This policy states that all gifts and pledges, whether solicited or unsolicited, which are sent directly to a unit or to an individual, must be delivered promptly to the UAB Office of Gift and Biographical Records along with copies of any accompanying documentation such as letters, cards, notes, and agreements. Without this step, UAB Gift Records is unable to perform important functions for our donors and development colleagues.

Some items of note:

• When Gift Records isn’t made aware of a gift and the additional documentation along with it, we cannot receipt the donor even if the check has been deposited. Receipts are produced from Gift Records using CRM Advance, not Oracle.
• Financial Affairs does not notify Gift Records when a gift is deposited to a gift account in Oracle.
• We cannot steward a donor or recognize them for their total giving without entering this contribution into CRM Advance.
• Our pledge records that are used to remind donors of their outstanding pledge balances aren’t updated to show a payment that can result in an incorrect reminder being generated to a donor.
• Development staff will not be credited for contributions that may be associated with their fundraising goals.

Some recommendations:

• When soliciting for a gift, request the donor mail this directly to Gift Records to insure it’s timely deposit and receipt:
  UAB Gift Records
  AB 1230
  1720 2nd Avenue South
  Birmingham, AL 35294-0112
• Communicate with your fiscal officers and their administrative staff that all gifts received directly to them can be delivered directly to Gift Records for deposit. Gift Records is located on the 12th floor of the Administration Building - Suite 1230. They are open Monday-Friday from 8:00 a.m. – 5:00 p.m.
• If you or your donor has a question or concern regarding a contribution, Gift Records can be reached by phone at 205-934-7242 or email at This email address is being protected from spambots. You need JavaScript enabled to view it..

We are also working with the Controller’s office to share this same message on an ongoing basis with fiscal officers within the schools and units. If you have any questions about depositing checks, please reach out to Gift Records at This email address is being protected from spambots. You need JavaScript enabled to view it..