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L&S Gift Management: UW Foundation Policy Overview
The University of Wisconsin Foundation (UWF) is the official fundraising and gift-receiving organization for the University of Wisconsin-Madison, and the university's development and financial partner. Each year, the UW Foundation transfers gift and investment income to UW-Madison to support campus priorities like scholarships, building projects, research efforts, and initiatives in specific schools, colleges, and programs.
The University of Wisconsin Foundation is a separate organization from University of Wisconsin-Madison so it is important to understand the policies and procedures that allow us to work together to support the mission of the University of Wisconsin-Madison. We are all responsible for ensuring that the correct policies are followed for the acceptance and administrative stewardship of gifts made directly to the University, as well as gifts made to the Wisconsin Foundation and Alumni Association (WFAA) in support of the University.
Request Access to the UW Foundation Resources
Link to form: UW Foundation Access Request
This request form is typically used by supervisors to request Foundation access for their employees. Questions can be directed to the Campus Unit Administrator (CUA) for L&S, Jana Valeo.
Types of access:
- Gift and Fund Management (GFM): Most common access; this is required for Disbursements and other financial actions. It also contains some donor info needed for stewardship
- Wisconsin Advancement Resource Database (4WARD): Less commonly needed, contains more detailed donor information needed for donor relations
Another option is to request the data via the forms on the Advancement Hub: https://www.uwadvancement.org/resource/request-lists-reports/
Related info on the WFAA website: Best Tools and Practices for Gift and Fund Management
Request form fields
Responses are sent by Jana Valeo. The name and email of the person completing the form are automatically recorded.
| Field | Description |
|---|---|
| Employee Name | Name of employee who needs access added / removed / modified |
| Employee Work unit | Name of L&S Department / Program |
| Employee Title | Employee's HR job title |
| Employee Email | Employee's email. Use an '@wisc.edu' email address. Other domains (e.g., @unit.wisc.edu) will not work for their Foundation access. |
| Requesting |
Select from the following options:
|
Add or modify access
| Field | Description |
|---|---|
| Effective Date | Effective date of their access, if adding a new user, or the effective date of the change. |
| Supervisor Name | Name of supervisor |
| Have they previously had access to the UW Foundation website? | Yes / no question |
| Foundation funds |
Describe the funds the employee needs to access.
|
| Will they process financial transactions using Foundation funds? |
Yes / no question Examples: deposits, disbursements, or reconciliations, etc.? |
| Access to donor information |
Do they need access to donor information to process thank you notes and other stewardship related activities? If so, please describe the information needed. |
| Donor stewardship |
Is donor stewardship their primary job? If so, please describe access needs. |
Removing access
| Field | Description |
|---|---|
| Removing access - effective date | List the effective date to remove their access. |
End of Form
| Field | Description |
|---|---|
| Additional information |
Optional. List additional information or context if needed. |
| Form feedback |
Optional. Please let us know if you have any feedback about this forms or related L&S KBs. |
Policy and Guide to Allowable Expenses
UW Foundation and UW Madison strive to be a good stewards of donor money. All payments made using UW Foundation funds, need to follow UW policies and procedures, as well as align with donor intent. All payments are looked at on a case-by-case basis with the donor in mind. If there is doubt that a payment is in line with the donor’s wishes, the payment will not be approved.
In order to use UW Foundation funds to make purchases, funds must be transferred from UW Foundation to the UW Madison 233 gift worktag via the disbursement process. Work with your gift manager to discuss a disbursement plan for your unit. (See L&S Gift Management: Disbursements from the UW Foundation).
Special approval is required for expenses that fall under the Official Functions guidelines so it is essential to become familiar with the activities that require additional approvals.
The majority of expenses supported with UW Foundation funds will be paid using 233 gift worktags via the method appropriate for the expense. Review for more information: 3024.8 Using UW Foundation Funding in Workday Expenses
Foundation funds can be used to pay for meal overages and alcohol, but review the Business Meal Policy and the L&S Cost Grid for the most up to date policies and procedures.
When reviewing the available balance of UW Foundation funds, it is important to also review the available balance in the corresponding gift worktag. Since manual transfers are required to move UW Foundation funds to UW- Madison, the balances of both need to be looked at together to get an accurate total of available funds.
Relevant policies:
L&S Gift Management Team
Jana Valeo, Financial Manager- Gift Management
Art assignments are listed on this document: Art Assignments and Vacancies
- ART 1
- Amanda Mahr, amanda.mahr@wisc.edu
- Jana Valeo, jrvaleo@wisc.edu (L&S Admin only)
- ART 2
- Annie Powers, annie.powers@wisc.edu
- ART 3
- Sherry Adamson, sherry.adamson@wisc.edu
- ART 4
- Alisenne Sumwalt, asumwalt@wisc.edu
- David Olmos, olmos2@wisc.edu
- ART 5
- David Pettersen, dpettersen@wisc.edu
- Iain McLoughlin, imcloughlin@wisc.edu
Service email for Gifts: budgetoffice-gifts@ls.wisc.edu