How To:  Complete Gift Transmittal Form

Step 1 – Log in to Gift Transmittals

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU Gift User
4. Click Gift Processing
5. Read the Gift Transmittals Confidentiality Agreement
6. Click Continue

1. Under GIFTS REQUIRING YOUR ACTION section, find the gift transmittal record. Page through using the Next link on the right of this section if needed.
2. Click Transmittal ID link

1. Click Gift Inquiry from top left menu
2. Enter any information about the gift at the top of the page as search criteria for gift transmittal
3. Click Search button
4. From Gift Transmittal Form column, click your gift transmittal ID number

Step 3 – View Uploaded Documents (upload additional documents if needed)

Note:  Upload file format must be pdf. The file names of documents for upload cannot contain special characters and blank space.

1. Click View & Upload Attachments link
   
   
   Note:  Consolidating all documents into one electronic file is recommended.
   
   
2. Click Document Name to review previously uploaded documents
3. Browse to Upload additional documents as needed
4. Click Close after reviewing / uploading all documents
   
   
   Note:  Removing a document is a permanent action and the document will not be able to be retrieved.
   
   

1. Select New Fund from DEPOSIT GIFT IN NEW OR EXISTING FUND drop-down list
   
   
   Note:  If you need to change Award Owning Org, click "Reassign" button.
   
   
2. Enter Proposed Fund Title
3. Enter Department Administrator
   
   
   Note:  The chosen department administrator will receive an email notification when it is time to initiate the PTA setup process in PTA Manager.
   
   

1. Select Existing Fund from DEPOSIT GIFT IN NEW OR EXISTING FUND drop-down list
   
   
   Note:  If you need to change Award Owning Org, click "Reassign" button.
   
   
2. Enter 5-letter Fund code
   
   
   Note 1:  If you do not know the code, enter at least three characters to initiate a search. Use "%" as a wildcard for up to two of the three characters.
   
   Note 2:  You must select the award from the drop-down once it appears.
   
   
3. As needed, click Fund Authorization to view fund information

Step 5 – Change Transmittal Total (as needed)

1. If the total is incorrect or needs to be split with another award, click the Change Transmittal Total button
2. Enter New Transmittal Amount
3. Click Submit
   
   
   Note:  If you do this step after entering any information into the transmittal screen you must Save as Draft at the bottom of the screen prior to clicking the Change Transmittal Total button or all your entries will be lost.
   
   

Step 6 – Enter Non-Gift Deposit Information (as needed)

1. Check Transmittal has a Non-Gift portion box
2. Enter Non-Gift Amount
3. Enter Non-Gift Org
4. Enter Non-Gift Fund
5. Enter Non-Gift Project
6. Enter Non-Gift Task
7. Enter Revenue Object
   
   
   Note 1:  The "Transmittal Gift Amount" is updated automatically.
   
   Note 2:  You must select each entry from the drop-down once it appears. If the entry is less than three characters, please enter "%%%" to see the full list and make your selection.
   
   
8. If you are completing a gift transmittal for a School of Medicine org code, select Check only if this provides commercial support for the School of Medicine box

Step 7 – Complete Questionnaire to Determine If Gift Is a Grant

1. Select Yes or No to the question – Is the funding provided by the U.S. Government, at the federal, state or local level?
   • If Yes, go to Step 7
   • If No, continue below
2. Select Yes or No to the question – Is the funding provided by an individual (not an organization)?
   • If Yes, go to Step 7
   • If No, continue below
3. Select Yes, No, or Uncertain to the set of questions provided
4. Enter Comments for questions answered Yes or Uncertain
   
   
   Note:  If you answer "Yes" to any of the questions, the Gift Transmittal will be rejected as the conditions constitute a sponsored award. If you answer "Uncertain" to any of the questions, the Gift Transmittal will be routed to the Office of Sponsored Research or the Research Management Group for review.
   
   

Step 8 – Complete Faculty Information

1. Select Yes or No from the drop-down list to indicate if the gift is a personal gift made by faculty member in support of his/her own research
2. Select Yes / Uncertain or No to Is the donor a for-profit organization?
3. If you selected Yes / Uncertain for step b., select Recipient Type Faculty or Non Faculty. For Faculty, you must also enter Recipient

Step 9 – Complete Gift Transmittal Checklist

1. Review each statement and check each box that applies to the gift
2. For any statements not checked, provide reasons in Originator Comments box at the bottom

Step 10 – Check Uploaded Documents

1. Check to ensure that all required documents have been uploaded
   
   
   Note 1:  Follow specific instructions included for each payment type.
   
   Note 2:  Removing a document is a permanent action and the document will not be able to be retrieved.
   
   
2. To upload additional documents, see Step 3

Step 11 – Add / Remove Approvers

1. Click Add/Remove Approvers link
2. Select Approver Type from drop-down list
3. Enter Approver Name
   
   
   Note:  If you do not know the Approver's name, enter at least three characters to initiate a search. You may use "%%%" to see a list of all available approvers.
   
   
4. If more than one approver is required, click Add Another Approver button and repeat Step b - c
   
   
   Note:  Department approvers must be entered before school / unit approvers or you will receive an error message.
   
   
5. Click ok

Step 12 – Save, Submit or Reject Gift Transmittal

1. Click Save As Draft to complete at a later date

OR

1. Click Save and Submit
   
   
   Note:  If you selected "Yes" to any questions in the Questionnaire section, a "Rejection Notification" window will display after clicking the "Save and Submit" button. See What's Next section below for instructions.

OR

1. Click Reject to permanently remove the Gift Transmittal transaction (including removal of all associated attachments)