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Procedure: 9-42

Effective: July 1, 2001

Financial Operations & University Reporting, Office of the University Comptroller

Latest Revision:

Creating New Gift Projects

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership


This procedure applies to University departments receiving spendable gift funds.

System References [Top]

Oracle Project Create Attachment Form (Word)

or go to UVA Forms Directory.

Policy [Top]

Solicitation and Acceptance of Gifts and Bequests -- Policy IX.A.1
Receipt and Acknowledgment of Gifts -- Policy IX.A.2
Establishment of Funds for Certain Purposes -- Policy IX.A.3

Responsibility [Top]

The Project Manager is responsible for creating the project, sending the Oracle Project Create Attachment Form, donor documentation and funds to the Gift Accounting Department of the UVA Development Office.

Gift Accounting Department
UVA Development Office
P.O. Box 400807
Charlottesville, Virginia 22904-4807

Distribution [Top]

Ownership [Top]

The UVA Development Office and the Office of Investment and Tax Services are responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Procedure Steps [Top]

1. A new gift project is necessary when a donor restricts their gift for a particular purpose not available using an existing project.  
2. Project manager creates a new project, prepares and attaches the Oracle Project Create Attachment Form, and forwards donor correspondence to UVA Development Office. Funds are temporarily deposited to a University suspense account.  

UVA Development Office reviews the Oracle Project Create Attachment Form for conformity to donor correspondence and other relevant information. UVA Development Office screen prints the Project Create form, attaches these to donor documentation, initials approval and sends all documents via messsenger mail to Investment and Tax Services for award creation.


UVA Investment and Tax Services
2nd Floor, Carruthers Hall
P.O. Box 400194
Charlottesville, VA 22904-4194

4. Investment and Tax Services reviews the project creation and the Project Create Form for:  

Project Name - Description
Organization code
Expenditure Function
F and A cost code

5. Investment and Tax Services creates the associated award and initially funds the award with $.01. Investment and Tax Services notifies award manager.  
6. Workflow forwards the project and award to Award Manager and Investment and Tax Services for final approval.  
7. Investment and Tax Services notifies UVA Development and departmental administrators of approved project and award via e-mail.  
8. UVA Development Office transfers the gift receipts to the project in the general ledger.  
9. Monthly, Investment and Tax Services installs the award for the amount of any gift funds.  


End of Activity


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