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1 University of Wisconsin Foundation Advancement 101 January 8, /2/2014
2 UWF Finance Team Steve Hudson CFO Geoff McCloskey Controller Gift Processing: Wendy Richards Senior Director Sue Sveum Senior Coordinator Monica Dalmau - Coordinator Tammy Rupnow Coordinator Sarah Hawks ABE Coordinator Fund Administration: Accounting: Brian Hettiger Director Amber Messer Budget Analyst Bridget Bush Taxation, Deferred Gifts, 401(k) Sally Erdmann General Accounting, Close Process Lead Julie Kalsbeek Disbursements Lead, Life Income Funds Michelle Koran Cash Management, Fund Accounting Cindy Trachta-Gross Disbursements, Administration 2 1/2/2014
3 UWF --- UW Finance UW Accounting Services Gift UWF Investments Processing Accounting Fund Administration UWF Finance 3 1/2/2014
4 UWF --- UW Finance UW Accounting Services Gift UWF Investments Gifts Processing Fund Administration Accounting UWF Finance 4 1/2/2014
5 UWF --- UW Finance UW Accounting Services Gift UWF Investments Gifts Processing Fund Administration Accounting UWF Finance Campus Access 5 1/2/2014
6 UWF --- UW Finance UW Accounting Services Gift UWF Investments Gifts Processing Fund Administration Accounting UWF Finance Campus Access 6 1/2/2014
7 UWF --- UW Finance UW Accounting Services Gift UWF Investments Gifts Processing Fund Administration Accounting UWF Finance Campus Access 7 1/2/2014
8 UW-Madison Accounting Services UW-Madison Projects & UW Foundation Funds Gift Funds are deposited & invested at the UW Foundation until UW-Madison requests a fund transfer UW Foundation transfers funds to UW-Madison Accounting Services Accounting Services applies funds to specific UW Gift Projects UW Gift Projects = Fund 233 Relationship between UWF Funds & UW-Madison Projects: One to One One to Many Many to One When funds are deposited into a UW Gift Project Regent Notices are created and reported to UW-System Administration. 8 1/2/2014
9 UW-Madison Accounting Services Transfer Process UW MADISON DEAN S OFFICE (5 processing days) UW FOUNDATION (6 processing days) ACCOUNTING SERVICES (3 processing days) PI or UW Dept requests fund transfer from UWF to UW Dean's Office prepares UWF Check Request, UW Gift Routing Form, and Departmental Approvals UWF verifies balance, coding, and approves check request UWF prepares ACH transfer to UW Accounting Services Accounting Services receives ACH from UWF Transfer to specific UW Project, Increase Budget, & Notify Regents 9 1/2/2014
10 UW Madison Accounting Services Team Martha Kerner Assistant Vice Chancellor for Business Services Dan Langer Controller & Director of Accounting Services Susie Maloney Director of Financial Reporting, Analysis & Systems (608) Dana Coshenet Accountant (608) UW-Madison website: 10 1/2/2014
11 UWF maintains two basic types of funds for the University Expendable (Short-Term or 12 ) Funds Gifts received, normally spent within one year of receipt No distinction between income and principal (all available to be spent) Interest credited on balances > $20,000 (30-day LIBOR rate) Credited quarterly, based on monthly balances (simple interest) Endowment (Long-Term or 32 ) Funds Gifts received ($10,000 min) with the intention to grow principal over a long period of time, AND to spin off measured, spendable income Investments are pooled in a unitized portfolio (similar to a mutual fund), with principal gains/losses tracked over time, by fund Income distributed quarterly, based on a prescribed formula Using a 4.5% annual rate, and the average balance of the prior 16 quarters 11 1/2/2014
12 Investing in the Endowment Pool.. Investments in the Endowment Pool are made at the end of each quarter. Gifts received during each respective quarter, intended for this pool, are placed in a corresponding Expendable Fund, temporarily. As such, it is typical to have sister funds created when new endowment gifts are received. Example: Quasi-Endowment Funds (still 32 funds) are a hybrid, wherein a gift(s) may not have been endowed by the donor, yet it is preferred to invest in the Endowment Pool to seek more prudent long-term investment gains, including the allocation of spendable income. Or, a donor places only temporary restrictions on the invested principal. Investing in this capacity must be permissible within the context of donor expectations / restrictions. 12 1/2/2014
13 Closing and Reporting.. Each quarter, our accounting team executes an Endowment Close* Expendable Fund interest income is calculated, and posted to each fund Endowment Fund spendable income is calculated, and posted to each fund Endowment Fund market values are also updated, by fund Messages are sent via Campus Access, alerting the campus community of updates.. *Our goal is to execute our close routines within days after the end of each respective (calendar) quarter. Year-end (Q4) will vary, due to audit valuation requirements. Endowment Reports are prepared, annually, for fund donors. Fund highlights are captured, including a summary of spendable income paid out and updates to each fund s value. 13 1/2/2014
14 Contact Information Geoff McCloskey Controller (608) Wendy Richards Senior Director, Gift Processing (608) Brian Hettiger Director of Fund Administration (608) /2/2014
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