to use as proof that a donation was made. Data Services generates the
receipts from Advance. | |
|
RECOGNITION |
Any activity that demonstrates attention or favorable notice to a donor in response to their contribution(s) to the university. |
|
RECONCILE |
The process of matching and balancing
transaction activity with account balances, e.g., matching cash account
general ledger transactions with a bank
statement. |
REGENTS |
See
The
Regents of the University of California. |
REMIT |
The document sent to a prospective donor/member
as part of a fundraising or membership solicitation which is returned with
payment for the gift/pledge/membership. Also known as Remit Card, RSVP
Card. |
|
REMITTANCE
|
An
instrument that a donor or member returns to UCLA along with a gift or
alumni membership dues that provides key donor and member information such
as name, Advance ID, address, phone number, amount of gift appeal code,
desired fund name or number, etc.
An example of a remittance would be the tear-off coupon on a
solicitation letter. Also
known as a Remittance Device or a
Remit. |
|
RENEWAL
NOTICE |
Reminder that membership dues
are payable. The notice is
issued for a seven-month period - each of the three months prior to, the
current month due, and three months past the renewal
date. |
|
Standard gift language that enables The Regents
of the University of California or The UCLA Foundation to administer a
gift in accordance with its policies; including management, investment,
and distribution of the gift, as
applicable. | |
|
See
Remit. | |
|
RESTRICTED
GIFT |
Gifts
that have restrictions placed on them by the donor; they may be restricted
to the school, department, purpose etc. |
|
RETAINED
LIFE ESTATE |
A
retained life estate is a gift plan defined by federal tax law that allows
an individual to donate her home or farm to a charity while retaining the
right to live in it for the rest of her life.
The donor irrevocably deeds
her home or farm to the charity, but retains the right to live in it for
the rest of her life, a term of years, or a combination of the two. The
donor may also use a vacation home to create this kind of gift. The donor
receives an income tax deduction for the remainder value of the home to
the charity, subject to IRS
limitations. |
|
RSVP |
Response
as a result of a mass solicitation related to an event. The RSVP includes both a gift
component and a payment for the fair market value of the goods consumed by
the attendee. |
-S- |
|
SECONDARY REVIEW
|
Occurs
when the initial input of data for a solicitation is
rejected. |
|
Assets
that include stocks, bonds, and related instruments such as promissory
(mortgage) notes and insurance policies if maintained rather than
surrendered for cash. | |
|
Within the Segment
Type, the code which describes the
audience. | |
|
A broad category of donor; an overarching
descriptor of the type of segment solicited. Examples of Segment Type
categories include Acquisition, Lapsed, and
Renewals. | |
|
SOFT
CREDIT |
See
Associated
Credit. |
|
SOLICITATION/SOLICITATION
LETTER |
Any communication to potential donors requesting
gifts to the University. |
|
SOLOMON
FINANCIAL SYSTEM |
An
accounting database system with multi-user and ad-hoc reporting
capability. Information stored and reported from this accounting system
meets Generally Accepted Accounting Practices (GAAP) and complies with
Governmental Accounting Standards Board (GASB). |
|
STAKEHOLDER |
An
individual with a vested interest in the process being studied. At UCLA stakeholders for a
prospect strategy discussion may be Deans, Development offices and/or
faculty, versus customers and
volunteers. |
|
STANDARDIZATION
|
The process of establishing standards that are
documented agreements containing technical specifications or other precise
criteria to be used consistently as rules, guidelines, or definitions of
characteristics. This ensures
that materials, products, processes and services are fit for their
purpose. |
|
STEWARDSHIP |
Policies
and practices designed to provide donors with timely and on-going
appreciation and acknowledgment of their gift(s). |
|
STEWARDSHIP
STRATEGY |
Personalized,
coordinated activities designed to enhance donors’ relationships with the
University. |
|
STOCK
|
Transferable
certificates of ownership of investment products such as notes, bonds,
stocks, future contracts, and options. |
|
STRAWMAN
|
An
idea that is put forth to discuss and pick apart, as if the idea was a
bundle of items tied together, but through discussion one part (like the
arm) can be pulled off, and the rest retained. The hope is that in thinking about
an idea as a strawman, no one in the discussion gets too attached to it so
that the idea can be picked apart
objectively. |
|
SUSPENSE
ACCOUNT |
An
account established to record unidentified transactions requiring further
research before they can be applied to the appropriate
account. |
-T- |
|
|
Tangible
personal property is a physical object(s) such as a painting, sculpture,
or collectibles. These items
are usually liquidated by the University. A
charitable gift of tangible personal property is deductible up to its fair
market value only if the charity puts it to a use related to its
purpose. Otherwise, the
charitable contribution is limited to the donor’s cost
basis. See
also Gift-in-Kind. | |
|
TENDER
|
|
|
TESTAMENTARY
PLEDGE |
A
testamentary pledge is a pledge which a donor makes to give a certain
amount to a charity, which is to be fulfilled by the donor’s estate after
his death. |
THE REGENTS OF THE UNIVERSITY OF
CALIFORNIA |
The
Board of Regents of the University of California (AKA UC Regents) is the
corporate body entrusted by the enabling legislation with the University’s
organization and administration. |
|
“TO
BE” |
Used
to describe the future, reengineered process, costs, or situation. Used as a comparison to the
“as
is”,
current version of the process, costs, or situation. Also called the “to be
vision.” |
TRACKING SYSTEM
|
A
system designed to record and report on discrete activities within a
process. In the context of
the gift membership process, this refers to a system designed to track the
progress of a gift or membership transaction from the moment the gift or
membership contribution enters the
University. |
|
TRANSMITTAL
|
A
document that lists all accepted and processed gifts to The Regents. This
form is forwarded to Corporate Accounting on a daily
basis. |
|
TRUSTS
|
Legal
instrument that conveys assets to individuals or charities. Trusts may be irrevocable or
revocable, created during one’s lifetime or upon death. per N. Deutsch
team Not
all trusts are charitable, e.g., special needs
trust. |
-U- |
|
|
UNITED
STATES TREASURY DEPARTMENT |
A
cabinet level organization of the U.S. Federal Government. The Internal
Revenue Service is one of its subordinate
agencies. |
|
UNRESTRICTED
GIFT |
Gifts
made by the donor without restriction, regardless of any subsequent
administrative designation or purpose. They can be applied to the special
needs of the campus as determined by the
Chancellor. |
-V- |
|
VALUATION (gifts of stock)
|
The gift value is based on the average of the
High and Low price of the security on the day the shares are transferred
to the charity’s account on the official record of the donor’s brokerage
firm. |
-W- |
|
WHITE MAIL |
Unsolicited donation received from a donor who
has no prior relationship with UCLA. |
-#- |
|
501
(C)(3) |
A section of the Internal Revenue Code governing
tax-exempt non-profit organizations. |
700-U (Principal Investigator’s Statement of Economic Interest) |
In accordance with State of California regulations and UC and UCLA policies, a Principle Investigator (PI) must disclose any Financial Interest in a non-governmental entity that is giving certain gifts to the University before those gifts can be accepted by the University, and also after their expenditure. In general, gifts are awarded irrevocably to the University either for unrestricted or designated purposes, but without any contractual requirements imposed upon the University. When gifts are earmarked for a specific PI's use or are given to support specific research, the recipient PI must file a disclosure of Financial Interest 700-U form. All information requested on disclosure forms is mandatory. Gift Services reviews the form along with the gift. If a PI discloses a reportable interest, the ISRC will review and make a determination. |