Depositing a Gift Check

Depositing a Gift Check

February 24, 2014

Summary: This article provides guidelines for campus departments on depositing a gift check. Includes chart for assigning a reference number to Regental gift check deposit.

Gift money comes to the University as either Regental gifts or UCLA Foundation gifts.

  • Regental gifts - directly donated to the University and recorded in the University books as gift income. Please follow the instruction below to deposit Regental gift monies. Also see related information for "Regents Gift Transmittal Form" that must be sent to Gift Services along with a copy of the completed deposit record. When General Accounting receives the acknowledgment from Gift Services, funds of $100,000.00 or less will be released, less the 6.5% administrate fee, and appropriated to the department via a Transfer of Funds. 
  • UCLA Foundation gifts – directly donated to the Foundation for investment then transferred to campus when requested. See related information "UCLA Foundation Transmittal Form" for steps on depositing Foundation funds.

Guidelines for Depositing Regental Gifts Monies

Gifts monies should NOT be deposited directly to the department's gift fund. Departments must deposit all Regental gifts monies into the Gifts Received-Undistributed account-fund (4-116030-54805).  example
 
Deposits can be made at any of the campus main cashiers. Please use the following guidelines when preparing the deposit record:
  1. The Loc-Account-Fund is always 4-116030-54805.
  2. The SOURCE and PROJECT fields should remain empty.
  3. The DESCRIPTION field should have the donor's name and check number. (For example: Bruin, Joe/5512). Record each gift check separately, and remember to keep a copy.
  4. The REFERENCE # field should be completed with the letter that corresponds to the month in which the gift is deposited followed by the fund number for which the gift is intended (see the list below).

    If the gift is to be appropriated to a new fund that has not yet been established, use the reference number that corresponds to the month according to the list below (under Fund Not Established).

    Example: Using the list below, if a gift is being deposited in the month of May and intended for existing fund #41234, the REFERENCE #field should contain K41234. If the deposit is being made in May and is intended for a new fund that has not been established yet, the REFERENCE #field should contain Kxxxxx.

Chart for Assigning Reference Number

Month Letter

Reference #
for Existing Fund

Reference #
for Fund not Established
July A A <fund number> Axxxxx
August B B <fund number> Bxxxxx
September C C <fund number> Cxxxxx
October D D <fund number> Dxxxxx
November E E <fund number> Exxxxx
December F F <fund number> Fxxxxx
January G G <fund number> Gxxxxx
February H H <fund number> Hxxxxx
March I I <fund number> Ixxxxx
April J J <fund number> Jxxxxx
May K K <fund number> Kxxxxx
June L L <fund number> Lxxxxx