FR: Creating an Electronic Gift Agreement | Scribe

    FR: Creating an Electronic Gift Agreement

    • Terri Clark |
    • 0 step |
    • 2 minutes
    Access the Household or Organization record for the prospect for which you want to enter an Electronic Gift Agreement. Click the **Prospect Management tab** and then select "**Proposals**."
    Click on the proposal for which you want to create a gift agreement. In our example, we will edit the Doe Household "**Test EGA Proposal**."
    Click on the "**Create or Edit Gift Agreement**" link to access the form for creating the draft gift agreement.
    The following fields will populate automatically on the Gift Agreement based on the ACE Household or Organization record and the associated proposal. - Donor ID - Account Name - Donor Preferred Name (Primary Constituent) - Donor Preferred Name (Spouse Secondary) **NOTE:** Even though the donor information pre-populates on the EGA, the creator of the gift agreement has the ability to change the order of the signatories on the proposal, or to include only one signatory (if there are two constituents in the Household). **Making this adjustment on the proposal applies only to this single gift agreement/proposal and does NOT effect the Household or future proposals.**
    If a Household contains two constituents but a donor wants to appear singularly on a gift agreement, this is accomplished by performing two tasks: 1. **Modify the *Contact Role*** on the proposal of the Household member that should NOT appear on the gift agreement 2. **Indicate** "***No Joint Signature***" on the gift agreement form See **Steps 5- 8** below to see how this is accomplished.
    **TASK 1:** Go to the proposal record and modify the Contact Role for the constituent that should NOT appear on the gift agreement. For this gift agreement we want only Jane Smith Doe to appear and be a signer for the gift agreement. **NOTE:** A **Constituent** on a proposal with the **ContactRole** of "**GA Primary Signatory"** or "**GA Secondary Signatory"** will automatically be added to the heading for a gift agreement. You **MUST change the role** to something other than signatory if the Constituent should not appear on the gift agreement. Click the dropdown arrow for **John N. Doe Sr.** (the constituent we want to remove from the gift agreement) in the **Contact Roles** related object and select "**Edit**."
    The **Edit Opportunity Contact Role** window appears. Click the dropdown arrow for the **Role** field.
    Here, we will change the Contact Role for John N. Doe Sr. to "**Decision Maker**" and click "**Save**."
    **TASK 2**: Check the "**No Joint Signature**" box on the EGA form. This will remove the second signature line on the gift agreement.
    The **Agreement Information** section contains the following fields: **Proposal ID**: Auto-generated system ID for the proposal (populates automatically). **Proposal Name**: Populates automatically and appears exactly as the name was entered when the proposal was created. **Which campus coversheet is needed?**: Click the dropdown arrow to select the correct campus coversheet. **Donor Signature Delivery Selection**: Click the dropdown arrow to select either "**Electronic Signature**" or "**Physical Signature**." **Is the EGA Amended?**: If the gift agreement changes the criteria, unit or other related details for an existing gift agreement, select "**Yes.**" Otherwise, select "**No**."
    If it is an amended agreement and you select "**Yes**," two other fields will need to be completed: 1. **Previous Agreement Date**: Enter text for the date the previous agreement was executed (**on Month DD, YYYY** or **in Month YYYY**). **NOTE:** The word "**on**" or "**in**" needs to be included so the language in the gift agreement will read appropriately. 2. **Amended Agreement Additional Statement**: Add additional language to indicate that the new agreement renders the previous agreement null and void.
    The EGA allows up to three (3) total designations to be specified per gift agreement. Each Designation Detail section will allow the user to choose combinations of endowed, non-endowed, and planned. The **First Designation Details** section contains the following fields: **Is this a New or Existing Fund?:** Click the dropdown arrow to select "**New Designation**" or "**Existing Designation**." **First Designation Name**: Enter the name of the designation, remembering to end any endowed fund with the word "**Endowment**." (i.e., For Jane Smith Doe, an appropriate name would be the "**Jane Smith Doe Scholarship Endowment**"). **Is this Endowed or Non-Endowed?**: Click the dropdown arrow and select whether the agreement is "**Endowed**" or "**Non-Endowed**." **NOTE:** The Endowed/Non-Endowed selection will populate the required language for an endowed, non-endowed, planned, or combination gift agreement in the generated document. **What is the Purpose or Use?**: Click on the dropdown arrow and select the purpose of the gift. (This will insert the appropriate fund purpose and use language as defined by the UT Financial System and the National Association of College and University Business Officers (NACUBO). **NOTE**: More details about the specific use can be entered under the field labeled "**First Designation Additional Details**".
    Other **First Designation Details** section fields are: **First Designation Amount**: The amount of the pledge/gift for the first designation. **First Designation Department**: Click in this lookup field and start typing the name of the campus, college, department, or unit. (i.e., The name may begin with UTK, UTC, UTHSC, UTM, UT Southern, or UTIA). Click on the correct college, department, or unit. **First Designation Budget Authority**: Click the dropdown arrow and select the role for the Budget Authority or Funds Manager as appropriate based on Department, College, Program, or Unit. **First Designation Budget In Consultation With**: If applicable, enter the role of the consulted entity. **NOTE:** The text being entered for the "**In Consultation With**" field needs to include "**the**" so the language in the gift agreement will read appropriately if a role is listed (i.e., "**the** Department Head of Accounting" or "**the** Director of the Program"). **First Designation Additional Details**: Enter additional information here to more clearly define the fund and the purpose or use.
    Complete this step only if applicable. **Is this a planned gift?**: Click the checkbox if the pledge or gift is a planned gift.
    **Add a Second Designation?**: Indicate if there is a second designation for the gift agreement by checking "**Yes**." If not, select "**No**." **NOTE:** You will complete each of the fields for the Second Designation Details in the same manner as you did for the First Designation Details. If applicable, you can indicate "Add a Third Designation?" and enter the Third Designation Details.
    **Alert!** For Second and Third Designation Details, if you accidently click "No" after you have entered the designation details for the second or third designations, all information for the designation will be cleared and need to be re-entered.
    If you indicted the "**Purpose or Use**" for the designation is Graduate Fellowship, Graduate Student Award, Undergraduate Scholarship or Undergraduate Scholarship Award, the "**Scholarship Criteria - Designation 1**" (2 or 3) section will appear in the EGA. You can enter information for one or multiple fields for the applicable Scholarship, Fellowship or Award Criteria.
    The **Scholarship Criteria - First Designation** (**Second** or **Third** ) section(s) contain the following fields: **Applicants must be currently enrolled at or admitted to attend**: Enter the attending or admitted Campus or College required for the scholarship, fellowship, or award. (i.e., The University of Tennessee, Knoxville) **Applicants must be pursuing a major or degree in:** Enter the degree the applicant must be pursing to be eligible for the scholarship, fellowship, or award. (i.e., Architecture) **Preference given for applicants who have or maintain a GPA of:** Enter a value if criteria for a specific grade point average (GPA) is desired (i.e., 3.5). **Preference given for applicants who graduated from:** Enter the high school name if criteria to identify students who graduated from a specific high school is desired. (i.e., Powell High School). **A student holding the scholarship in one year shall have preference in subsequent years:** Click the dropdown arrow and choose "**Yes**" if the student granted the scholarship in one year should have preference in following years. If this criteria should not be included, then leave the dropdown on "**select an item**". **A student holding the scholarship in one year shall *NOT* have preference in subsequent years:** Click the dropdown arrow and choose "**Yes**" if the student granted the scholarship in one year should **NOT** have preference in following years. If this criteria should not be included, then leave the dropdown on "**select an item**". **Financial need may be considered**: Type "**Yes**" if financial need is a scholarship consideration. Leave blank if this is not applicable.
    Alert! When language regarding scholarship preference should **NOT** be included in the gift agreement, both field values should be set to "**select an item**." When language regarding scholarship preference **SHOULD** be included in the gift agreement, one field value will be "**Yes**" while the other should be set to "**select an item**." In this example, the donor has specified a student holding the scholarship in on e year should **not** have preference in subsequent years. Therefore, "**Yes**" is selected for the field indicating preference should not be given while the other field value should remain set to "**select an item**."
    **Other Scholarship Criteria 1, 2, 3, and 4**: Enter up to four (4) additional scholarship criteria in these fields. Leave blank if no additional criteria is needed.
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