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Organ and Tissue Donor Education Fund (6.03)

Organ and Tissue Donor Education Fund (6.03) - Policies, Administrative, UWHC, Department Specific, UW Organ and Tissue Donation

6.03



POLICY
Established Date: December 2015
Effective Date: January 2018
Title: Organ and Tissue Donor Education Fund Policy Number: 6.03

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 1 of 2

PURPOSE

The purpose of this policy is to establish guidelines for depositing gifts to University of Wisconsin Organ and
Tissue Donation’s (UW OTD) charitable Organ Donation Education Fund #112901888 (referred to as the
“Fund” in this policy), acknowledging the gifts and purchasing materials with monies from the Fund. UW
OTD dedicates its efforts to educating health care professionals and the community on the critical need for
organ and tissue donation. The Fund provides materials specifically for public and health care education
about organ and tissue donation and helps fund the cost of donation registration events, training seminars
and similar educational activities within our service area. Contributions to the Organ and Tissue Donation
Fund are fully tax-deductible.

FORMS

Gift Deposit Information Form
UW Health eRequisition Form
Transplant Donor Stewardship Report

POLICY

Cash Contributions to the Fund
A. An individual will make a directed cash contribution to the Fund in one of three ways:
1. A personal check mailed to UW OTD. The contribution is managed by a member of the
Community Outreach team (CO team member) who will:
I. Write a gift recognition letter (letter) addressed to the individual(s) that will be
signed by the UW OTD executive director. Additionally, for:
i. memorial gifts— the CO team member will create a letter to the next of kin
(NOK) informing NOK of the gift from the individual(s) in their loved one’s
name
ii. a gift in the amount of $500 - $1,000— a note will be attached to the letter
with suggestions for a personal hand-written note for the UW OTD
executive director to add to the gift recognition letter



POLICY
Established Date: December 2015
Effective Date: January 2018
Title: Organ and Tissue Donor Education Fund Policy Number: 6.03

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 2 of 2
iii. a gift in the amount of $1,001 and greater—a note will be attached to the
letter with talking point suggestions by the UW OTD executive director to
include in a personal phone call of thanks
II. Print the letter and envelope on UW OTD letterhead
III. Attach a note with additional information, if necessary, so the details will be
reflected in the “Transplant Donor Stewardship Report,” published and
distributed bi-weekly by UW Foundation. For example, a check is received from
an Elks Club that is a gift from an annual donor family event. The note for
“Additional Information” will state “Donor Family 2017 Name Of The Event.”
IV. Give the letter, envelope and personal to the UW OTD senior administrative
assistant, who will:
i. make a copy of the personal check, letter and envelope
ii. complete a Gift Deposit Information form and make two copies
iii. send one copy of the Gift Deposit Information form, the personal check,
letter and envelope to the University of Wisconsin (UW) Health senior
executive assistant in the chief financial officer’s office.
iv. file documentation of the gift that includes the Gift Deposit Information
form, the copy of the personal check and the copy of the letter.
v. mail the letter(s) to the giftee, and NOK when applicable
2. A personal check mailed to the UW Foundation that is managed by UW Foundation-Madison
staff. The gift is deposited to the Fund and reported on a bi-weekly “Transplant Donor
Stewardship Report” that is generated by the UW Foundation-Madison development staff.
3. An online contribution through UW Health’s website managed by UW Foundation-Madison
development staff. The gift is deposited to the Fund and reported on a bi-weekly
“Transplant Donor Stewardship Report.”

Purchases Invoiced to the Fund
A. The UW OTD senior administrative secretary will complete a UW Health eRequisition form to
pay a vendor’s invoice for educational materials.
B. On the eRequisition form, the UW OTD senior administrative assistant will:
1. Enter the UW OTD 53050 as the cost center that will be debited
2. Enter a comment in the Notes to Purchasing section to state that the invoice will be paid
with monies from the Fund