Definition of Terms:               

Gift/Membership Process

Responsible Dept:

External Affairs

Effective Date:

October 13, 2004

Supersedes:

New

 

 

Definition of Terms

 

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

 

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ACCEPTANCE

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. 

AUTOMATED CLEARING HOUSE (ACH)

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.

 

ACKNOWLEDGMENT

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.

ADVANCE

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.

ALLOCATION

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.

APPEAL

See Mass Solicitation.

APPEAL CODE

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.

APPEAL DROP DATE

The date the solicitation is issued.

APPEAL TYPE

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.

ASK STRING

See Calculated Giving Level.

ASSET

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.
See also
Cash, Securities, Real Property, Pledge, and Non-Monetary Items.

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.

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BAR

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.

BENEFICIARY

An individual, charity, trustee, or estate that is designated to receive benefits under a will, insurance policy, retirement plan, annuity, trust, or other contract.

BENEFITS

A recognition product/service /opportunity given to a donor/member to acknowledge a donation/membership dues received related to certain donor/membership levels. 

BEQUEST

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.

BUSINESS RULE(S)

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.

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CALCULATED GIVING LEVEL

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.

CAMPAIGN

A series of organized, planned actions for a particular purpose, such as raising funds for an institution.

CAMPUS FOUNDATION

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.

CAMPUS GIFT
ACCEPTANCE REPORT

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.

CASH

Assets that include currency, coins, checks, money orders, and bank drafts.

CHAIR

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.

COMMUNITY FOUNDATION

 

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
(700 U)

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.

CONTRIBUTION

A donation of a gift or payment of dues.

CORE BUSINESS PROCESS

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.

CORPORATE ACCOUNTING

One of eleven departments of Corporate Financial Services, Corporate Accounting provides accounting and related administrative services to the UCLA campus community.

CORPORATE FOUNDATION

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

CORPUS

The principal of a fund or estate as distinct from payout (income, interest, and appreciation).

COURTESIES

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.

See also Benefits and Premium.

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.

CURRENT USE FUND

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.

CUSTOMER

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.

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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.

DATE ACCEPTED

The month, day, and year an authorized University administrator formally accepts a gift or private grant.

DATE RECEIVED

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 GIFT

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. 

DELINQUENT

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.

DEPARTMENT DEPOSIT RECORD

A form used to deposit checks to The Regents of the University of California. 

DEPOSIT SLIP

See Notice of Deposit of Monetary Gift or Pledge Payment.

DEPOSIT TRANSMITTAL

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.

DISCLOSURE STATEMENT

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.

DOLLAR HANDLE

See Calculated Giving Level.

DONOR

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.

DONOR CONSENT

See Consent Language.

DUES

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

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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

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FACE VALUE

Also called the appraised value or fair market value. See Fair Market Value.

FASB

Financial Accounting Standards Board – Composed of independent members who create and interpret Generally Accepted Accounting Principles (GAAP).

FAIR MARKET VALUE

The price that a well-informed and willing buyer is willing to pay a well-informed and willing seller for an asset. 

FAMILY FOUNDATION

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.

FOUNDATION, CAMPUS

See Campus Foundation.

FOUNDATION , COMMUNITY

See Community Foundation.

FOUNDATION, CORPORATE

See Corporate Foundation.

FOUNDATION, FAMILY

See Family Foundation.

 

FOUNDATION, OPERATING

See Operating Foundation.

FOUNDATION, PRIVATE

See Private Foundation.

FULFILLMENT

Any type of collateral information and premiums issued in response to a specific action.

FUND

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.

FUND LIST

The list of funds defined in the Solomon Fund accounting module.

FUND TYPE

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.

FUNDRAISING

An organized effort to solicit gifts and grants for any University purpose from multiple private sources such as individuals, corporations, groups, or foundations.

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GASB

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.

GIFT-IN-KIND

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.

GRANT

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.

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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.

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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.

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JOINT GIVING

Gift credit for a spouse or domestic partner.

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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.

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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.

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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).

NON-MONETARY ITEMS

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.

NOTICE OF DEPOSIT OF MONETARY GIFT OR PLEDGE PAYMENT

A document used to deposit cash or cash equivalents to the University.

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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.

OPERATING FOUNDATION

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.

 

OUTRIGHT GIFT

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. 

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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.

PLEDGE

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.

PREMIUM

A one-time recognition/product/service offered to members in response to a specific membership solicitation.

PREMIUM CODE

A system code to categorize and define various premiums offered to donors/members.

PREMIUM FIELD

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.

PRESENT VALUE

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.

PRIMARY CREDIT

Assigned only to the legal donor (donor of record) and is also known as Hard Credit.

PRIVATE FOUNDATION

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.

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QUASI-ENDOWMENT

See Fund Functioning as an Endowment.

QUID PRO QUO

A good or service (benefit) received by the donor in connection with a gift.

See Benefits, Courtesies, and Premium.

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REAL PROPERTY

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.

RECEIPTING

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. 
(AKA UC Regents)

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.

REQUIRED ELEMENTS

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.

RESPONSE DEVICE

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.

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SECONDARY REVIEW

Occurs when the initial input of data for a solicitation is rejected.

SECURITIES

Assets that include stocks, bonds, and related instruments such as promissory (mortgage) notes and insurance policies if maintained rather than surrendered for cash.

SEGMENT CODE

Within the Segment Type, the code which describes the audience.

SEGMENT TYPE

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.

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TANGIBLE PERSONAL PROPERTY

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

See Campus Gift Acceptance Report.

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.

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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.

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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.

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WHITE MAIL

Unsolicited donation received from a donor who has no prior relationship with UCLA.

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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. Note that the form is used only when the PIs economic interest exceeds $10,000 in value and when the gift or grant is more than $250.

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.