Advancement Services pledge entry checklist



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Advancement Services


PLEDGE ENTRY CHECKLIST




Donor Name:

     

Banner ID

     

Create 

Spouse Name:

     

Banner ID

     

Create 

Donor Address:

     

     

Phone No

     

Business Cell

 


Donor Email/Website

     

Business Website

 


     

Business Website 

 In Memory of

Name

     

Banner ID

     

 In Honor of

Name

     

Banner ID

     

Extend Soft Credit:

Name

     

Banner ID

     

ANONYMOUS—The Pledge will be posted to the Advancement Anonymous giving record

 Complete Anonymity: Donor will not a pledge reminder, an acknowledgement letter, or be acknowledged on lists associated with the pledge

 Partial Anonymity: Donor WILL receive a pledge reminder, an acknowledgement letter, and will be acknowledged on donor lists associated with the pledge


Total Pledge Amount

$      

Pledge Date

     

Designation Number

     

$     

Designation Name

     

Designation Number

     

$     

Designation Name

     

Does this pledge require a NEW Designation be created?

 Endowed—MOU Required

 Non Endowed—Gift Intention Form OR Letter of Intent Required

 Naming Agreement—Contact Donor Services for Naming Agreement requirements


 Matching Gift Company

Company Name

     

Banner ID

     

Others helping fulfill this pledge?

Name

     

Banner ID

     

NOTICE! A pledge cannot be paid by a donor advised fund, such as Fidelity

PLEDGE INSTALLMENT INFORMATION

Pledge Duration in Years

*Max 5 years



     

First Payment Due Date:

Installments will be created based on this date



     

Installment Frequency

How often does the donor wish to receive a reminder

 Annual  Semi-Annual  Quarterly  No Reminder


ACKNOWLEDGEMENT AND SPECIAL INSTRUCTIONS

     

     

     

Phone No

     

ADDITIONAL INSTRUCTIONS AND COMENTS

     

     

Advancement Officer

Name

     

Banner ID

     

Submitted By

Name

     

Phone

     

Date

     

OFFICE USE ONLY

Solicitation Code




Adv. Services Giving Specialist Initials




Post Date




Submit all supporting documents and completed form to: Advancement Services • 1061 Fraternity Circle • Kent, OH 44242 • gifts@kent.edu • Fax: 330-672-3049 • Phone: 330-672-2222
Pledge Entry Checklist

  • This form was designed to ensure that Advancement Services is provided with complete information to ensure all pledge commitments to Kent State University are posted according to donor specifications, the gift acceptance policy, Case Standards and IRS rules and regulations

  • A Pledge Entry Checklist is required for each pledge commitment

  • A completed Letter of Intent form (LOI) or notification that a Gift Intention Form, Naming Agreement or Memorandum of Understanding (MOU) has been drafted must be submitted along with the Pledge Entry Checklist for processing

NOTE: Advancement Services will accept an email from the Donor’s email address as a qualified Letter Of Intent as long as the donor’s intentions are completely communicated


Form Instructions

  • This form was designed to obtain all of the necessary biographical information to ensure the Donor’s official Kent State University pledge reminder is successfully mailed to the donor

  • By providing all of the updated information on this form, it is NOT necessary to submit an ODIE request


Donor Information

  1. Enter the donor’s First and Last name

  1. Enter the donor’s Banner ID

  • If the individual is a first time donor and does not have a banner record, please indicate by checking the Create checkbox next to the banner ID field

  1. Enter the spouse’s First and Last Name (if applicable)

  • Provide a middle name or initial if known

  • This helps identify the correct individual and provides complete information on the spouse

  1. Enter the spouse’s Banner ID

  • If the spouse needs a Banner ID created, please indicate by checking the Create checkbox next to the banner ID field

  1. Enter the donor’s complete mailing address

  • This address should be where the Donor’s pledge reminder will be successfully delivered by the United States Post Office

  • If the donor’s address in Banner is current, no entry is required

  • NOTICE!—If you have requested a new Banner ID record be created, it is MANDATORY that you supply a complete address; A new Banner record will not be created without a current address

  • If the address provided is a SEASONAL address, it is MANDATORY that you provide the dates when this address is active—when the donor resides at this provided seasonal address

  1. Enter the donor’s contact phone number

  • If the phone number provided has been identified as the Donor’s business phone or cell number please check the appropriate box

  1. Enter the donor’s email address

  • If the email is the Donor’s business email or website, please check the appropriate box

  • All emails will default to personal emails unless indicated on the Pledge Entry Checklist

  1. Is this gift or pledge payment In Memory of someone?

  • YES—Enter the name and Banner ID of the individual in which the gift should be In Memory of

  • NO—Leave blank

  1. Is this gift or pledge payment In Honor of someone?

  • YES—Enter the name and Banner ID of the individual in which the gift should be In Honor of

  • NO—Leave blank

Note: If the individual has passed, the gift can ONLY be In Memory of



  1. Does the donor wish to extend soft credit to another individual or organization?

YES—Enter the name and Banner ID of the individual or organization

NO—Leave blank


Anonymity Levels

  1. Does the donor wish to be anonymous?

YES—Check the appropriate ANONYMITY checkbox

NO—Leave blank


Note:

  • If the donor’s pledge is not anonymous, the pledge payment cannot be anonymous if the donor wishes to pay down the balance

  • The donor’s pledge will have to be reduced if the donor wishes to have pledge payments anonymous when the pledge is not




  • Complete

  • The Donor’s intent is for Kent State University to forget who made the pledge commitment

  • NO ‘link’ to the actual individual or organizations Banner record will be applied

  • The donor does NOT wish to receive an official Kent State University pledge reminder

  • The donor does NOT wish to be placed in a Giving Society based on their pledge commitment level

  • The gift will be posted to the Advancement Anonymous Banner ID #810594056

  • A gift that supports Athletics will be posted to the Athletics Anonymous Banner ID #810412447

  • Partial

  • The donor DOES want to receive an official Kent State University pledge reminder

  • The donor DOES want to be placed in a Giving Society based on their pledge commitment level

  • The gift will be posted to the Advancement Anonymous Banner ID #810594056

  • A gift that supports Athletics will be posted to the Athletics Anonymous Banner ID #810412447

  • Soft Credit will be applied to the donor’s giving record for the pledge commitment

Note: Partial anonymity will create a ‘link’ to the actual individuals or organizations Banner record with

soft credit


Pledge Information

  1. Enter the Total Pledge Amount

The total dollar amount of the pledge commitment

  1. Enter the Pledge Date

Advancement Services will default to the current date if not provided

  1. Enter the designation/fund number this pledge will support

  2. Enter the designation/fund name to ensure proper allocation

  3. If the donor’s intent is to create a NEW FUND; choose the appropriate type of designation/fund needed to fulfil the Donor’s intent

  • ENDOWED—The donor wishes to create an endowment with their pledge commitment

  • Typically a major gift of $25,000 and above

  • A completed Spendable Fund Authorization Form must be submitted to the Foundation for review and signature rotation along with at least a draft Memorandum of Understanding (MOU)

  • Advancement Services can post the pledge once the designation/fund is created

  • A copy of the MOU is not necessary for Advancement Services to post

  • NON ENDOWED—The Donor’s intent is to have the pledge commitment payments ready for immediate allocation

  • A Gift Intention Form may be REQUIRED if the donor has specific criteria or restrictions intended for the fund

  • A Letter of Intent is REQUIRED if a Gift Intention Form is not applicable

  • NAMING AGREEMENTS—The donor’s intent is to donate in order to have the naming rights for a particular physical space on campus




  1. Does the donor work for a matching gift company?

  • Enter the company name and Banner ID if known or the information can be secured

  1. Does the donor intend on having another entity help them fulfill their pledge?

  • A donor cannot ‘pledge’ another individual or organizations money

  • If the individual or organization has agreed to help fulfil the commitment, the individual or organization representative should sign the Letter of Intent as well indicating their commitment portion of the total pledge commitment —or—

  • If it is family members or a family foundation, a listing of all individuals who will be fulfilling the pledge commitment should be submitted along with the Letter of Intent and Pledge Entry Checklist

Note: According to current IRS Rules and Regulations, an individual who is allowing Third Party payments to pay down their pledge should be counting them as income

Sometimes it is best to REDUCE the pledge based on the outright donations of the family or friends identified



  1. Enter the pledge duration in years

  • How many years does the donor wish to take to fulfill their commitment?

  • There is a maximum of 5 years

  1. Enter the date the donor wishes to submit their first payment on the pledge commitment

  • This information is factored into creating the Donor’s installment schedule

  1. Enter the installment frequency that the donor wishes to submit their pledge payments

  • This will directly impact the pledge reminder

  • ANNUAL—The donor wishes to make an installment payment 1 time a year

  • SEMI-ANNUAL—The donor wishes to make an installment payment 2 times a year

  • QUARTERLY—The donor wishes to make an installment payment 4 times a year

  • NO REMINDER—The donor will make the installment payments without reminding

Acknowledgement and SPECIAL INSTRUCTIONS

  • This information will be used for official Kent State University Foundation pledge reminder

  • This information will be used for Advancement acknowledgement letters (Donor Services)

  • This information should contain complete name, address and phone information




  1. Enter any additional acknowledgement information

  2. Enter the phone number of the individual who should receive acknowledgement


Additional INSTRUCTIONS and comments

  1. Enter any additional information that would be of assistance in posting the pledge commitment


Advancement Officer Information

  • This section is to ensure that the Advancement Officer who secured the donation is ‘linked’ to the pledge commitment

  • Currently Advancement does not report off of this information




  1. Enter the Advancement Officers name who secured this pledge commitment

  2. Enter the Banner ID of the Advancement Officer

  3. Enter the name and phone number of the individual submitting the Pledge Entry Checklist

  4. Enter the date the Pledge Entry Checklist was submitted to the Advancement Services Department


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