The Division of Development and Alumni Affairs coordinates all fundraising efforts at Delaware Valley University. Other departments have shown increasing interest in doing their own fundraising, so the following information is meant to serve as a guide for some frequent issues and questions regarding this topic campus-wide. Please note that this is an abbreviated list to answer questions. For further information, please consult the DelVal Charitable Gift Policies and Guidelines (here). Please do not hesitate to contact Kevin Ladden, director of advancement services, at 215-489-2472 or email@example.com if you have further questions after reviewing this guide.
Mailings and Other Fundraising
Throughout the year, the university sends multiple appeals and other communications to alumni, parents, community members and friends of the University. Please refer to the notes below for some guidelines to help maximize the effectiveness of your fundraising effort.
- Please contact development and alumni affairs to discuss any fundraising you plan to do. Please give a lead time of at least eight weeks prior to your mailing or event in order for us to work together with you and provide exactly what you need. This will help us to work with you and coordinate contact with our constituents. It is helpful when alumni reach out to us that we know what mailings they have received recently so that we may discuss any questions they might have or point them to the correct contact. Additionally, we can then ensure that we don’t flood people with too much fundraising material. Our staff can work with you to plan timing of mailings or fundraising initiatives as well as helping with data needs and sharing samples of past fundraising materials that have been effective.
- Please note that all gifts to the university need to be receipted through development so that the donor has proper documentation of the gift for their records. Additionally, it is important that all charitable donations are tracked so that donor records accurately reflect all of a donor’s giving to the university.
- Proper gift recording ensures that a donor’s yearly giving is recognized and recorded at the proper level in the Annual Report of Donors which acknowledges all giving and encourages more gifts.
- Some special fundraising efforts like auctions and raffles have special guidelines. Please contact our office to check into the IRS and legal considerations for these types of fundraising.
Gifts in Kind
Gifts-in-kind are generally defined as non-cash donations of materials or long-lived assets (“goods”). Contributions of service, while appreciated, are not generally deductible. Contributions of goods may be deductible to the extent allowed by law.
Policy: No gift-in-kind will be accepted without a completed Delaware Valley University Gift-In-Kind Acceptance Form. The form can be found here. Please note that the signature of the donor on this particular form is not necessary unless the value of the gift is greater than $5,000. Please contact development and alumni affairs before accepting any gift-in-kind so that we may assist you with the process. The University reserves the right to liquidate any Gift-in-Kind after the required holding period set by the IRS.
Quid Pro Quo Gifts (Latin for "something for something")
In the case of a quid pro quo gift, the donor receives or expects to receive something for their donation*.
Example: A company is a "gold sponsor" for a golf tournament. For their sponsorship of $2,500, they are entitled to a free round of golf for four of their employees. The fair market value of each round of golf is $150.
In this case, the total gift is not deductible because a benefit was conferred to the donor for their gift. The amount of the allowed deduction would be $1,900 - the donation amount ($2,500) less the fair market value of the items received in return ($600). Even if the company did not send a foursome to play in the tournament, the gift would still not be fully deductible, as the test of deductibility is not whether right to admission or privileges is exercised, but whether that right was accepted or rejected (per Revenue Ruling 67-246). To preserve deductibility, the donor must decline any benefits and do so no later than when the gift is made.
In our above example, the company would need to phone or send a note, stating that they will not be utilizing the benefits associated with their gift. This must be done in advance of or at the time of the gift. Similarly, any "benefit," (artwork, meals, University logo apparel, etc.) jeopardizes the deductibility of a gift unless the donor declines these benefits at the time of the gift.
*An Exception on Premium Items:
There are some low-cost items that may be given out to a donor as a thank you or "premium item." Items such as address labels, key chains, pins, pens, notepads, and others may qualify. In some cases a minimum gift amount may be needed to preserve deductibility. If you are planning to give a low-cost premium item to donors, please notify development and alumni affairs. Staff can assist you in determining if the item qualifies as a low-cost premium item and advise you on receipting if needed.
Private and Corporate Foundation Support
The Director of Corporate and Foundation Relations is the university contact person if you are interested in developing proposals to obtain outside funding from such organizations. See the University's grants website for more information on the grant process.
Although the University sends out a gift acknowledgement for every gift, donors really like knowing how they made a difference. A letter from your department or a handwritten note from a staff member or student is a great way to thank your donors.