Systems and Procedures
A Division of The Corporate Controller's Office
IN

GIFT REPORTING AND TRANSMITTAL FORM (GRT)
FORM INSTRUCTIONS

Form Instructions

  1. Date of Gift – Enter the date gift was given.
  2. Gift Value – Enter the dollar value of the gift. Enter numbers only. The leading dollar sign is provided.
  3. Discounted Present Value – Enter the discounted present dollar value of the gift. Enter numbers only. The leading dollar sign is provided.
  4. Matching Gift Form Attached – Check this box if the Matching Gift form is attached.
  5. Gift Description – Provide a thorough description of the gift. Use a separate sheet if necessary.
  6. Gift Check Boxes – Select one of four choices. Select Cash/Check, Gift-in-Kind, Securities, or Other. If other selected, provide details in the next section.
  7. ROCR Number – Enter the Report of Cash Receipts (ROCR) number for cash gifts.
  8. Benefit – Declare the benefit received.
  9. Value – Enter the dollar value of the “benefit.” Enter numbers only. The leading dollar sign has been provided.
  10. Donor Check Boxes – Select one of two choices. Select CORP/FDN/ASSOC is a Corporation, Foundation, or Association is making the donation or select Individual. If individual option is selected, select the type of individual by selecting either Joint Gift (spouse/partner) or Individual.
  11. ID # - Enter the AWA ID number of the donor.
  12. Full Name – Provide the full name of the donor.
  13. Spouse/Partner Name – Enter the full name of spouse/partner (if applicable).
  14. Address – Enter the complete address of the donor.
  15. Allocation Table:
    1. Description – Enter a description of the gift purpose
    2. Pledge – Enter Yes or No if a pledge payment
    3. Amount – Enter the dollar amount. Enter numbers only. The leading dollar sign is provided.
    4. Allocation Code – Enter the allocation code
    5. Budget – Enter the budget number
    6. Fund – Enter the fund number
    7. Appeal Code – Enter the appeal code
    8. Trans Type – Enter the transaction type.

  16. Acknowledgment – Enter the name and title of the representative to whom an acknowledgment will be sent.
  17. Gift-in-Kind Check Boxes – Select one of three options. Select Real Estate, Medical/Scientific Equipment, or Other. If Medical/Scientific Equipment is select, indicate if the equipment is new or use. If Other is selected, specify the Gift-in-Kind in the Gift Description Area.
  18. Campus Location – Enter the campus location.
  19. Admin Unit – Enter the name of the administration unit.
  20. Department – Enter the department name.
  21. Appraisal Summary Attached – Select Yes or No
  22. IRS Form 8283 Attached – Select Yes or No.
  23. Gift Value established By Check Boxes – Indicate who is establishing the gift value by selecting either Donor or Other. If Other selected, provide the name of the individual and their title.
  24. Special Handling Instruction – Include any special handling instruction.
  25. Form Prepared By: Enter the name of the individual preparing the form.
  26. Date – Enter the date the form is prepared.
  27. Email – Enter the preparers’ email address.
  28. Phone – Enter the preparer’s phone number, including the area code.
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