Fiscal Year End Close
We're quickly approaching fiscal year end and with that comes our annual FYE reminders! Please feel free to share this information with others, especially colleagues in units who may also be receiving checks or interacting with donors. For your convenience, there is a summary image below with important dates.
Gift Date Requirements: In order to count as a gift for fiscal year 2025, gifts must meet the requirements below based on the method in which it was received.
Credit card- must be processed by midnight EST on June 30, 2025
Wire- must be received in our bank account by COB on June 30, 2025
ACH- must be received in our bank account by COB on June 30, 2025
Securities- must be received in our UBS account by 4:00 pm EST on June 30, 2025
Checks sent via USPS - must be postmarked by June 30, 2025
Checks sent via FedEx/UPS - must be received by June 30, 2025
This is a common misconception- DO NOT instruct donors to use FedEx/UPS on the 30th. They need to send it early enough to arrive by the 30th (the scheduled delivery date is usually on the label). If they are sending late, they are better off using USPS and making sure it gets postmarked accordingly (or even better, making their gift online or by wire).
Mailing Checks: Please direct your donors to send all mail based on the categories below. It’s very important that mail sent via USPS be directed to the lockbox address to minimize delays so please only give out the office address for FedEx and UPS deliveries (Gift Planning checks are the only exception).
USPS:
Georgetown University
Office of Gift Administration
Department 0734
Washington, DC 20073-0734
FedEx/UPS:
Georgetown University
Office of Gift Administration
2115 Wisconsin Ave, Suite 500
Washington, DC 20007
Drop Off Procedure: As usual, checks must be postmarked by June 30, 2025 to count toward FY25. Each gift must include the postmarked envelope to confirm it is truly for FY25. Please do not discard the envelope! If you work with on-campus partners and are notified of a check that has arrived somewhere on campus, please DO NOT direct them to put it back in the mail! Connect them to me and we’ll determine the best course of action.
In-Person Drop Off Location: 2115 Wisconsin Ave, 5th floor secure drop box. All checks or cash must be dropped off by COB on Thursday July 3, 2025 in order to be recorded in time for close.
Deadlines: Checks must be delivered or dropped off at the Office of Gift Administration by close of business on Thursday July 3, 2025 in order to be deposited and recorded in time for FYE close. However, in an effort to record as much as possible and be accommodating to those that are OOO the week of the Fourth, last minute and urgent items that are unable to be dropped off by that time will be accepted until noon on Monday July 7, 2025 (but please prioritize getting your checks to us by Thursday where possible!). Gifts received after noon on July 7th will be recorded in FY26 (but will still be backdated based on postmark for receipting purposes, just not included in our FY25 numbers). Our official close date this year is Thursday, July 10th.
Events and Other Manual Gift Data: All gift data must be submitted to OGA by COB on Monday, July 7th to be recorded in time for FYE close. This most notably applies to any gift data that is not integrated and needs to be inputted manually; common examples are listed below. If any of these may pertain to you, please review your records to ensure everything has been accurately captured and sent to OGA.
Events
Clover terminal credit card payments (gift and/or revenue!)
Cash
Commitments (don’t submit to OGA if you worked with the Donor Agreement team, as they will come to OGA through the Donor Agreements workflow for recording
Gifts-in-kind, including Auction items
Gift payments deposited outside of Advancement
Credit Card Gifts: If a donor wants to make a credit card gift over the phone, please direct them to the donor line (202) 687-1690 for PCI compliance purposes. They can also email giftaccounting@georgetown.edu in order to schedule a phone call ahead of time. The donor line and email will be monitored during regular business hours each day and until midnight EST on June 30th to ensure that anyone wanting to make a FY25 gift will be able to.
Securities: Email all stock gift related information to stocktransfer@georgetown.edu as quickly as possible. Please check your emails daily to relay stock gift info. If we do not have the donor’s name, we cannot sell the shares. Brokers can often be unresponsive at this time of the year, and it often takes hours for the stock team, if not multiple days, to research stock gift issues. If a donor needs special assistance making a stock gift by phone, they can call 202-687-9076.
Donor Inquiries: All donor inquiries or questions should be directed to email giftaccounting@georgetown.edu or call (202) 687-1690. Both will be monitored until midnight EST on June 30th.
Out of Office: If you plan to be out of the office between June 30th and July 10th, please indicate in your automated response who will be filling in as your backup during that time. OGA needs to know who to contact in your absence should an urgent question arise regarding an FYE gift.
Corrections: All corrections should be submitted through GU360 by COB on Monday, July 7th to be completed in FY25. If you have any concern regarding a correction transaction, contact advogasupport@georgetown.edu.
Closed Opportunities - Please take a look at Closed Opportunities and your constituents and double-check that all pledges and payments are correctly designated and credited in GU360. If there is a question, please reach out to Andy Gryll or Alexis Fox.
Know of an Incoming Gift? If you become aware of a donor sending a contribution, please submit the “Expecting a Gift” Form. This will ensure multiple people are looking out for the payment and that we have all the information and documentation necessary to process quickly. Not only will you be informed when the contribution is received, but it also helps us keep our inboxes clean and able to deal with urgent matters as they arise.