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Gift Processing


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Gift Processing 101 for UMaine Employees


What is the function of the Gift Processing Department?

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What is a gift?

A gift is a contribution received for either restricted or unrestricted purposes in support of the university’s mission for which the institution has made no commitment of resources or services other than, possibly, committing to use the gift as the donor specifies.5

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What types of gifts are accepted by the University?

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How do I determine if money to be deposited is a gift?

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Can part of one check be processed as a gift?

Yes. In order for this to be processed, recorded, and receipted accurately, the proper paperwork and documentation must be submitted to the Gift Processing Department with the check to be deposited. Contact the Gift Processing Department for clarification and/or instructions.

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What are my gift handling responsibilities?

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 What should I include in my gift deposit to the Gift Processing Department?

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How do you determine the credit date for the gift?

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How can donors make a gift to the University?

Online – click on the “Give Now” button on the Gift Processing Main Home Page. Donors may complete the online gift form and make a donation using their credit card information (credit card charge) or bank account information (electronic check).

By Mail – mail donations to:

Gift Processing Department
The University of Maine
P.O. Box 370
Orono, ME 04473-0370

Note: It is best that donors send their donations directly to the Gift Processing Department’s P.O. Box address (see above). When donations are received by other areas of the University, employees are required to comply with University Policies and Procedures as outlined on this website.

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Can donations be made in memory or honor of someone?

Yes. The University accepts memorial and honorary donations.
Donations should be sent directly from the donor to:

Gift Processing Department
The University of Maine
P.O. Box 370
Orono, ME 04473-0370

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How should University Departments, Organizations, and Groups go about developing and preparing fundraising projects (mailings/asks/calls)?

Contact the Gift Processing Department directly to assist you in:

  • structuring your mailing to suit your goals and better serve the donors’ needs as well as ensure that the University’s standards are met.
  • developing the card, form, or slip that is returned by the donor with the donation as well as the return envelope and/or mailing address.
  • including your fundraising effort on the University’s online giving website for credit card and electronic check donations.

Note: Communicating your fundraising efforts directly to the Gift Processing Department ensures that donations are efficiently processed and deposited to suit your needs, respects the donors’ wishes and intent, and allows for immediate assessment of donation responses to your fundraising effort.

Note: You should contact the Gift Processing Department to discuss the development and preparation of your fundraising project before you have completed formatting your fundraiser.

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How do I submit gifts that I’ve received to be processed?

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Why should I deposit monies to the Gift Processing Department?

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Who do I call to find the balance of the University Account that I am responsible for?

Contact University Budget & Business Services at 581-1545.

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I want to create a new account. How do I go about it?

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Should I keep a copy of the check or credit card information before I make my deposit to the Gift Processing Department?

No. University Policies and Federal regulations prohibit you from copying donor checks and credit card information or keeping a record of donor banking information.

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References

5 CASE Reporting Standards and Management Guidelines, 4th edition

6 IRS Pub. 526

7 IRS Pub. 526, CASE Reporting Standards and Management Guidelines, 4th edition

8 IRS Pub. 526, CASE Reporting Standards and Management Guidelines, 4th edition

9 IRS Pub. 526


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Contact Information

Gift Processing
121B Alumni Hall
Orono, Maine 04473-0370
Phone: (866) 578-2156 | Fax: (207) 581-9335
The University of Maine
Orono, Maine 04469
207.581.1110
A Member of the University of Maine System