How To:  Initiate New Gift Transmittal

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

Step 2 – Enter New Gift Details

1. Click New Gift from top left menu
   
   
   Note:  Your Gift Transmittal ID is generated. Write this number on all documentation associated with the gift, including the check, prior to sending to Development Services.
   
   
2. Gift Type of Gift will be pre-selected for Gift Users and Gift Approvers. If you are a member of the Office of Development (OOD), Gift Type will appear as a drop-down to select Gift or Pledge
3. Enter 4-letter Award Owning Org code
   
   
   Note 1:  If you do not know the org code or organization name, enter at least three characters to initiate a search. You may 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.
   
   
4. Enter Transmittal Total
5. Enter Postmarked Date or click calendar icon to select the date.
   
   
   Note:  If gift arrived via the United States Postal Service (USPS), enter the postmark date. However, if the gift was hand delivered, shipped (other than USPS), or contains a foreign postmark, enter the date received at Stanford.
   
   
6. Enter Date Received at Stanford or click calendar icon to select the date
7. Enter Comments (optional)
8. Enter Donor Name
   
   
   Note:  If you are a member of Office of Development (OOD), click "Validate Donor", and enter the donor's SUID number. If the donor does not have an SUID, send an email to development-services@lists.stanford.edu with "SUID needed for new GT" in the subject.
   
   
9. Select Primary Donor from Donor Type drop-down list




If you have multiple donors, complete steps j. – l. for all donors:

10. Click Add Another Donor button
11. Enter Donor's name in the new Donor Name box
12. Select Donor Type
    • Joint Donor – Donation made by primary donor and spouse
    • Linked – Donation made by a third party on behalf of the donors (eg., from a foundation)
    • In Memory Of – Donation made by primary donor in memory of deceased individual
    • In Honor Of – Donations made by primary donor in honor of an individual
13. Select level of Anonymity
    • None – the gift is not anonymous
    • Publications – the gift must anonymous in publications
    • Gift Amount – the gift amount must not be public

Step 3 – Upload Documents and Complete Gift Initiation

• Consolidating all documents into one electronic file is recommended.
• The file names of documents for upload cannot contain special characters and blank space.
• The only acceptable file type is pdf.

1. Check the box next to each donor document that will be uploaded
   
   
   Note:  Follow specific instructions included for each payment type.
   
   
2. Select Payment Type. If Check, enter the Check Number
3. Click View & Upload Attachments
4. Click Browse
5. Find your document and click Open
6. Click Upload
   
   
   Note:  Repeat steps d. – f. for each document to be uploaded.
   
   
7. Click Close
8. Select either I will complete the Gift Transmittal Form or I will not be completing the Gift Transmittal Form
   
   
   Note 1:  If you do not have authority to complete the Gift Transmittal Form, "I will complete the Gift Transmittal Form" is disabled and "I will not be completing the Gift Transmittal Form" is pre-selected. Once you complete the initiation you will no longer have access to view this gift transmittal. An email will be sent to users with authority for this org to complete the transmittal.
   
   Note 2:  If you do not have the details to complete the gift transmittal form (e.g., new or existing fund, non-gift portion, donor requirements, non-profit organizational status, and approvers) or if you do not have authority to complete the form, select "I will not be completing this Gift Transmittal Form" and the Award Owning Org authority assignment will be used to send a notification for completion.
   
   
9. Click Create Gift Transmittal button

Step 5 – Deliver Payment and All Backup Documentation to Development Services the Same Day It Is Received

Per University policy, all gifts should be initiated and sent to Development Services the same day they are received. Please see Admin Guide Policy 4.2.1.

Deliver the payment and backup documentation the same day it is received to:

Development Services
Office of Development
326 Galvez Street
Arrillaga Alumni Center front desk

~ OR ~

Departments	Deliver to...
School of Business School of Earth Sciences School of Education School of Engineering School of Humanities & Sciences School of Law Hoover Institution Department of Athletics	The local development offices in the school or unit
School of Medicine	OOD drop box at the Edwards Building (300 Pasteur Dr.)

Note 1:  Cash and credit card information should never be sent through interdepartmental mail service.

Note 2:  Gifts should never be sent to the Controller's Office, Fund Accounting, or the University Payments Office (formerly University Cashier's Office).