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UF Foundation* (UFF)Organizational Chart

UFF(ODAA)

Strategic Communicatio

ns

Alumni Relations Development

IFAS Develop

ment

Advancement

ServicesTalent

Management

*Also referred to as the Office of Development & Alumni Affairs (ODAA).

IFAS Development Personnel

Five development officers Cody Helmer – Executive Director of Development Carré Saunders – Director of Development Christy Chiarelli – Director of External Affairs Julie Conn- Director of Corporate Relations Annie Muscato – Assistant Director of Development

Three support staff members Pam Matchett – Development Coordinator Caylin Hilton– Development Coordinator Debra Hughes – Executive Secretary

IFAS Development Purpose

Each academic unit has its own development team

IFAS development is major gift focused: $100,000+

Annual goal of $20M+ for the team

Performance expectations come from IFAS (Jack Payne) and UFF/Development and Alumni Affairs (Tom Mitchell)

Donor-centered model (donor drives the gift conversation)

Administration makes final decision on gift acceptance

Focus Areas

Primary Focus Areas Major Gifts

CALS, Research and Extension Staff IFAS leadership

Annual Giving Loyalty giving societies Mid-range gifts: $2,000 - $50,000

Focus Areas

Primary Focus Areas (cont.) Corporate Relations

Liaison to corporate donors External Affairs

Donor communication, stewardship, faculty trainingAdditional Services

Donor fund information contacts Alumni/Donor information resource Donor-focused event planning/consultation

Sources of Private Support

UF/IFASFiscal Year 2014

Source Amount

Corporations $ 7,990,160

Foundations $ 1,497,049

Alumni, parents & friends $ 11,846,103

Organizations & Associations $ 1,671,994

Faculty & Staff $ 130,754

Total $ 23,136,060

REAL VALUE PLEDGE/EXPECTANCY

CashStockSecuritiesReal EstateGifts-in-kind

Artwork, equipment, etc.

Estate Plan Bequest Trust Insurance Annuity

Multi-year PledgeLife InsuranceReal Estate

Ways to Give

Endowments at UF

A gift, or gifts, of $30,000+ can establish an endowed fund to be invested and provide a permanent source of income to be used in perpetuity for the purpose(s) outlined by the donor.

A fund may be established for a specific purpose or for unrestricted general support.

The University of Florida’s endowment portfolio includes more than 2,700 individual funds, 320 of these are IFAS endowments, each with its own set of instructions regarding the purposes to be supported.

The total endowment portfolio at the University of Florida is approximately $1.45B.

GIFT PROCESSING

IFAS Annual Giving by Month

IFAS Annual Giving by Month (10 year avg.)

Gift Handling

Best Practices Endorse: “For Deposit Only UF Foundation” If not payable to UF Foundation, can still be accepted Log in a spreadsheet for checks received If held overnight, secure in safe place, i.e. locked safe Process and submit to UF Foundation Gift Processing

within 72 hours of receiving

Gifts-in-kind

Examples: vehicles, boats, tractors, horses, etc.Gift-in-kind value

Based on donor-provided appraisal, completed by licensed appraiser If no appraisal, booked at value of $1, may accept field expert letter of valuation,

published price list, auction records, etc. Donor provided receipt for gift, with no value stated

Forms needed: UFF-B UFF-P, signed by person taking possession of gift-in-kind UFF-M, if gift of equipment or other asset

For gifts of Real Estate, contact IFAS Development at the first mention of possible gift

Gifts-in-kind

Gifts of service Professionals may provide time/expertise at no charge or a

reduced rate Not a tax-deductible/bookable asset

Can be acknowledged with a thank you/recognition No gift receipt provided by UFF

Hosting an event for UF direct out-of-pocket expenses i.e. food, beverages, space

rental, etc. can be booked as a gift Time/services can not be booked as a gift

Year-End Giving

Submit USPS postmarked envelopes with all gifts received in month of

December to guarantee year-end credit

Advise donors to NOT use FedEx, UPS, etc. as IRS only honors USPS

postmark dates

Gifts-in-kind must be physically received by UF or UFF personnel on or

before Dec. 31

Securities/Stock gifts must be received by UFF no later than Dec. 31

All postmarked year-end gifts must be submitted to UFF Gift Processing

by Jan. 7

Weekly Gift Report

Tool for fund administrators and fiscal assistantsAccess must be updated with personnel changes

Email change notification to IFAS Development Office

Unit report updated weekly, when gifts are made to the fund and notification email sent to unit contact(s)

See Example spreadsheet

Stewardship

Importance of saying “Thank You” Gifts greater than or equal to $1000 receive thank you letter from Jack

Payne Except if there is a special arrangement with unit/project If there is no contact name, no letter is sent

Be aware of “Anonymous” gifts Units are encouraged to steward donors

Letter from director/faculty member Postcard Handwritten notecard

For specific donor stewardship plans, contact IFAS Development

Appeal Codes

Great resource for tracking success of specific fundraising projects, i.e. mailings, events, etc. IFAS Development can generate gift reports specific to the appeal

code Helps with accounting, tracking, stewardship and planning

Requesting an appeal code Contact IFAS Development, email details to development@ifas.ufl.edu

Using an appeal code Reported on the UFF-B and then recorded by UFF Gift Processing IFAS Development can provide a unique online giving form link to be

shared with potential donors along with vanity link for print

FUND ADMINISTRATION

Fund Administration

Work with IFAS Development Office when wanting to open a new fund IFAS Development is your liaison to UF Foundation Accounting/Legal

offices Submit proposed fund information/paperwork to IFAS Development

via development@ifas.ufl.eduREMINDERS:

Dept Security Administrator requests needed role for new fund administrators

New fund administrators may need access to Weekly Gift Report

ENDOWED FUNDS NON-ENDOWED FUNDS

$30,000 minimumFund used in perpetuityCreates two funds

Principal Spendable

Smaller annual award Annual net earnings equal to

4% of principal valueInitial fee: 2.5%Admin fee: 1.3% annually

$2,000 minimumExpectation for continued

activity Building construction funds may

be short-termCreates one fund

SpendableLarger annual awardOne-time fee: 2.5%No admin fee

Endowed vs. Non-Endowed

ENDOWMENT TYPE MINIMUM AMOUNT

General Endowed FundScholarshipFellowshipProfessorshipEndowed ChairDeanship/DirectorshipAcademic Center

$ 30,000$ 100,000$ 350,000$ 1,000,000$ 2,000,000$ 5,000,000$ 5,000,000

Endowment Minimums

Annual Endowment Reporting

Important part of the stewardship process Helps ensure donor continues their support of the unit/purpose If no current spending, important to share future plans with donor

General Timeline April – Process begins

UFF Donor Relations sends info to IFAS Development, then IFAS Development distributes to units

June – all information collected from units and organized for submission IFAS Development collects information for 230 reporting endowments

July – information submitted to UFF Donor Relations UFF compiles information for the 2,700+ UF Endowments

September/October – report packets sent to donors

UFF Fund Transfers

Non-endowed fund balances are transferred to UF chartfield on monthly basis

Endowed fund spendable income transferred to UF chartfield on a quarterly basis

Fund to fund transfers UF UFF

UFF Finance & Accounting can assist with questions Randy Settle, UFF Controller

THANK YOUQUESTIONS?