An inside update on services provided by the University of Illinois Foundation
2019 Year End Gift Deadlines
The Foundation offices are closed from 3:00 pm CST on December 23, 2019 through December 27th and again January 1st, 2019.
Note: the Foundation will be open with limited staff on December 30th and 31st.
The main phone line (217-333-0810) will be accepting voice mail messages each day, for return calls on December 30th or 31st.
- Mail Delivery - December 13 is the last “safe” day to use campus mail to insure calendar year end delivery; after 12/13, use USPS or other direct delivery service for delivery before 12/23.
- Closed Dates - December 24-January 1, the Foundation is “officially” closed, per University holidays (with the limited exceptions of 12/30-12/31).
- Credit Card Gift Deadlines - Tuesday, December 31 12:00 p.m. is the last day to process credit card gifts received via phone or mail. The last online gift via the giving websites can be received until 11:59 p.m. CST.
- Open Hours - December 30, 8:00-5:00 and December 31, 8:00-12:00, the Foundation offices will open with limited Gift Administration and Gift Planning staff available by phone and by email. Limited staff will be available to support donor needs until 5:00 or as necessary on the 31st.
- Postmark Dates - Postmark date required for any cash or checks received by mail Is December 31; please include the envelope with the gift when transmitting for processing. This deadline does NOT apply to credit cards (must be charged by 12/31)
- Processing Deadlines - All gifts for calendar year end processing should be to the local gift processing office immediately upon return from the holiday break. If the gifts were received in your office before 12/31, please indicate such when transmitting the gifts. All gifts received or postmarked before 12/31 and transmitted after the holiday will be receipted as December gifts with the exception of credit cards. The last date to get gifts into TED before calendar close for gift reporting purposes is January 9th.
- Securities Gift Deadlines - December 31, 12:00 p.m. is the last day to receive securities electronically in the UIF account; markets close at 3:00pm
The Foundation lobby email will also be monitored and forwarded during the break and a very limited staff will be processing credit cards delivered to the Foundation mailing addresses; the PO Box will also be monitored.
A year end message will be posted the first week of December on the Foundation’s website for further instructions and assistance: www.uif.uillinois.edu.
Many of the unit advancement offices are closing entirely between December 23rd and January 1st, therefore, to insure timely receipt of any gifts (especially credit card and securities) it is extremely important to:
- Hand deliver gift to your local Gift Processing Office immediately
(for UIS and UIC, please also look for your local campus announcements and hours)
- Send securities next day mail (e.g. Federal Express) to
1305 W. Green Street, Urbana, IL, 61801 for delivery to UIF on December 30 or January 2
- Use (or encourage your donors to use) the online giving website to submit any last-minute credit card gifts for immediate charge
- Mail checks to the UIF P.O. Box 734500, Chicago, IL 60673-4500 to be postmarked BEFORE December 31
As with each year, checks, cash, and security certificates transmitted by mail and postmarked by December 31st will continue to be processed as a 2019 gift. Please remember to forward all documentation, including envelopes with postmark dates, with the gift transmittal.
Electronic securities transactions executed prior to 12/31 will also be processed as a 2019 gift. Credit card gifts made via the Foundation’s web giving page or any unit pages that link to the Foundation site are charged upon receipt. To be included as a calendar year 2019 gift, all credit card gifts must be processed through the website by 11:59 p.m. CST on December 31, 2019.
Credit card gifts received after December 31st will be processed on or after January 2nd as a 2020 gift. Any credit card gifts received via the website after December 31st at 11:59 p.m. CST will be processed as 2020 gifts. These deadlines keep us in compliance with IRS guidelines on the processing of credit card gifts.
A message is being added to the UIF public and online giving websites referring to these deadlines and instructions as well. Limited staff will be monitoring the online help emails until about 5:00 pm December 31st to assist any donors with last minute web giving problems.
Apply for UIDEA Spring Batch
The fourth batch of UIDEA launches on February 20. Applications are open through December 31.
During the 12-week program, the Foundation provides funding for teams to design or pilot strategies, programs, products, or technologies that represent new ideas or new spins on old ideas in the higher education advancement or charitable giving spaces. These ideas:
- tackle new areas of growth for advancement at Illinois, especially where the University of Illinois can lead the nation in particular markets (think: Team I-57s and farmland);
- translate societal and consumer changes from other industries to higher education advancement (think: Team Crypto and the launch of cryptocurrency giving);
- introduce new ways of doing business (think: Team MatchMaker and alumni awards); or
- disrupt the nonprofit industry (the Selection Committee is ready to see your big ideas!).
Your idea can benefit solely your unit, your university, or the entire University of Illinois system. Anyone can participate on a team—advancement staff, academic partners, alumni, students, etc.
If you have an idea but aren’t sure it’s a fit for UIDEA, want to learn about opportunities ripe for re-imagining in advancement, or just would like to hear more about the program, contact Katie Blum.
Review of Users' Access in Progress
In consultation with the Executive Operations Team (EOT—UIF President, University VCs for Advancement, UIF Sr. VPs), the Foundation is reviewing security and access roles in TED and other UIF systems with a goal of managing users’ access to sensitive data more effectively and efficiently. At the end of the review, the UIF will propose to EOT changes to some users’ access, particularly in regard to plans, interactions, opportunities, giving, and marketing efforts. It is anticipated some users will no longer be able to view data they currently can view. Early in 2020, the UIF will begin communicating with University CAOs about proposed changes for specific users.
Progress will be reported each month in Advancement Insider, so please stay tuned. If you have any questions or concerns, please contact Tyler Fitch at firstname.lastname@example.org or 217-300-6090.
Year-End Reminders and Updates!
From the Office of Gift Planning & Trust Services
3 IDEAS FOR CLOSING GIFTS BEFORE YEAR-END
- Suggest donors give appreciated stock held for more than one year whether they itemize deductions or not. They will still avoid paying tax on capital gains, and if they do itemize, they should be able to deduct fair market value.
- If your donor is 70 ½+, remind them about a charitable IRA rollover.
- Does your donor have appreciated assets but also is concerned about income? Call your Gift Planning Liaison for ideas!
As we approach the end of the year, we also want to highlight a few practical reminders:
If you have gift documents that you will need to record gifts prior to the calendar year-end, please get those requests submitted to email@example.com as soon as you have the necessary details. December is very busy, so we appreciate all of your efforts to manage the year-end rush.
Please note the following key dates when working with donors on year-end gifts to ensure ample time for transfer:
- Gifts by Mail: The postmark determines the official date of a gift that is mailed. Therefore, it is conceivable that a donor could mail their gift on Tuesday, December 31st and secure a 2019 gift date. However, we would not recommend this because any number of things may happen on that last day to jeopardize the postmark actually being applied. To be safe, donors should mail their gifts a few days before the end of the year.
- Stock Gifts: Can generally be done in a few business days. To be safe, it is advised that any stock gifts be executed by the middle of December to ensure a 2019 gift date.
- Mutual Fund Gifts: Can take significantly longer to process than a stock gift. If a donor plans to make a gift of mutual funds, please be sure to contact UIF ASAP to help ensure ample time to complete the transfer.
- Real Estate Gifts: If you intend for a property gift to close this calendar year, the discussion should be well underway. Contact Gift Planning immediately if you anticipate a donor wishing to do a transfer by year-end.
- Charitable IRA Rollover Gifts: Note that Charitable IRA Rollover Gifts must transfer directly from the donor’s IRA account to UIF, and must be out of the donor’s IRA account by December 31st. We suggest you encourage your donors to start this process ASAP to ensure the transfer occurs in a timely manner.
Gift Planning & Trust Services Marketing Update
12/4/2019 -- IRA Charitable Rollover Eblast: An electronic communication was sent to almost 41,000 households aged 70+ reminding them of the option to reduce or eliminate taxation of their 2019 IRA’s required minimum distribution.
12/11/2019 – Charitable Gift Annuity Rate Decrease Eblast: An electronic communication was sent to 87,000 alumni and donor households aged 60+ to address the decrease in CGA rates effective January 1, 2020.
The Foundation is dedicated to making sure you have the best resources available for your advancement needs. For this reason, we regularly update TED, UIF Online, OnBase, and BBIS. The next scheduled updates are:
Saturday, February 15th, 2020
Saturday, March 28th, 2020
During these updates the systems may not be available, but there will be a notification letting you know which systems will be affected and the timeframe.
UIF Advancement Services 2019 Year in Review
UI Reporting Tab
Advancement Information Management and Support (AIMS):
- Created and sent out the monthly UIF Advancement Insider filled with tons of great information.
- Worked closely with different UIF departments to capture, track, and communicate system updates.
- Troubleshot, triaged, and cared for over 8,000 tickets, requests, emails, and phone calls.
- Loaded thousands of students, graduates, and faculty and staff into TED.
- Updated over 15,000 records requested through TED Bio Feedback submissions.
- Managed over 1,100 user’s access to TED.
- Loaded 103,000+ constituent emails, 189,000+ LinkedIn URLs, and 42,000 employee/employer relationships that we received from LiveAlumni, a third-party LinkedIn vendor.
- Removed over 200,000 duplicate addresses, 41,000 duplicate emails, and 53,000 duplicate phone numbers from TED.
- Created and monitored many daily processes to cleanup TED data.
- Created a process to load CVENT registrations and cancellations into TED.
Advancement Intelligence (AI):
- New Reports and Enhancements/Updates to existing reports:
- Constituent Demographics Dashboard was added to TED this year that helps visualize demographic breakdown by Site, Education and Giving.
- Briefing Summary and Detail Reports were made available.
- Enhancements to the Custom Constituent source view allowing creation of selections that can be used in other TED queries created using BBDW views.
- Executed over 2,800 Marketing efforts this calendar year that included over 400 solicitations and over 2,300 non-solicitation efforts. The AI team ran close to 400 efforts a month which went past the highest number of efforts we have run in just one month. The average efforts per month was close to 260.
- Alumni Contact Channel Report was added to TED in 2019 to provide AG offices counts of Constituents with active email, mail and phone numbers and broken down by Constituencies that Renewed vs Lapsed.
- Participation Report Suite was deployed in TED during this fall and was part of an ITG project request.
- Benefiting Unit Reports were added to the Progress To Goals report as well as Active Pipeline report for UIC.
- Partnered with
- UIF AI team to launch the Briefing Reports (UI Reporting) in TED
- UIF AIMS team to review, analyze and load LinkedIn data into TED
- Added around 40,000 new current jobs for individuals w/o employment & Industry codes, websites and # of employees to 30,000 Organizations
- Added 27,000 new current jobs for individuals who do not have that particular employment
- Functional areas across Advancement to complete the 2nd phase of the Affiliations project in TED
- UIF AI and UIF AIMS teams to kick start an Organizational record clean-up project in TED
- Advancement teams in the creation of new plan outlines and retooling business process of handling plans in TED
- Model scores and ratings (Wealth and ratings area) clean-up project in TED
- Completed TED Research Requests
- Record updates: Find New Contact Information – 1,233; Find New Wealth Information – 833; Comprehensive Record Update – 364; Corporate Hierarchy Update – 65
- Portfolio Development (Build New Portfolio, Optimize Existing Portfolio, Trip Planning) – 276
- Data added to TED manually
- Contact: Street addresses – 2,903; Phone numbers – 4,410; Email addresses – 3,217; LinkedIn URL’s – 2,387
- Relationships – 8,143 | Estimated Gift Capacities – 2,511
- Research Referrals in TED
- Generated – 3,731 | Added to a portfolio – 1,403
- Resulted in a completed visit – 182 | Resulted in an Ask – 49
Monthly Faculty Staff Data
December Faculty Staff data has been loaded into the University Appointments area under the Relationships tab in TED. Monthly Faculty Staff data is pulled from Banner on the 10th and loaded into TED on the 3rd weekend of each month.
UIF ChatBot Update
The Foundation now has a ChatBot on UIF all public web pages of uif.uillinois.edu and in the online giving process, which provides donors an additional, and immediate, service option. Since launch, there have been over 450 interactions with the ChatBot, from as close as Urbana, IL and as far away as Japan. The most popular question for the Bot thus far has been how to make a credit card gift. We have also had several donor questions resolved successfully while chatting live with a Foundation staff person.
A ChatBot uses artificial intelligence (AI) software to simulate a conversation (or a chat) with a donor. It understands the user’s question, learns from past interactions, and can answer common questions immediately. When a donor needs additional assistance, a Foundation staff person is available for a live chat, or the donor may schedule a callback from a Foundation staff person, on a date and time convenient for the donor. Additionally, a donor can leave a message and the Foundation will respond with the needed information the same or next business day. The ChatBot extends service beyond the constraint of Monday to Friday between 8:00 am to 5:00 pm to a time, place and manner that is convenient for the donor.
If there are suggestions for additional questions that can be incorporated into the Bot to better serve donors, please share feedback with firstname.lastname@example.org.
December 2019 - January 2020
Live-training sessions give learners an opportunity to interact with the instructor and other Advancement staff. The sessions below are available for self-enrollment in iLearn.
Questions about a course? Contact email@example.com
Did your CAO’s suggestion that you speak with a CFP at GPTS to discuss a potential CGA for a MG donor leave your head spinning? Never fear, you can use the Common Advancement Acronyms sheet to decode this statement!
While especially helpful to onboard new staff, everyone in the Advancement Community can benefit from this resource.
As a living document, it will be reviewed and updated regularly. Instead of keeping a paper version that can quickly become outdated, we suggest you make this link one of your favorites for easy access.
Submit additions/changes to firstname.lastname@example.org. We welcome your feedback!
Please feel free to email email@example.com for any feedback or content that you would like to see in future editions!
Future Dates for the Advancement Insider (on or around):
- January 20, 2020
- February 17, 2020
- March 16, 2020
- April 20, 2020