Processing Gifts Other than Securities: Cash, Check & Other

Gifts (including gifts for scholarships)

Gift donations must be processed by the Advancement Office. This is necessary to ensure that the donor receives the proper documentation for tax purposes, and the transaction posts correctly to the General Ledger. Advancement determines the appropriate DeptID or Fund to credit the gift. All gifts are credited to account 4701. NOTE: Only Advancement can use Account 4701. Never use 4701 on any deposit tickets. When you receive a gift, please do the following:

1. Copy the check(s) and any documentation (gift letter, etc.) for your records.
2. Send payment, and original documentation, to the Advancement Office @ 80 George St., Medford Campus.
3. Review departmental reports to confirm that the gift was properly credited.

The Advancement Website is http://advancement.tufts.edu/

Fundraisers (including payments for goods and services)

When services, yard sales, t-shirt sales, and other fundraisers yield payments, departments should follow these procedures:

1. Fill out a Cash Deposit slip for the amount of cash and checks to be deposited
2. Indicate the DeptID (and Project/Grant, if applicable) that should receive the revenue.
3. Use Account Code 4401 (other sources).
4. Retain a copy of the check and accompanying information.
5. Deposit funds along with a completed Cash Deposit slip at the appropriate Bursar Office.
6. Review departmental financial reports to confirm the deposit was made.

Cash Deposit Slips can be obtained at the following Bursar locations:

• Student Services Office, seventh floor of Dowling Hall in Medford (x72000)
• Boston Bursar's Office, located on the 2nd floor of Posner in Boston (x66551)
• Grafton Bursar's Office, located in the Central Svcs Bldg in Grafton (x84932)

Non-Gift Receipts (payroll and personal expenses)

• Payroll & Benefit Related Receipts (i.e. - COBRA payments) should be processed via the Labor system. Please contact Tufts Support Services at 617-627-7000 before paying Tufts, or taking checks from employees.
  1. Retain a copy of the check and any corresponding documentation for your files.
  2. Forward check & documentation to Tufts Support Services.
• Personal Expense Reimbursements (i.e. - mailroom/telephone charges, bookstore purchases, etc) are payments made in the rare instances where personal expenses were temporarily charged to a department and require reimbursement by the employee. Such reimbursements should be promptly processed via the Bursar's Office as follows:
  1. Fill out a Cash Deposit slip for the amount of cash and/or checks to be deposited
  2. Indicate the DeptID (and Project/Grant, if applicable) that should receive the revenue.
  3. Use Account Code 5999 (Reimbursement).
  4. Retain a copy of the check and any accompanying information for your records.
  5. Review departmental report to confirm that the deposit was made.

Cash Deposit Slips can be obtained at the following Bursar locations:

• Student Services Office, seventh floor of Dowling Hall in Medford (x72000)
• Boston Bursar's Office, located on the 2nd floor of Posner in Boston (x66551)
• Grafton Bursar's Office, located in the Central Svcs Bldg in Grafton (x84932)

Should you receive a check that does not appear to fit into the above-stated revenue categories or if you have any related questions, please contact Edward Mahoney, Senior Director of Accounting and Associate Controller.