Donation and Fundraising Policy

University of Miami Student Organization Donation Policy

 

Student organizations are encouraged to raise additional funds through fundraising. The policies that govern a student organization’s handling of donations are established by the Department of Student Activities, the Division of University Advancement, and the Controller’s Office.

Why is This Important?

The University of Miami has a legal and fiduciary responsibility to track and report all donations made to the University. To ensure that student organizations are complying with university policies and procedures, it is important that these established procedures be followed. Proper handling of donations helps the university appropriately recognize donors.

Types of Accounts

4XXXXX-00 or

4XXXXX-01

SAFAC Account: This account is used to hold funds granted by SAFAC and/or funds received through referenda. 4XXXXX-00 accounts are cleared out at the end of each fiscal year, and funds are returned to SAFAC. Donations from individuals or businesses should not be deposited into this account.

4XXXXX-02

Gift Account: This account is used to process undesignated gifts from individuals or businesses (see “Designated vs. Undesignated Gifts” below).

7XXXXX

Designated Account: This account is used to process designated gifts from individuals or businesses (see “Designated vs. Undesignated Gifts” below).

9XXXXX

Agency Account: This account is used to hold funds such as member dues, co- payments for trips and activities, and revenue generated from ticket sales, bake sales, and other fundraising events. Donations from individuals or businesses should not be deposited into this account.


Student organizations may have up to four separate accounts.

Designated vs. Undesignated Funds

The intent of the donor is important in determining what type of account a specific donation needs to be deposited into. If a donor is providing general funds for the operations or activities of a club, the funds should be deposited into a gift account (4XXXXX-02). If a donor is providing funds for a specific purpose, the funds should be deposited into a designated account (7XXXXX). For example, if Sebastian Ibis donates $100 to the Table Tennis Club and indicates that the funds can be used for any club purpose, the money would be deposited into a gift account. However, if Sebastian Ibis donates $100 to the Table Tennis Club for the “designated” purpose of buying new paddles, the money would be deposited into a designated account.

Deposits

4XXXXX-00 or

4XXXXX-01

Donations should not be deposited into these accounts.

4XXXXX-02

To record and deposit a donation, the organization’s advisor is required to complete the Donation Transmittal Form, which can be found online at  http://advancement.miami.edu/netcommunity/document.doc?id=142 . Deposits can be dropped off at the Ashe Building. Detailed instructions on how to complete the form and where to take the deposit is located on the second tab of the Excel document.

7XXXXX

To record and deposit a donation, the organization’s advisor is required to complete the Donation Transmittal Form, which can be found online at  http://advancement.miami.edu/netcommunity/document.doc?id=142 . Deposits can be dropped off at the Ashe Building. Detailed instructions on how to complete the form and where to take the deposit is located on the second tab of the Excel document.

9XXXXX

To deposit funds received through member dues, co-payments for trips and activities, and revenue generated from ticket sales, bake sales, and other fundraising events, the organization’s advisor is required to complete a Cashiers Office Departmental Transmittal Form. These forms are available at the Cashiers Window in the Ashe Building. The advisor should endorse each check by writing the organization’s name and account number on the back.

 

All donations and other revenue must be deposited on the same day that they are received, or the next business day if received after regular business hours. Holding of donations or other revenue is not permitted.

Tax Deductible Donations

Donations to student organizations are tax deductible when processed properly. Donations should be solicited to benefit the student organization and not to benefit a specific individual. Donations properly deposited into gift or designated accounts will be processed by the Division of University Advancement. Advancement will record the gift, place the funds into the appropriate account and provide the donor with tax receipt for their contribution. The donation should be acknowledged with a letter from the student organization. Monies deposited into agency accounts are not tax deductible and tax receipts will not be issued.

Checks

Checks being deposited into gift or designated accounts should be made payable to the “University of Miami.” Checks being deposited into agency accounts should be made payable to the name of the student organization.

Online Donations

Donations to student organizations can be made online with a credit card. Donors should be directed to www.miami.edu/studentorggiving , where they can choose from the list of organizations in the drop down menu. If the organization the donor would like to support is not listed, they can choose “Other” and enter the name of the organization in the comments box. The staff in the Division of University Advancement will route the donation to the proper account once it is received. Please note that there is a 3.14% service charge applied to each online transaction.

For additional information, please refer to Advancement Policy F65 Student Solicitation or contact the Department of Student Activities & Student Organizations at 305-284-6399.