Planned Giving Introduction by sofiaie


									Planned Giving

Table of Contents
WVUF Planned Giving Office ……………...…………………….. 1

Planned Giving Defined ………………………………………….. 2

Planned Giving Indicators …………………………...…………… 3

Suggested Dialog …………………………………………………. 4

Gift Options ………… ………………………….……………….. 5

Assets …………………………………………………………….. 7

Recognition Societies ………………………………………..….... 8

Resources ………………………………………………………… 9

Marketing Materials ………………………………………...….….10

Raisers Edge Utilities Report ………………………………….… 11

How to LOCATE a planned gift in RE …………………………. 12

How to BOOK a planned gift in RE …………………………...... 13

How to PROCESS an unexpected estate gift ……………………. 14

Expectations for Unit Participation …………………………....….15

                                                     January 2009

WVU Foundation Planned Giving Office
The role of the planned giving office is to increase the development officers‟ awareness of planned giving
options and explain the advantages to prospects. Our staff offers personal consultations, training
sessions and regular instructional messages. We will also accompany development officers on donor
visits when requested.

Deb Miller – Director of Planned Giving
      Deb Miller has over 14 years of experience in planned giving and leads the program. She
      participates in all activities related to the planned giving program, including the implementation
      of strategic plans, policies and goals. She manages the administration and stewardship of all
      planned gifts. She also facilitates the marketing materials and publications. She has a great depth
      of knowledge about planned giving vehicles and serves as the resident expert in the field.

Laura McCall – Associate Director of Individual and Planned Giving
       Laura McCall manages a portfolio of planned and major gift prospects, maintains a regional
       territory, and planned giving consists of 30% of her responsibilities at the WVUF. She assists the
       Director and serves as the second-in-command of the program. She collaborates with the unit
       development directors in promoting the planned giving program throughout the University.

Services provided to schools/colleges/ units

       work with development officers on gift arrangements for donors in their unit
       provide stewardship through The Irvin Stewart Society----quarterly newsletters, annual luncheon,
        annual presidential letter, birthday cards
       reports information about new expectancies and ISS members
       provides periodic training on planned gift vehicles
       provide articles for unit publications at the request of interested units
       mail TIPS newsletters (2 issues per year) to alums and retired faculty, and send additional targeted
        marketing mailings about planned gifts to alums
       provide follow-up information to alums after receipt of mailing inquiries
       make available brochures, explanatory handouts and other informational materials
       circulate monthly WV newspaper columns which alums or retired faculty may read
       maintain website information on planned giving options
       mail unit‟s brochures/related information to 275 financial advisors along with Financial Strategies
       prepare Alumni Magazine, Foundation newsletter, TIPS and Mountaineer Spirit articles about donors
        who made planned gifts.
       utilize ads in legal and accounting publications for advisors who may work with their alums,
        retired faculty or friends
       make presentations to unit advisory groups, alumni groups and donor groups
       investigate unique gift opportunities

What is planned giving?
Typically, a planned gift is one that will provide charitable benefit at the donor‟s death. The donor may
receive a charitable deduction immediately, but the University will not receive any funds for its benefit
until the donor passes away. Planned giving describes a wide variety of giving vehicles that allow the
donor to give to the University during their lifetime and/or after their death, while meeting their current
income needs and providing for their heirs. The purpose of planned giving is to support the University in
perpetuity (eternity).

Planned gifts can allow the donor to:
                Make a personally significant gift to the WVUF
                Save on gift and estate taxes
                Reduce or avoid capital gains taxes
                Pass assets on to family members at reduced tax costs
                Possibility of receiving income for life

Planned gifts are often thought of as „leaving a legacy‟ because many are created to make an impact for
future generations. It is surprisingly easy to arrange a planned gift. Though more sophisticated gifts will
require more care, many methods are quite straightforward. The easiest way to include the University in
an estate gift is through a will, also referred to as a bequest. The two words can be used interchangeably.


Planned gifts can be restricted or unrestricted. As with major gifts, it is important to have the donor‟s
wishes documented. The best way to document the gift is by having the donor complete an agreement.
The document can be placed in the file for future reference. We want to make sure that we have as many
details as possible to execute the gift properly, and make sure that the college, school or unit designated
receives the gift.

For example, a person has been a loyal supporter of the Cancer Center for many years and names the
WVUF as a beneficiary in their will. If they do not actually include the Cancer Center in the will, the
Cancer Center will not receive anything.

Making the Ask

What is the number one reason why people donate to charity? Because they were asked.
The average time from inception to maturity for a planned gift is 7 to 10 years – only a few years longer
than most campaign pledge periods.

If you are not talking to donors about making a bequest, you should be because another organization
most likely is! At the very minimum, you should be talking to them about leaving a bequest. As you have
more time to develop the relationship, you can talk with them about more sophisticated planned giving

Here are some fundraising scripts to help get you started:
       Would you consider including the WVUF in your estate plans?
       After you‟ve taken care of your family, would you consider leaving the WVUF in your will?
       Are we already in your estate plans?

Planned Giving Indicators
The best planned giving prospects are those who have been loyal to the University by consistently giving
on an annual basis. There are some obvious signs and not so obvious signs that a person is a planned
giving prospect.

Subtle Signals
   No children or close relatives
   Children are doing extremely well in their chosen careers, and prospect doesn‟t have to worry about
      providing for them
   Widow/widower having outlived two (or more) spouses
   Mentioned hating the IRS and wishing there was a way to avoid

Intermediate Signals (Really like to support WVU in a bigger way, but…)
    Needs to provide for children/grandchildren first
    Annual income would not make it remotely feasible
    Investments and retirement income are not what they hoped they would be
    Afraid annual gift to WVU is the best they can do- most of the assets are tied up in (real estate,
       bonds, stocks etc)
    Concerned about future health care costs
    Some of the assets are highly appreciated and don‟t want to pay the capital gains
    Have some assets that may bring some heady taxation
    Advisor mentioned getting assets out of the estate
    Heard that some charities are able to accept gift of property and other items

Advanced Signals
   Heard there are ways to make a gift and continue to receive an income
   Heard about planned giving stuff from other charities & wants to know how that might be beneficial
   Read about planned giving, but feels it is way over their head – and only comes into play for the
     people with lots of wealth
   Heard a lot about planned giving, but feel they must provide for heirs

Additional information about planned giving prospects
Older retirees on fixed incomes who still give to the University, although the size of their annual
donation may have plateaued or gone down, are likely to make a charitable bequest, since they want to
make a final gift to the organization they care about the most.

Younger married couples in their 40s and 50s are also good charitable bequest prospects. They typically
still have children at home, have moderate to upper-moderate incomes, and are active consumers who
use credit much more aggressively than older retirees.

Single females over age 65, many of whom have outlived spouses, are great prospects for charitable gift
annuities. Annuities appeal to them because they guarantee an income stream for the rest of their lives.

Wealthier people between their mid-50s and age 70 are good charitable remainder trust prospects. They
tend to be fiscally aggressive, and their credit histories and lifestyles indicate that they are savvy.

Suggested Dialog When Discussing the Topic of Planned Giving

Dialog when talking with a donor initially about planned giving:

Are you familiar with the concept of planned giving? This is a term used to describe any number of ways
you can support WVU in the future by making those arrangements now.

The simplest version would be to provide for WVU in your will. There are also planned gift
opportunities that would provide income to you and/or your loved ones for your lifetime. When you are
gone, the remaining amount would then be made available to whatever aspect of WVU you would like to
support. Would you like additional information on these kinds of gifts?

Dialog when talking with someone who is interested, but uncertain about the process:

Are you familiar with the concept of planned giving? There may well be a way for you to support WVU
in a significant way and enjoy immediate tax benefits from making the gift now.

Planned gifts are useful tools for some individuals interested in lowering current taxes, avoiding capital
gain taxes and lowering estate taxes. For instance, many folks have taken assets that have gone up in
value and used them to establish a planned gift which will provide an income for life and a higher pay out
than they had been receiving.

I feel it is important to point out that most assets can be used to fund such a gift. Stocks, life insurance
policies, and real estate are just a few examples. I would welcome the opportunity to work with you in
pursuing these possibilities further. After you have had a chance to review the materials, I will give you a
call to determine if and how you might like to proceed.

Dialog when talking with someone who has some knowledge about planned giving options:

You are obviously somewhat familiar with the concept of planned giving. I would like to send you some
general information I believe will be helpful. But, more importantly, I would like to provide you with the
information specific to your unique circumstances.

There is certainly no obligation on your part and I am confident that this information will prove helpful
to you and perhaps your advisors, in determining whether this kind of gift may work for you.

I would also like to offer the expertise of my colleague at the the Foundation, Deb Miller, whose primary
role is working with individuals interested in learning about planned giving. I am somewhat familiar with
the mechanics of the various planned gifts, but she is far more able to help you examine the possibilities
in a more thorough and understandable fashion. If you like, I would be happy to arrange a visit.

Planned Giving Gift Options
The most popular gift options used at the WVUF are:
     Income-Producing Gifts
     Retirement Plan Assets
     Life Insurance
     Real Estate Gifts


A bequest is any gift of property by means of a will. This is the number one choice of planned giving
donors. Sample bequest language is available to the units for general inquiries. More specific or
personalized language can be provided by the planned giving staff if necessary. The single easiest
way to ask for a planned gift is to focus on the bequest. Research shows that 80% of planned gifts
come from bequests.

The sample bequest language is located on the portal. Click on the Development tab and scroll until you
see Bequest Language. Click on the tab to launch the “Bequest Language”. Open it. It is a Word
document, so it can be edited. We ask that you use the language provided and only change the options to
meet the donor‟s needs.

Income-Producing Gifts (Life-income gifts)
Income-producing gifts can provide donors with an income stream, potential tax savings, and the
satisfaction of supplying the WVUF with vital long-term resources. The creation of life-income gifts
provides mutual benefits to both giver and receiver.

Income-producing gifts provide a significant asset for the University and steady long-term income for the
donor. On all life-income gifts, the recipients must be 50 years or older when the income payout begins.

       Income-producing gifts can allow the donor to:
             Make a generous gift and support a program of interest
             Receive charitable income tax deductions
             Avoid paying tax on any appreciated property used to establish the gift
             Receive an income for life (and/or the life of another designated beneficiary)

The most frequently referenced life-income gift options are the gift annuity, deferred gift annuity,
charitable remainder unitrust and remainder annuity trust.

       Charitable Gift Annuity (Minimum gifts of $25,000+)
       A charitable gift annuity provides a fixed income for life. The rate is based on the age of the

       Deferred Gift Annuity (Minimum gifts of $25,000+)
       A deferred gift annuity provides fixed income for life, but is delayed for at least one year. It is
       based on the age of the recipient and the gap of time until the income begins.

       Charitable Remainder Unitrust (Minimum gifts of $50,000+)
       The donor transfers cash, securities or other appreciated assets into a trust. The trust pays a
       percentage of the value of its principal, which is re-valued annually, to the donor or named
       beneficiaries. A charitable remainder unitrust makes payments that fluctuate with the market and
       therefore may provide a hedge against inflation.

       Charitable Remainder Annuity Trust (Minimum gifts of $50,000+)
       The donor transfers cash, securities or other appreciated assets into a trust. The trust makes fixed
       payments to the donor or to named beneficiaries. When the trust terminates, the remainder
       passes to the WVUF. A charitable remainder annuity trust provides a fixed income like a gift
       annuity, but the tax treatment of the payout may be preferable for donors giving highly
       appreciated assets.

Life Insurance
The donor can name the WVUF the owner and beneficiary of a life insurance policy and make annual
gifts to the WVUF in the amount of the premium payments. When the policy matures, the proceeds are
paid to the WVUF and applied to the donor chosen, designated program. The benefits are making a
significant gift from income instead of capital and the premium payments are fully deductible

The donor can also transfer ownership of a paid-up or not fully paid life insurance policy. The WVUF
can either cash the policy now, or maintain it, and receiving the death benefit later. The donor receives
gift credit and an immediate income tax deduction for the cash surrender value of the policy.

Retirement Assets
The donor names the WVUF as the beneficiary of the IRA, 401 (k) or other qualified plans. After the
donor‟s lifetime, the residue of the plan passes to the WVUF tax-free. The balance of the retirement plan
may be worth more when donated to a charity than to the heirs. Since the WVUF is a non-profit
organization, we won‟t pay income tax on the distribution. The entire amount comes to the WVUF and
the heirs will benefit from a reduced estate tax burden.

The benefits are escaping both income and estate tax levied on the residue left in account; the ability to
give the most-taxed asset in the estate to charity; they can continue to take withdrawals during lifetime
and they can change the beneficiary if circumstances change.

Real estate
The donor can make a substantial gift through a donation of residential, commercial, or underdeveloped
real estate. The property may be donated outright, serve as the corpus of a trust arrangement, or may gift
the property with the right of a lifetime tenancy (retained life estate). An immediate tax deduction is
available and capital gains taxes may be avoided.


The following assets can be used when making a planned gift to the WVUF: Cash, Stocks, Bonds,
Mutual Funds, Real Estate, Tangible personal property, Life insurance & Retirement assets.

Cash is the easiest way to make a donation and fund an income producing gift. Cash can be deducted
against a larger portion of the donor‟s taxable income than can gifts of appreciated assets. Gifts of cash
are deductible up to 50% of the donor‟s adjusted gross income (AGI) annually.

Appreciated Securities
Appreciated securities are considered one of the most significant IRS tax breaks for gifts. If a donor gives
appreciated securities held longer than one year, they can deduct the fair market value, regardless of what
they originally paid for them.

Real Estate
Real estate works for a primary residence, farm or vacation home, but not rental or commercial real
estate. Involves making a new deed which states that the donor retains a lifetime interest and the WVUF
is given the remainder interest. The older the donor, the higher the charitable deduction. When dealing
with real estate, you must consider marketability, mortgage and environmental issues.

Tangible personal property
The donor can donate equipment, artwork, books, etc. If we use the asset, the donor is entitled to a
charitable deduction equal to fair market value of the asset, assessed by an independent appraisal. If we
don‟t use the donated asset, the charitable deduction is set at the donor‟s cost basis in the property.

Life Insurance
Life insurance is a good option when an existing policy is no longer needed. A form from the insurance
agent is signed to change owner or just the beneficiary. No lawyer is needed to do this. A new policy may
also be a good gift option or WVU can simply be named as the beneficiary of a job related policy. Life
insurance works at any age, but more likely appealing later in life.

Retirement Assets
Retirement assets are often the largest asset in a person‟s estate. The after-death gift of remaining IRAs,
employer plans etc. It can be done by changing the beneficiary designation form. Also a good cash gift
after age 70 ½ when donor has to make distributions under federal law. No lawyer is needed to do this.
This works for any age, but more likely to be appealing later in life.

Recognition Societies
It is important that the development directors encourage the donors to join the recognition societies
because it is an excellent way to document the gifts and make sure that the bequest language is being
used accurately. It allows us to determine if the donor‟s plans are feasible, or can be used by the
University. It is often difficult to get reliable, accurate information on planned giving donors. It is
estimated that 70 -90% of all bequests are unknown to the charity until after the donor‟s death.
Additionally, the units will get credit for all gifts that are documented and development directors will get
credit for the solicitations.

Irvin Stewart Society (ISS)

The Irvin Stewart Society (ISS) was established to honor and recognize donors for making gifts in wills
or revocable trusts, income-producing gifts, testamentary retirement account fund gifts, life insurance or
real estate gifts of remainder interests that will benefit WVU, the Mountaineer Athletic Club, West
Virginia 4-H or Potomac State College of WVU.

An annual luncheon is held in Morgantown to honor the members and induct those who have not
attended before. New members‟ names are listed in the WVUF Alumni Magazine, the Foundation‟s
newletter, and the Foundation‟s planned giving newsletter. They are also listed on a poster and in a
brochure showing all members‟ names and class year.

Donors of income-producing gifts who specifiy that scholarships will be created when the income
payout ends are honored with an imprinted brick on the Scholars Walk. A person may also join the ISS

In addition, donors of irrevocable planned gifts (income-producing, life insurance policy which the
Foundation owns, and real estate remainder interest) will be recognized in the Woodburn Circle Society
if the present value of their gift is $100,000 or more.

Jerry West Society

Membership in the Jerry West Society is exclusively offered to those who make commitments of support
to the Mountaineer Athletic Club (MAC) in the form of planned gifts. The Society was formed in 1996
and is named for WVU‟s most famous athlete, Jerry West.

The Church Society (Potomac State College)

Formed in 2000, the Church Society, established in honor of Dr. Ernest and Katharine Church, honors
donors making estate gifts to Potomac State. The Churchs‟ were part of the fabric of Potomac State for
decades, and emphasized the importance of private support to the College.

WVUF Website ( (

The WVUF website serves as an excellent resource. Most of the information in the PG Toolkit can be
found on the website. It lists sample bequest language and provides a goals and benefits chart for
planned gifts. It also has a gift options comparison and a gift calculator, just to name a few of the

All units/colleges/schools should have a page designated on their own website for contributions. Within
the website, a section should also be designated for planned giving. A simple link can be made to the
WVUF website. The planned giving staff will work with each unit to get the websites linked. Each unit
has their own web administrator who is responsible for making changes to the unit website.

WVU Portal

The an electronic copy of the PG Toolkit is located on the portal at Click on the
Development tab and scroll until you see “Planned Giving Toolkit”. Click on the tab to launch the
Planned Giving Toolkit. Open it. It is in an Adobe file, so it can not be edited.

WVUF Development Staff Handbook and Development Procedure Reference Guide

The handbook and reference guide were distributed to each of the development directors at the 2007
Development Retreat. Each unit should have the two binders in their respective office space. If you do
not have the two binders, please contact Jason Turner, Director of Research and Prospect Management,
at 304-284-4044 and he will make sure you receive copies. Both documents contain a planned giving

Life Income Gifts At A Glance Card

Deb Miller distributes a laminated card that lists the tax benefits of planned gifts, life income gift types,
assets for gifts and a life-income gifts chart. The card is located in the front pocket of the Planned Giving
Toolkit. If you need an additional copy, please contact the planned giving staff.

PG Calc

PG CALC is a web-based calculator that provides charitable deduction calculations for a broad range of
planned gifts, specifically income-producing gifts. It can be generated by the planned giving staff upon
request, by entering basic information, customizing the figures, and changing the options at any time.
The interactive planned giving calculator provides an additional tool to evaluate various planned giving
options such as gift annuities, charitable unitrusts, annuity trusts and deferred gift annuities. It is a great
resource to share with donors who are interested in income-producing gifts and want to see the benefits.

To request PG Calc, contact the Planned Giving Office and we will produce the documents. You will
need to provide the donor‟s birth date and gift amount. It would also be helpful to know the tax bracket
and whether the gift will be done using cash or stocks.

Marketing Materials

The most important things about planned giving marketing is its consistency. The Planned Giving Office
has several pamphlets available for distribution. When visiting with planned giving prospects, the
pamphlets serve as good resources and follow up materials. The following are available:
        Planned Giving brochure
        Irvin Stewart Society brochure and membership card
        Jerry West Society brochure and membership card
        The Church Society brochure
        Leave a Legacy brochure
        Sample Bequest Language card
        Making Your Will

Newsletter Article
The Planned Giving Office will provide articles for any publication the development director requests.
Department and college-wide publications should always include planned giving information. It is a great
opportunity to mention planned giving for a targeted audience. We will work with the units to develop
the appropriate inclusion.

School of Medicine sample article
Tomorrow‟s results are created by today‟s dreamers. Many dream of a way to help the School of
Medicine grow in the future. Some find that a good way to accomplish that is to set up an income-
producing gift for retirement income that will later provide support for the School.
Using cash, stocks, corporate bonds or mutual funds, it‟s easy to build up more retirement security while
also receiving an income tax deduction. The income can begin at any age chosen by the donor. The best
part is choosing how the remaining funds will benefit the School after the income payout ends. Learning
more about this support option happens when you call the Development Office at 304-293-3980. They
can assist you to make it work.

College of Engineering and Mineral Resources sample article
Mining engineers are a special breed. They are known for their analytical and problem-solving abilities.
Their career successes over the years have helped to advance and improve our society and lifestyle in
truly important ways. Supporting the future education of mining engineers is a way to ensure the
continuation of our society‟s phenomenal record of progress. An easy way for anyone to provide such
support is through a gift provision included in a will or revocable trust.
The wording of “to the West Virginia University Foundation, Inc. to benefit the Department of Mining
Engineering in the College of Engineering and Mineral Resources,” will provide such a gift. Directing
your support to any of the Department‟s highest priorities --- (1) opportunity funds which allow the
Department to meet its most pressing needs in the future, (2) professorships, or (3) scholarships -- would
be appreciated. To learn more about the smart choices you can make, call Robert Bragg, Director of
Development, at (304) 293-4821, ext. 2240. Making sure that future mining engineers receive a valuable
education at WVU is something that we can all help to accomplish!

Raiser’s Edge Utilities Report
The RE Utilities reports available to the unit development directors are the ISS Members by Unit Report
and the Planned Giving Expectancies Report. The reports are located in the Utilities section of RE and
are available upon request. If you would like the reports generated, please contact the planned giving

ISS Members by Unit Report
The purpose is to list all living members of the Irvin Stewart Society whose expectancy gifts will benefit a
specific unit. These lists are used for stewardship purposes, in publications and for public display of
members. Expectancy gifts include bequest, after-death retirement asset transfers, income-producing
gifts, life insurance, or a real estate gift with retained life. All expectancy gifts are booked in RE on the
donor‟s Gift tab with “planned gift” as the type. The report can be run for any given unit/ school/
department. No date selection is needed and the listing is for all current living members.

Planned Giving Expectancies Report
The purpose is to provide complete information about all expectancy gifts for living donors and can be
generated for specific units. It is used for stewardship, prospecting, mailing, reporting and other
purposes. Expectancy gifts include bequest, after-death retirement asset transfers, income-producing
gifts, life insurance, or a real estate gift with retained life. All expectancy gifts are booked in RE on the
donor‟s Gift tab with “planned gift” as the type. The report can be run for one or more given schools or
units. It can be run for one or more gift use types – undesignated; scholarships; professorships; etc in
combination with unit choices. Any beginning date can be chosen and all expectancy gifts can be viewed
by starting with 1/1/1965. The report can be run for any ending date.

How to LOCATE a planned gift in Raiser’s Edge
All planned gifts are recorded on the Gifts tab in Raiser‟s Edge, alongside the donor‟s other gifts. To
identify a donor‟s planned gifts, you must modify the Gifts screen to show the “Campaign” heading.

Open any person‟s Gift screen in RE. With your cursor in a white area on that screen, right click. The
drop-down menu choices will include “Columns,” so select that to make the change. When the Columns
menu opens, choose “Campaign” to move over to the “Display these columns” box and then use the up
arrow on the right to advance the placement of the Campaign column to the position after Date and
Type. Click OK and then you‟ll be able to identify all Planned Gifts on your donors‟ records quickly
each and every time.

Whether the gift is revocable (a bequest, retirement assets, or life insurance on which the Foundation is a
beneficiary) or irrevocable (a unitrust, annuity trust, gift annuity, deferred gift annuity, life insurance the
Foundation owns, or a real estate remainder interest), it will show the “Planned Gift” label under the
Campaign heading.

Additional information about the gift is available by clicking on the Planned Gift to open it. The
Miscellaneous tab carries the most complete description, but you can also look at the Soft Credit and
Attributes tabs for information.

Don‟t be confused by multiple entries for what is actually one planned gift. If three different stocks were
donated to create a single gift annuity, there will be three entries, one for each stock, even though they
are all part of the same gift annuity.

If you find a gift amount of $1.00 or $0.00, understand they are control figures for donors whose gift
amounts are unknown. Zero is used when we know a constituent has indicated they have included
WVUF in their estate plans, but have no written confirmation from the donor, and $1 is entered when
there is written confirmation of a planned gift but no dollar amount is known. We‟d certainly like to
know more about their gift and ask them to join ISS, so a personal visit might be worthwhile. You might
even work to designate the planned gift.

And remember, you can determine whether a person is an Irvin Stewart Society member by looking on
the Attributes tab. Their membership information is shown there.

How to BOOK a planned gift in Raiser’s Edge
When a donor informs a development director that they have included a gift in their will for WVU or
made a planned gift using another vehicle, we want to make sure the gift is documented in RE.

If the right information is secured, the development officer can book it as a “Close Gift”. In order to
book the gift and the development officer receive credit for the gift, the description and amount of the
gift must be documented.

If the development director asks the person to join the Irvin Stewart Society, and the person completes
the ISS membership card, all of the appropriate information will be gathered via the card. The ISS card
has space for a description of the gift and an estimated gift amount, such as “bequest for School of
Pharmacy scholarship” and “$50,000”. A copy of the will with the amount or a letter containing the gift
details from the donor can also be used to document the gift. A person does not have to join the ISS to
close the gift in RE.

If the person joins the ISS, provides a copy of the will with the amount or sends a letter containing the
gift details, the development director can create a “Closed Gift” action using the normal procedures.
The documentation should be sent to Deb Miller for appropriate follow-up. She will have the gift
information entered on the Gifts screen in the donor‟s RE record, and the Research & Prospect
Management staff will link the gift to the “Close Gift” action.

If the person does NOT join the ISS initially and does not provide written documentation, the
development director can still record the information in RE. Rather than using a “Close Gift” action,
select “PG Info Request – ExpctcyDsclr” on the Action drop-down menu. Notify Deb Miller, using the
Auto-Remind feature on the Action tab. Do not complete the action or the notification will not be sent
to Deb. She will have a $0.00 gift entered, so the donor is classified as an expectancy donor and receives

After further efforts, when written information from the donor or the donor‟s advisor about the planned
gift such as a copy of the will with amount, a letter containing the gift details or a completed ISS
membership card is received, then it is time to do a “Close Gift” action using the normal procedures.
Forward the written documentation to Deb, so it can be updated on the Gift tab.

- With written confirmation of a planned gift: (1) do a “Close Gift” Action; (2) send the documentation
to Deb for entry in RE.

- With verbal information about a planned gift: (1) do “PG Info Request – ExpctcyDsclr” Action; (2)
send the Action to Deb for entry in RE.

How to PROCESS an unexpected estate gift
When a development officer receives information that a gift will be made by an estate of a recently
deceased person, it is appropriate to send all of the information about the gift --- such as the deceased
person's name, the executor's name, address and phone number, and the will or trust document --- to the
Office of Planned Giving. That will allow appropriate monitoring of the gift on a timely basis.

A pledge receivable will be booked for the estate gift, and a constituent record will be created in
anticipation of receiving the gift.

In addition, a report --- a master list --- of all estates from which we will receive funds is prepared on a
monthly basis. Retaining all of the information within the unit means that the estate will not be listed on
that report, which is provided to a number of Foundation personnel for various budgeting, auditing and
other administrative purposes. The report is also used as a reminder to contact executors who have not
sent the funds at the time they had originally projected, when needed.

Further, having information about the estate gift and its purpose will expedite the handling of the gift
when it is received by the Foundation. If there is any confusion about the purpose or other aspects of
the gift, there will be information to refer to quickly.

So please remember that, as soon as you receive it, the Planned Giving staff needs to have a copy of the
information to start the estate gift administration process.

Expectations for Unit Participation in Planned Giving
Participate in the identification, cultivation, solicitation and stewardship of planned gifts

Market planned gifts in publications at the college & department levels when feasible

Contact planned giving staff for needed follow-up with donors to help develop proposals

Provide unit-based stewardship to expectancy donors

Encourage expectancy donors to join The Irvin Stewart Society

Share their information about expectancy donors and their gifts

Follow-up with known expectancy donors when information is missing

Additional Comments:


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