HOW TO: Process a donation

Summary: A gift or donation to the University is processed online and is signed by the department's designated representative.

A Gift/Pledge Acceptance form is used for any donation to the University. The designated campus can be UC Regents, UCI Foundation, Beckman Laser Institute, or UCI Alumni Association.

What you, the employee, should do How you should do it
1 Determine Compliance
  1. A gift must support the University's mission of research, teaching, education, or public service. It must:
    • be irrevocable
    • have no written or oral contractual requirements resulting in a material benefit to the donor
    • and it must be in compliance with the Internal Revenue Service, UC Irvine and UC Office of the President policies.
  2. Types of acceptable gifts are cash/check, credit card, securities, life insurance, real estate, deferred gifts, endowments, and gifts-in-kind.
2 Complete a Gift Transmittal
  1. Go to https://apps.uadv.uci.edu/fmi/webd.
  2. If you are unable to access the form, contact Tom Gurbach.
  3. Click Gift Transmittals icon to access transmittal form.
  4. Click Add New Gift.
  5. Enter Donor’s Biographic Information
    • Enter the legal donor’s Advance ID and Donor/Org Name. For checks, this is the name printed on the check.
    • Add/Update Biographic Info: used only if the donor is not in Advance or the biographic information does not match what is in Advance.
    • Indicate UCI Health 1/UCI Health 2 if health coding is needed.
  6. Enter Basic Gift Information
    • Enter Transaction Type, Tender Type and Total Gift Amount. Additional fields are available for the pledge-related transaction types:
      • Pledge Payment: Pledge Number and Total Pledge Amount
      • Pledge without Payment: Total Pledge Amount
      • Pledge with Payment: Total Pledge Amount
      • Revocable Pledge: NPV Amount and Total Pledge Amount
    • Is this a new pledge?: indicate whether the pledge is a new pledge or not
    • Comments: enter additional gift information. Do not enter credit card or HIPAA related information.
    • Gift-in-Kind Description: add information about gift-in-kind details.
    • Is this gift in support of a specified faculty member’s research or research project?: if checked, add faculty member's name. Backup documentation from the donor stating the gift is restricted to the faculty member/research project is required. This can include information communicated on a gift reply card/ form; a note in the memo line of a check; the proposal or gift agreement to which a donor is responding; and information embedded in a transmittal letter or email.
    • Does this gift include any tangible benefits?: if checked, add benefit description and amount
    • More Gift Info: used to add anonymity information, campaign and appeal codes, and matching gift information
  7. Enter Soft Credit/Associated Donors Information
    • Enter Relation, Name, Address, Advance ID and Reason.
3 Determine Deposit Information
  1. Specify whether the gift is going to the UCI Foundation or UC Regents.
  2. Foundation: Select Fund Number from dropdown and enter Amount.
  3. Regents: Enter Deposit Date, Check Number, KFS Account (UC56XXX), Amount, Appropriation KFS Account (PRXXXXX), Appropriation KFS Desc, Appropriation Object Code (0008) and Appropriation Amount.
4 Complete Approval Section
  1. Submitted by: auto-populated by login account.
  2. Enter Dept/Unit/School Responsible for Fundraising, Chair/Director and Dean/Vice Chancellor as needed.
  3. Development Officer: it is up to your individual school/department to determine which development officer will be approving the form.
  4. Preparer Email: your email address. Enter if you would like to receive an email copy of the gift summary.
  5. Email 1 and Email 2: email addresses will receive a notification email providing a gift summary.
5 Save and Print the Form
  1. Explorer - Click on the gear icon in the upper right corner of your browser window, hover over "Print" then click "Print Preview". Resize from "Shrink to fit" to 70%. If you have Adobe Pro, print the file to a PDF and save the PDF - it can be emailed. Otherwise, print the browser window and scan it into a file that can be shared by email.
6 Obtain Signatures
  1. The appropriate department official should sign your forms (as determined by your school/department).
  2. UCI Foundation gifts:
    • Send the following to Foundation Accounting, 100 Theory, Suite 250, ZotCode 5601:
      • Original signed gift transmittal
      • Original check
      • Copy of check
      • ALL accompanying donor documents (letters, forms, envelopes, emails)
      • Acknowledgement letter (if present)
  3. UC Regents gifts
    • Send the following to the Cashier's Office, 228 Aldrich Hall, Irvine, CA 92697-1975:
      • Original check
      • Deposit advice
    • Send the following to Foundation Accounting, 100 Theory, Suite 250, ZotCode 5601:
      • Original signed gift transmittal
      • Copy of check
      • ALL accompanying donor documents (letters, forms, envelopes, emails)
      • acknowledgement letter (if present)


For more information refer to Gifts and Endowments main menu.

Need an expert? Contact Amanda Bruner, Gift Administration, (949) 824-8528.

Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site.

Author: N/A   Last published: N/A