A-152 Gift Remittance Deposits

Correct Use of A-I 52:

1. Gifts must be deposited on an A-152 form. All gift deposits must be made into gift funds (or loan or plant funds where appropriate).
   
   
2. Checks written to U.C. must be deposited in U.C.-held funds. Checks written to the U.C. Foundation must be deposited into Foundation-held funds. Use the A-152 for either and forward each deposit to Academic Health Center Finance and Administration. U.C. Foundation deposits will then be directed to Academic Health Center Alumni/Development for further processing.

Commonly Asked Questions:

1. Do I need to write a thank-you letter?
   
   
   • YES, the University requires that departments/units write and send a thank-you letter, plus submit a photocopy of thank-you letters with each deposit (except to PPC's as noted below). Original letters, notes, and/or envelopes that came with gifts should be included with the deposit. These will be forwarded to the U.C. Foundation.
   • NO, if the deposit is being made to a PPC Fund (E700s). Note: only authorized foundations and corporations may donate to specified PPC accounts.
   • The U.C. Foundation may also write a thank-you letter and in some cases, Academic Health Center Alumni/Development may write a thank-you letter.
   
   
2. What should be written in the "Narrative Comments" box at the top of the form?
   
   
   • Sometimes checks and their numbers are listed here if no separate list of checks is being attached to the deposit.
   • Sometimes descriptive comments are added in this area to clarify the circumstances of the gift that the department wishes to record.
   • If the gift was given as a memorial, a name should be recorded. The "person responsible for the gift" is the employee who arranged for the donation to be given to U.C. or U.C.F.
   
   
3. What should be recorded in the "Description" box beside the account line?
   
   
   • The department may write a brief description that describes the circumstances for the money.
   • Some departments use the space to write the fund's name.
   
   
4. What revenue source code should be used?
   
   
   • Each gift fund has at least one appropriate revenue source code approved for use.
   • If no appropriate revenue source has been approved for the current deposit, call General Accounting.
   
   
5. How is a "Gift-in-kind" handled, such as a gift that is a piece of equipment?
   
   
   Contact Academic Health Center Finance and Administration for further instructions, as needed.