GIFT REPORTING AND TRANSMITTAL FORM
Systems and Procedures
A Division of The Corporate Controller's Office
IN
Last Revision: 01/12/2022

GIFT REPORTING AND TRANSMITTAL FORM

Table of Contents:


Use of Google Chrome Required

NOTE: Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

Purpose:

The Gift Reporting and Transmittal Form is used in the following situations:

NOTE: Please contact Office of Gift Planning at 814-865-0872 or giftplanning@psu.edu if a Gift-in-Kind is to be given to the University.

General Information:

Exhibit and Instructions:

This form has fill-and-print form fields enabled. The PDF version has instructions provided for the type and/or format of information to be include within the fill-and-print form field. Hovering the computer mouse over any form field reveal this instructions. See Converting Web-based Documents to PDF Documents for details.

To step-by-step instruction for completing the Gift Reporting and Transmittal form, click on link below:

Gift Reporting and Transmittal Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

Accessing GURU Forms

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e., digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents

In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" or "open with Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. A new version of the document will open. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the "Fill & Sign in Acrobat" icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat Extension for Google Chrome for instructions to enable Adobe Acrobat Extension.

Exceptions:

Combining PDF Documents

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

Repeat this process for each document that will be combined (each file name must be different from the previous)

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Gift Reporting and Transmittal Form
Document: Ultimate Distribution: Retention Periods: Disposition Method:
Original Office of University Development 4 years after receipt of gift Paper document = Secure Bin disposal or shred

Electronic document and data = delete and empty computer recycle bin
Transitory copies* - - - - - Upon verification that the document/transaction has processed - End of fiscal year +1 year Paper document = Secure Bin disposal or shred

Electronic document and data = delete and empty computer recycle bin

*Transitory records are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

Where to Send Completed Forms:

Contact Information:

For questions, additional detail, or to request changes to this form, contact the Office of University Development.

Cross References:


(1/12/2022)