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FISCAL MANAGEMENT OPERATIONS GUIDE

Gift Receipt and Processing-Administration

Gift Receiving Office

Authority to accept gifts at UTSA is granted to the President of the University by the Board of Regents. The President has designated authority to accept and process gifts to the Development Office. The Development Office is the only office at the institution authorized to issue receipts for gifts.

The Development Services area of the Development Office serves as the central receiving, acknowledging, recording, and reporting unit for all gifts from alumni, friends, corporations, foundations, and others to UTSA, including its schools, colleges and other units. Central receiving and reporting is established to ensure the appropriate direction, recording and acknowledging of the donor's gift. In addition, central receiving and reporting ensures that donors are provided with proper documentation of all gifts to the University and to University-related organizations for tax purposes. Therefore, all gifts must be deposited through the Development Office.

The University of Texas at San Antonio Institute of Texan Cultures maintains a bursar function on its site. Gifts received at ITC are administered at their location with appropriate documentation maintained there and gift information input in to the donor records system, The Raiser's Edge. Original documentation on all gifts exceeding $1,000 is forwarded to the Development Services area of the Development Office to be maintained in the central filing system and for appropriate Presidential acknowledgment.

The intent of the donor shall be the primary determinant of the use of any gift. Upon receipt, each gift is assigned to a fund based upon the documentation, and processed immediately. Donors should be encouraged to transmit funds directly to the Development Office. If funds are received in a department, they are to be hand delivered to the Development Office within 24 hours of receipt along with appropriate documentation.