The Gift Journal report provides a weekly snapshot of gift transactions posted to UH Foundation accounts. Gift details along with donor contact information are included and can be used to produce gift acknowledgements. Up to 6 months of weekly transactions are available at a given time.
A weekly snapshot is taken in order to consistently provide the same transactions for that week regardless of the report run date. Gifts can be modified at any time after it has originally been posted for various reasons, at which time a modification note will be indicated in the report. The Foundation handles the tax deductible receipting of all gifts. Please do not include any values on any acknowledgement letter.
There are PDF and Microsoft Excel versions of the report. The Excel version is designed for mail merge and includes data fields not included in the PDF version of the report and can be used in a mail merge to produce acknowledgement letters, where each receipt number will show up only once, assuming that the gift was not modified during the timeframe the report was run for.
If the transaction is a modification, "Correction" or "Donor Requested Change" will be displayed in red. If the donor requested not to receive any gift acknowledgments, "Exclude from Gift Acknowledgments" will also be displayed in red.
FAQs & TipsPDF Report Output
| Data Field | Description |
| ID Number | The unique ID number assigned to the donor. |
| Record Type | The primary record type of the donor. Possible values are: Affiliated Organization Alumnus/Alumna Club/Association Corporate Foundation Corporation Faculty Family Foundation Foundation Friend Parent (Current) Retired/Emeritus Faculty Staff Student Trusts |
| Phone Number | The donor's preferred phone number. |
| Name/Address | The donor's name and preferred mailing address. If the donor requested to remain anonymous, no address information is displayed and "ANONYMOUS" is displayed as the donor name. |
| Gift Date | The gift date of record. |
| Receipt Number | The unique receipt number assigned to the transaction. |
| Appeal Code | The appeal code associated with the transaction. |
| Gift Association | The donor gift association. Possible values are: Primary * Joint Donor * Covering Account Donor Advised Fund Group Donor * In Honor of Donor In Memory of Donor In the Name of Donor On Behalf of Donor *Every gift transaction has a primary donor. If the gift was a joint gift from a couple, the joint donor is the spouse. Group Donor is used when the gift has more than two donors or is from a couple and goes to more than one account. |
| Transaction Type | The gift transaction type. Possible values are: 1st Pledge Payment * AKA Membership Package Gift Matching Gift ** Payroll Deduction - Payment Pledge Payment * Realized Bequest Special Event *The current pledge balance and the total pledge amount are shown when the gift is a pledge payment. **If the transaction type is "Matching Gift," the matched donor is also displayed. |
| Payment Type | The gift payment type. Possible values are: Check/Cash Credit Card Gift-in-Kind-UH Insurance Payroll Deduction Securities Web-Gift Credit Card |
| Primary Gift Amount | The overall total amount of the gift. If multiple accounts were designated for the transaction, this is not the amount that went to the particular account. See the "Gift Associated Amount" for the portion of the transaction that went to the account. This also does not include any non-tax-deductible premiums attached to the gift. |
| Premium Amount | The premium amount, if applicable, applied to the gift. This is the non-tax deductible portion for any goods and services received. |
| Total Received | The total amount received, including any applied premiums. This total is the sum of the primary_amt and premium_amt values. |
| Gift Associated Amount | The portion of the primary gift amount that went to the account from that donor. |
Excel Report Output
| Data Field | Description |
| donor_report_name | The primary donor's report name. Displayed in "last name, first name" format. |
| donor_name | The preferred name of the donor. If it was a joint gift, the donor's joint name (e.g. Mr. & Mrs. John Doe) is displayed. |
| donor_salutation | The preferred salutation of the donor. If it was a joint gift, the donor's joint salutation (e.g. Mr. & Mrs. Doe) is displayed. |
| donor_special_handling | An indication that the donor does not want to receive any gift acknowledgments. "Exclude from Gift Acknowledgments" is displayed. Those flagged as such should not be send any thank you letters. |
| label_line1 | Line 1 of the donor's preferred address label. |
| label_line2 | Line 2 of the donor's preferred address label. |
| label_line3 | Line 3 of the donor's preferred address label. |
| label_line4 | Line 4 of the donor's preferred address label. |
| label_line5 | Line 5 of the donor's preferred address label. |
| label_line6 | Line 6 of the donor's preferred address label. |
| label_line7 | Line 7 of the donor's preferred address label. |
| label_line8 | Line 8 of the donor's preferred address label. |
| primary_amt | The overall amount of the gift, minus any premiums. This is the tax deductible portion. |
| premium_amt | The premium amount, if applicable, applied to the gift. This is the non-tax deductible portion for any goods and services received. |
| total_amt | The total amount received, including any applied premiums. This total is the sum of the primary_amt and premium_amt values. |
| pledge_amt | The total pledge amount. Only populated when the transaction was a pledge payment. |
| pledge_balance | The remaining pledge balance. Only populated when the transaction was a pledge payment. |
| trans_type | The gift transaction type. Possible values are: 1st Pledge Payment AKA Membership Package Gift Matching Gift * Payroll Deduction - Payment Pledge Payment Realized Bequest Special Event *If the transaction type is "Matching Gift," the matched donor information is displayed in the 2nd donor fields. |
| payment_type | The gift payment type. Possible values are: Check/Cash Credit Card Gift-in-Kind-UH Insurance Payroll Deduction Securities Web-Gift Credit Card |
| alloc_cnt | The number of accounts (allocations) designated by the gift. Details for up to 5 accounts are included. |
| alloc_total | The total of transactions to all accounts (allocations) designated by the gift. Details for up to 5 accounts are included. |
| allocation1_code | The account number of the 1st account. |
| allocation1_name | The name of the 1st account. |
| allocation1_school | The unit of the 1st account. |
| allocation1_dept | The department of the 1st account. |
| allocation1_amt | The total amount that went to the 1st account. |
| allocation2 | The account number of the 2nd account. |
| allocation2_name | The name of the 2nd account. |
| allocation2_school | The unit of the 2nd account. |
| allocation2_dept | The department of the 2nd account. |
| allocation2_amt | The total amount that went to the 2nd account. |
| allocation3 | The account number of the 3rd account. |
| allocation3_name | The name of the 3rd account. |
| allocation3_school | The unit of the 3rd account. |
| allocation3_dept | The department of the 3rd account. |
| allocation3_amt | The total amount that went to the 3rd account. |
| allocation4 | The account number of the 4th account. |
| allocation4_name | The name of the 4th account. |
| allocation4_school | The unit of the 4th account. |
| allocation4_dept | The department of the 4th account. |
| allocation4_amt | The total amount that went to the 4th account. |
| allocation5 | The account number of the 5th account. |
| allocation5_name | The name of the 5th account. |
| allocation5_school | The unit of the 5th account. |
| allocation5_dept | The department of the 5th account. |
| allocation5_amt | The total amount that went to the 5th account. |
| donor_cnt | The number of donors for the gift. Details for up to 5 donors are included. |
| donor1_id | The unique ID number assigned to the primary donor. |
| donor1_name | The preferred name of the primary donor. |
| donor1_assoc | The gift association of the primary donor. Possible values are: Primary Group Donor |
| donor1_amt | The total amount associated with the primary donor. |
| donor2_id | The unique ID number assigned to the 2nd donor. |
| donor2_name | The preferred name of the 2nd donor. |
| donor2_assoc | The gift association of the 2nd donor. Possible values are: Joint Donor Covering Account Donor Advised Fund Group Donor In Honor of Donor In Memory of Donor In the Name of Donor Matched Donor On Behalf of Donor |
| donor2_amt | The total amount associated with the 2nd donor. |
| donor3_id | The unique ID number assigned to the 3rd donor. |
| donor3_name | The preferred name of the 3rd donor. |
| donor3_assoc | The gift association of the 3rd donor. Possible values are: Covering Account Donor Advised Fund Group Donor In Honor of Donor In Memory of Donor In the Name of Donor On Behalf of Donor |
| donor3_amt | The total amount associated with the 3rd donor. |
| donor4_id | The unique ID number assigned to the 4th donor. |
| donor4_name | The preferred name of the 4th donor. |
| donor4_assoc | The gift association of the 4th donor. Possible values are: Covering Account Donor Advised Fund Group Donor In Honor of Donor In Memory of Donor In the Name of Donor On Behalf of Donor |
| donor4_amt | The total amount associated with the 4th donor. |
| donor5_id | The unique ID number assigned to the 5th donor. |
| donor5_name | The preferred name of the 5th donor. |
| donor5_assoc | The gift association of the 5th donor. Possible values are: Covering Account Donor Advised Fund Group Donor In Honor of Donor In Memory of Donor In the Name of Donor On Behalf of Donor |
| donor5_amt | The total amount associated with the 5th donor. |
| appeal_code | The appeal code attached to the gift. |
| appeal_desc | The description of the appeal code attached to the gift. |
| date_of_record | The gift date of record. |
| processed_date | The date the gift was processed. |
| reason_changed | The reason the gift was modified, if applicable. |
| receipt_number | The unique receipt number assigned to the transaction. |
| week_id | The sequential week number the gift was processed in. |
