A Non-Profit Organization’s Capital Campaign

Gift Policies

The following guidelines are recommended for an Organization’s Gift Policy as they relate to the Capital Campaign, and are not intended to supersede or conflict with existing policies.

1. Effective DATE, all capital gifts (without prior pledges) and pledges of cash or convertible property made during the campaign will be counted toward the campaign goal, provided they are unrestricted or designated for a specific campaign purpose and are not fulfilling a previous capital campaign pledge.
2. For recognition purposes, individuals whose gifts are matched by their employers will receive additional campaign credit for the amount matched.
3. Campaign pledges may be paid on a schedule established by the donor, preferably within a three-year period.  However, the hope is that all pledges can be paid within five years.
4. Campaign pledges will be considered to be “in arrears” after the pledge is 90 days delinquent.  At such time, the Campaign/Development Office will contact the donor to determine if there is intent to complete the pledge.  If, after 180 days delinquent, there has been no response the pledge will be written off.
5. Charitable remainder trusts and gift annuities should generally be credited at fair market value, i.e., the full amount of the assets given.  Charitable lead trusts will record only the income received during the period of operation of the trust in the campaign.
6. Insurance gifts must name the school as both beneficiary and irrevocable owner of the policy.  When a new or existing policy is given, the school should report the cash value of the policy rather than its face value, as the amount of the gift.  If the donor is paying further premiums on the policy the school would add this amount to the donor’s gift totals.
7. To emphasize the importance of bequests to the future strength of the school, the following policies hereby apply:
1. Credit will be given for all outright (no contingencies) bequests, using a percentage formula equal to the donor’s age.  For example, a 55-year-old donor receives credit for 55 percent of his bequest provision.  However, all donors over the age of 70 will receive full credit.
2. Credit will be granted for both new and previously existing bequests to the extent they have not been counted in previous fund-raising efforts.
3. In order to be included in the campaign total, the dollar amount of the bequest needs to be stated, even though it may have to be conservatively estimated.  For credit to be given for bequest intentions the school must be provided with written documentation of the intent.
4. Only irrevocable bequest intentions can receive campaign credit.
5. Bequests realized during the campaign will be given campaign credit, provided they are unrestricted or designated for campaign purposes and have not been counted in previous fund-raising efforts.
   
   
8. Twenty-five percent of deferred and planned gifts will be counted toward the campaign goal.  However, if the campaign total exceeds $1.5 million, all deferred and planned gifts may be counted toward the goal, provided they fulfill other requirements outlined in these policies.
9. Non-cash gifts with a value of less than $5,000 will be counted in the campaign totals at the appraised value provided by the donor.  If the gift is valued at $5,000 or more, a qualified appraisal will be required.  Acceptance of non-cash gifts valued at $5,000 or more will be contingent upon the approval of the Board of Trustees.
1. Acknowledgments for non-cash contributions valued at $250 or more will describe the donation.  The amount of specific detail increases with the value of the gift.
2. If the school disposes of the property valued at $500 or more within two years of donation, the Business Office must file IRS form 8282 and give the donor a copy of the form.

Gift Procedures

Organization’s Campaign Assistant Director will carry out the procedures listed below:

1. Cash gifts and payments received in the Campaign will be cataloged as follows:
1. The gift/payment is received in the development/campaign office
2. The gift/payment information will be entered into the computer database under the donor’s name
3. Campaign Office makes two copies of the check
4. Campaign Office completes deposit form
5. Campaign Office gives deposit form and one copy of check to Business Office
6. Business Office deposits money into the school’s account
7. Campaign Office retain copy of deposit slip and check for office files
8. Deposit should be made within 24 hours
9. Campaign Office should generate campaign acknowledgment letter to donor within 72 hours.  Acknowledgement letters should include the following language:  “Organization has not provided any goods or services in consideration for this contribution.”
   
   
2. When a pledge is made by an individual donor and a pledge payment is received from a company or business, the following procedures will be used to catalog the pledge payments:
1. The payment amount will be credited under the donor’s name in the database and deducted from the remaining pledge balance.
2. The company or business will be soft credited in the database for the amount of the pledge payment.
3. An acknowledgement letter will be generated receipting the company or business for the payment received and mailed within 72 hours.
4. A copy of the acknowledgement letter will be sent to the individual donor to acknowledge the payment was received.
   
   
3. When a gift or pledge includes a company matching gift, the following procedure  will be used to catalog the donor and companies gift:
1. The donor’s gift/pledge and pledge payments will be credited under the constituent’s giving record in the database.
2. The matching gift/pledge and pledge payments will be credited under the company’s record in the database and soft credited to the individual donor’s record.
   
   
4. In-kind gifts received by the campaign office will be cataloged as follows:
1. The gift in kind is received in the development/campaign office
2. The donor must assess the value of the gift in kind
3. The gift information will be entered into the computer database under the donor’s name
4. Generate a campaign acknowledgement letter within 72 hours receipting the donor’s assessed value of the gift in kind.
   
   
5. Gifts of stock will be accepted in the form of a gift or pledge payment.
1. The donor or donor’s stockbroker should contact the campaign office for the school’s broker and account number:
   NAME
   ADDRESS
   ACCT#
2. The campaign office will receipt the donor that date for the number of shares received.
3. The amount of the cash received will be entered into the computer, attributed to the donor.
4. Stock should be sold within two business days of receipt.
   
   
6. Donor acknowledgement letters will be prepared by the campaign office for the following individuals at the given level of gift:
1. President - All gifts/pledge commitments to campaign
2. Campaign Chair - All gifts/pledge commitments over $1,000+
3. Director of Development - All pledge payments
4. Board Chair - All pledge payoffs
   
   
7. Written acknowledgements for all gifts will include:
1. Name of institution or person
2. Date of receipt of gifts
3. The amount of each gift (if cash or description of stock or gift in kind) and value of any goods or services received in exchange for the gift, if the gift received is more than $75.00
4. If no goods or services were received, the acknowledgement should state that none was received or that the entire amount of the gift is deductible