Important Year-End Gift Processing Information

Note the following deadlines and instructions from University Development and Alumni Relations (UDAR) Gift Administration and Gift Accounting teams for handling year-end gifts. Gift processing and gift transfer forms and instructions are available in the Gift & Foundation Accounting section of the Controller’s Office website.

Year-End Gifts

Cash Gifts

Promptly forward all gifts received in your department, including the mailing envelope and any donor correspondence, to Gift Administration’s lockbox account at US Bank using the Gift Transmittal Form; the Gift Transmittal Form and lockbox mailing instructions are available on the Controller's Office website. Mailing instructions are as follows:

For gifts sent by U.S. Mail:

For gifts sent by Courier (e.g., Federal Express, etc.):

All cash gifts mailed and with a postmark of December 31, 2023, or earlier are considered 2023 gifts. Items showing a postmark date of 2023 will be receipted as 2023 gifts, even if they are deposited into the lockbox in January 2024. As donors will expect to receive a gift receipt shortly after making their gift, please forward items promptly for processing.

Credit Card Gifts

The gift date for credit card gifts is the date the gift was made online or when the gift is manually charged in house by Gift Administration. Credit card gifts should be made online at giving.ucsf.edu (opens in new window).

Credit card gifts received on or before December 31 will be processed in 2023; credit card gifts made subsequent to December 31 will be processed in the new year, and the donor’s receipt will indicate a 2024 gift date.

Wires and Securities

Please have donors contact UDAR Gift Administration at [email protected] for instructions and assistance on how to make their gift via wire transfer or transfer of securities. Gift Administration coordinates with donors on wires and securities to ensure that these gifts can be easily identified and processed.

To reduce the occurrence of transfers without specific donor information please do not instruct donors to use wire or securities instructions that may have been provided for prior gifts.

If you have any questions about year-end gift processing procedures, please contact UDAR Gift Administration at [email protected].

Gift and Endowment Income Fund Transfers for Spending

Transfers of gift and endowment income funds from SFFDN to SFCMP can be made at any time by initiating an inter-business unit journal entry in PeopleSoft. Transfers for capital projects or transfers greater than one million dollars require that you complete a Transfer of Funds Request Form and submit the completed form to [email protected] for processing.

If you have any questions on the gift funds transfer process, please contact [email protected].