Policy on the Engagement Center and Direct Mail Chargeback

Title

University of North Carolina at Chapel Hill Policy on the Engagement Center and Direct Mail Chargeback

Introduction

Purpose

The purpose of this Policy is to establish the University of North Carolina at Chapel Hill's ("UNC-Chapel Hill" or "University") cost-sharing method to help University Development's annual giving direct marketing services.

Scope of Applicability

This Policy applies to all UNC-Chapel Hill fundraising organizations that use University Development's annual giving services.

Policy

Policy Statement

The University's Central Development implemented a chargeback policy for the Engagement Center, including specific direct mail appeals coordinated by the Carolina Annual Giving department and Engagement Center gifts.

  • 12.5% chargeback on all Engagement Center gifts and gifts made through specific direct mail appeals. A cap of $100 chargeback will be charged per gift per designation. Couples will be charged after they are summed.
  • Units with multiple departments and designations (UNC Health Foundation, Student Affairs, Provost) will receive one bill for the entire school or unit. The bill will be emailed to the Lead Development Officer.

Gift Processing will bill all schools and units five times per year:

  • 1st quarter,
  • 2nd quarter,
  • 3rd quarter,
  • April and May combined
  • June's gifts billed in July

The chargeback will be for all Engagement Center gifts and all direct mail initiated by Carolina Annual Giving:

  • Now Newsletter,
  • multi-year donor mailing,
  • Bell Ringers,
  • Fiscal Year End and Calendar Year End, and
  • others that might arise.

Direct mail appeals initiated by a school or unit but prepared and mailed by the Carolina Annual Giving department are subject to chargebacks if the school or unit purchases Carolina Annual Giving letterhead and envelopes. However, if the school or unit pays for postage and provides letterhead and envelopes, the chargeback will not apply.

Exceptions

  • No exclusions from the 12.5% chargeback on Engagement Center gifts – all designations, all schools, and units will be billed for gifts that result from an Engagement Center solicitation.
  • Direct mail appeals initiated by a school or unit but prepared and mailed by the Carolina Annual Giving department are not subject to chargebacks if the school or unit pays for postage and provides letterhead and envelopes.

Definitions

  • Chargeback: paying for gifts received through the Carolina Annual Giving office via the engagement center or central direct mail efforts.
  • Engagement Center: a student-led program that engages over 125,000 alumni, parents, and friends each year. It was previously known as the Phonathon.

Contact Information

Office of Development - Annual Giving

  • Title: Executive Director of Annual Giving
  • Name: Darlene Gooch
  • Phone: 919-962-4388
  • Email: darlene_gooch@unc.edu

Details

Article ID: 132152
Created
Thu 4/8/21 9:25 PM
Modified
Tue 3/7/23 1:30 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
01/27/2023 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Associate Vice Chancellor of University Development Operations
Last Review
Date on which the most recent document review was completed.
01/27/2023 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
01/27/2023 12:00 AM
Next Review
Date on which the next document review is due.
01/26/2024 12:00 AM
Origination
Date on which the original version of this document was first made official.
01/01/2006 11:00 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Office of University Development