Gift Processing for UMaine Employees

Additional resources for University of Maine and University of Maine Foundation employees.

Frequently Asked Questions

In general, if the contribution meets the definition described in the What is a gift? section, it can be processed by Gift Processing as a donation. However, if goods or services, other than token items, are received as a result of making a contribution, only the amount of the contribution in excess of the benefit is considered a charitable donation when receipting to the donor.

Some portions of fundraising events may be tax-deductible. Campus Organizers of these events should contact Gift Processing in advance of the event to determine if this is permissible and for special handling instructions. If you would like more information about gifts to the University, please contact Gift Processing at (207) 581-1148 or umainefoundationgifts@maine.edu.

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

• University policies require that you deposit all gifts to Gift Processing within 24 hours of receiving them.
• You must provide the appropriate and completed Gift Transmittal Form with all supporting documentation when making deposits to Gift Processing.
• Campus deposits to Gift Processing must be delivered with appropriate forms and documentation in a sealed envelope (a sealed inter-office envelope is sufficient). The envelope should be addressed to “Gift Processing” and delivered to Gift Processing in Buchanan Alumni House. As an alternative, deposits may be left with the Bursar’s Office for Gift Processing.
• University policy prohibits you from copying donor checks and credit card information or keeping record of donor banking account information.
• You may not alter or withhold information regarding contributions.
• Matching Gift Forms may only be completed by Gift Processing. Please forward unaltered forms to Gift Processing.
• You may not include dollar value of donations or pledges in any of your correspondence with donors.
• If you have questions about your gift handling responsibilities, please contact Gift Processing at (207) 581-1148 or umainefoundationgifts@maine.edu.

1. The appropriate and completed Gift Transmittal Form
2. The donation/deposit
3. All correspondence and/or forms received with the gift.
4. The envelope in which the gift was received.
5. A note from you to communicate additional information, when appropriate.
6. If you have questions about preparing

In most cases, the gift credit date is determined by the date that the gift is received by the Gift Processing Department. The credit date is the date of the donation printed on the official tax receipt. Checks, cash, and money orders postmarked in December will receive that year’s credit date for the receipt, though the donation may not have reached the Gift Processing Department until January. Credit card gifts always receive the credit date that the funds are moved from the donor’s account.

It is best to have donors send their donations directly to Gift Processing with their designations noted on or with the donation.

Contact Gift Processing at (207) 581-1148 or umainefoundationgifts@maine.edu 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 donations.

Communicating your fundraising efforts directly to Gift Processing 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.

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

Campus deposits to Gift Processing must be delivered with the appropriate forms and documentation in a sealed envelope (a sealed inter-office envelope is sufficient). The envelope should be addressed to “Gift Processing” and delivered to Gift Processing in Buchanan Alumni House. As an alternative, deposits for Gift Processing may be left with the Bursar’s Office for Gift Processing. All deposits should be accompanied by the appropriate and completed form, along with all correspondence received and the envelope in which it was received.

• Coin – should be rolled.
• Cash – should be bundled
• Check and money order – stamped “Deposit Only” and “University of Maine”
•Credit card charge requests – credit card charge requests from donors are to be delivered with the completed Credit Card Gift Transmittal Form with all supporting documentation to Gift Processing. When the University Employee receiving the credit card charge request has access to a compliant computer specifically for credit card charges, the University Employee should charge the donation via the online giving website at umaine.edu/give.
• Gift-in-kind – Complete the Gift Transmittal Form with all supporting documentation and correspondence. Contact Gift Processing to discuss details, acceptability, and requirements of prospective gifts-in-kind. Specific IRS forms may be required of the donor and the University of Maine so that the donation may be considered a charitable deduction.

• Only donations processed by Gift Processing generate a tax receipt to the donor.
• Only donations processed by Gift Processing are recorded in the University of Maine’s fundraising database.
• Gift Processing processes donations designated to all funds held by the University of Maine, the University of Maine Foundation, and the University of Maine Alumni Association.
• Only donations processed by Gift Processing are reported to the University Board of Trustees.

Contact University Budget & Business Services at (207) 581-1545

Contact Holly Hatch to begin the process of creating a new account.

Contact Gift Processing at (207) 581-1148 or umainefoundationgifts@maine.edu to communicate that gifts may be received for a new fund while it is being created.

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


Gift Processing Forms

Guidelines
• All deposits to Gift Processing must be hand-delivered in a sealed envelope.
• University policy prohibits you from keeping bank account information. Please do not copy or retain copies of checks.
• All deposits sent to Gift Processing must be received with the appropriate Gift Transmittal Form completed and all supporting documentation.
• It is against university policy to retain credit card security codes—they must be destroyed.
• University policy prohibits you from keeping credit card information. Please do not copy or retain credit card information.

Standard Gift Transmittal FormDownload

Use this form to submit return devices/forms completed by and signed by donor to make a donation via credit card charge.

Credit Card Gift Transmittal FormDownload

Use this form to submit return devices/forms completed by and signed by donor to make a donation via credit card charge.

Gift-In-Kind Transmittal FormDownload

Use this form for non-cash donations of property, materials, and equipment including software, hardware, vehicles, collections, and livestock. See above for gift-in-kind standards and requirements.

Foundation/UMAA Transmittal FormDownload

Use this form for the University of Maine Foundation when checks are sent to Gift Processing.

The information contained here is general in nature and is intended only as a guide. It is not intended to provide legal, tax, or financial advice.