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Recording Grant Gift Commitments.

  • 1.  Recording Grant Gift Commitments.

    Posted 11-20-2019 04:00 PM

    Dear Colleagues,

    We record and report on Grant gifts that qualify as philanthropic gifts.  We use a special transaction type called Grant Installment (GI).  We are now asked to record Grant commitments as pledges in our system if they are multi-year payouts.  Previously, we only recorded payouts as they were received.  We are beefing up our counting of gifts for our current comprehensive campaign.

    Our problem is partly technical.  If we record a Grant pledge as a countable pledge, our system only allows us to use the Payment (PY) transaction type.  If we changed the settings and allowed GI transactions to pay pledges, it will affect many reports and require a lot of work.  It could also complicate our straightforward gift and pledge system.  My questions are:

    1)      Do you record Grant Commitments as pledges?

    2)      Do you have a special pledge type for Grant commitments?  If so, do you use a special transaction type for the payment?

    I want to keep our system as simple as possible and fulfil our reporting requirements.

    Thank you,


    Craig Nelson

    Director of Data & Systems

    University Development and Alumni Engagement

    Cal Poly, San Luis Obispo, CA 93407


    office 805-756-1558

    Craig Nelson

  • 2.  RE: Recording Grant Gift Commitments.

    Posted 11-20-2019 04:06 PM
    Craig, we book pledges and payments for charitable transactions that flow through Emory's Office of Sponsored Programs (I try to avoid the word "grant" since I see it misused in gift documents as much as I see it properly used). We are an Advance Web shop and have specific transaction types for OSP pledges and OSP payments. You didn't mention what system you're using, but I wonder if there are other transaction attributes (source, appeal type, etc.) that could serve the purpose you need to segregate these transactions.


    Josh Greenbaum
    Executive Director, Advancement Information Svcs
    Emory University