Page last reviewed on 8/30/2023. Pages are reviewed annually.
Impact reporting for current use or term program support funds should reflect the impact of the entire fund, not an individual gift amount. (If an individual gift requires specific financial reporting, that is technically a grant.)
Donors who give to current use/term funds are generally only stewarded in those fiscal years their gift is used. After that, outreach depends on cultivation needs.
| ACTIVITY | OWNER | TIMING & DETAILS |
| Gift Receipt | Gift Services |
All donors to the University receive a receipt verifying the tax-deductibility of their gift. Gift receipts include:
Notable exceptions: if a gift is made from a Donor Advised Fund (DAF), the gift receipt is issued to the DAF as the legal donor, not the donor who may have directed the gift. In addition, receipts for planned or estate gifts are sent by the Planned Giving team rather than Gift Services. |
| Gift Acknowledgments | CAS Advancement Services & Administering Unit |
Issued when the pledge is made and/or gifts and payments are received. Acknowledgments are sent weekly on behalf of the Dean of the College of Arts & Sciences. Departments and centers should also send their own acknowledgments on a regular basis (at least quarterly; preferably monthly.) |
| Quarterly Stewardship Email | CAS Advancement Services |
Each quarter, donors to the College of Arts & Sciences receive an electronic newsletter with stories from the College and opportunities to engage further through events. This audience includes donors from the last 18 months as well as members of the Henry Suzzallo Society. |
| Department Newsletters | Administering Unit | Sent by most departments at least annually, and up to quarterly with assistance from the Digital Communications Team. This is a perfect vehicle for communicating broad-based stewardship and stories of impact to a wide audience of donors, alumni and others, as well as for alerting constituents to upcoming events and opportunities to engage. |
| Annual Stewardship Communication | Administering Unit |
Departments and centers should send annual stewardship with an update on the overall impact of the fund. This could take the form of a meeting, a letter from a chair, or an electronic communication. This should not take the form of a detailed financial accounting of how a specific gift was used, but instead be an overall update on the difference the gift fund has made. |
| Annual Report to Contributors | University Advancement | Published each year in November, the annual Report to Contributors contains a snapshot of the impact philanthropy has on the University of Washington and those we serve. |
| Annual Tax Receipts | University Advancement | Each January/February the University reminds donors that they can easily download an annual tax receipt by logging in to My UW Giving. |
| Special Acknowledgments | Annual Philanthropy & CAS Advancement Services |
Special recognition for first-time donors, holiday messages and fiscal-year-end thank yous are often sent to donors by the central Annual Philanthropy team. CAS Advancement Services sends special acknowledgments to Arts & Sciences donors in the summer after making their first gift to the College, or if a donor is a recurring/sustaining donor through a mechanism such as a payroll pledge, Combined Fund Drive, Benevity, etc. |