End of Year Deadlines

With the approach of calendar year end, please take a look at the attached schedule of deadlines for receipt and processing of 2018 gifts and pledges. 2018 gift and pledge transactions delivered by these deadlines will be posted in DADD by the end-of-business on Monday, January 7. DADD will be closed for calendar year end processing the evening of January 7 and we will begin processing for calendar year 2019 on January 8.

The University will be closed on Monday, December 31 and Tuesday, January 1 for the New Year’s Holiday. Duke Campus Mail Services will be closed on these dates - final mail delivery to departments in 2018 will be on Friday, December 28. Please keep this mail schedule in mind when communicating with donors about mailing time sensitive items such as credit card information sent for manual processing. Ideally, donors should be encouraged to make their last-minute gifts by credit card on-line at www.gifts.duke.edu. This sort of encouragement could make the difference between whether the IRS will allow issuance of a gift receipt dated 2018 or 2019.

Many offices operate with limited staffing or on reduced schedules during the Christmas and New Year’s holiday period. Please ensure your incoming mail is promptly reviewed so that gifts can be pulled and hand-delivered to ADR for processing by the deadlines noted below. This will avoid delays in receipting gifts for donors as well as donor inquiries regarding status of gift processing.

To help speed the processing and receipting of year-end gifts, please ask donors to mail gifts directly to: Alumni & Development Records, Box 90581, Durham, NC 27708-0581. Also remind donors they may make gifts on-line at www.gifts.duke.edu.

Please let us know if you have any questions regarding this schedule. Fall pledge reminders will be generated and mailed the week of November 5.
Item Due To ADR By Comments
Cash 2:00 PM January 3  
Checks 2:00 PM January 3 Must be postmarked on/before December 31
Wires Wires must be received at bank by 5:00 PM on December 28
Credit Card – electronic or e-check via Web Gift Pages Must be processed by 11:59 PM on December 31
Credit Card – manual 4:00 PM December 28 ADR must manually key these gifts by end-of-business December 28. These should be delivered to ADR by 4:00 PM on December 28. We are closed on December 31 but will cover phones from 8:00AM-Noon for donor calls.
Stock – physical delivery of certificates Hand delivery or private carrier – 5:00 PM on December 28. US Mail by 4:00 PM January 3 (must be postmarked December)
Stock – electronic delivery Must be in Duke’s brokerage account by 5:00 PM on December 28. Donor must notify ADR of stock delivery at stockgifts@duke.edu or 684-4569
Pledges - manual 2:00 PM January 3 Must be dated or postmarked on/by December 31