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Donation refunds due to COVID-19

Leslie Mabray

Our Foundation had to cancel an event due to COVID-19. On Raiser Edge, how would you show a constituent's refund on their gift record?

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Comments

Mirna Gonzalez

Open the gift you want to refund,

When screen appears, go to the Gift tab on the top,

Click on Gift tab,

Select Adjust,

Screen Opens, go to Adjusted Amount and change it.

Don't forget to save and if you'd like you can also include Reason and Notes.

Hope this helps. Stay Safe!!

JoAnn Strommen

As Mirna Gonzalez‍ said, a giftr adjustment. Change gift amount to $0. I always include note or a field to explain why so that at whatever point in the future someone questions, it's clear.

Does your org use gift sub-type? Years ago we had to cancel a capital campaign. Donors could get refund or transfer gift to another fund. After working with CFO, we decided to use a gift sub-type so that the finance side woud be able to run reports (we did use FE) to show how much money was refunded and/or went to the other funds. Worked very well for us.

Crystal Bruce

Discussion moved to Raiser's Edge Community. Thanks!

Veronica Williams

Our org also cancelled our annual gala to insead have a digital "fund a need" ask. We called every donor who had already registered, and every one said to keep the "registration" fee as a donation. So we simply added a new package to the appeal for the event, to account for these "converted tickets and tables." The only other change we had to make to the gifts in their RE records, was to change their Receipt amount from the previous tax-deductible amount of the ticket to the full amount of their check.

Leslie Mabray

Thanks you for these options. I was also wondering, we are integrated with Financial Edge. If I adjust a gift to zero will this create a problem when the gift posts to FE project. It seems it might take out the donation twice on FE. One time from the gift adjustment and another time from writing the check in FE accounts payable to process the refund. Let me know if this can occur.

JoAnn Strommen

We did not have a problem. Check with your FE people to see if what date they want to used for the adjustment GL post date - gift date or current. Your adjustment is changing the RE record. The post to FE would be changing the accounting records so show that the $ received is no longer in that fund and can be refunded/moved elsewhere.

Christine Cooke

I consider refunds to be Adjustment to gift. I've been doing refunds myself, currently, because of a cancelled event due to COVID. I open the gift and make an adjustment to Zero noting the adjustment that it is a refund of X amount due to cancellation of event. And then give a copy of the Adjustment Report (under Financial Reports) to the business office.