Gift Procesing

Emily Burke

Hello all!


We're trying to develop a new set of gift policies and processes between finance and development as we implement RE NXT.  In the past, opening of all mail and viewing credit card information fell firmly in the land of finance.  With some staffing changes and utilizing RE NXT, we would like to move those responsibilities onto Development 's plate.  Does anyone have any best practices or written policies on processing of gifts from the time that mail is delivered that they would be willing to share?  We feel confident in the RE side of the process, but could use some examples as how other organizations document the initial first steps BEFORE RE is opened.


We would really appreciate any advice, policies, or procedures anyone would be willing to share.


Thanks,

Emily

Brittany ODowd

At the position I left last year, I was the Database Manager at a museum that utilized Blackbaud's Altru db. The majority of gifts that had to be processed were membership check & cc payments. As the Database Manager, all incoming payments would come into my mail. If it was mailed at the Attention of a major gift officer etc, they would bring it right to me.


I would open everything, sort into what type of batch I would enter it in. Anything $2k or more, which was our major giving threshold, I would scan, creating a hard copy that would be filed with Development. We also kept any paper donation forms or letters filed in Dev, by batch. The things I would turn into Finance were checks, and batch reports confirming credit card pymts for Rentals (because those were invoiced by Finance). 


At my current job (Database Manager for a different org), gifts come to me from various staff- events, finance, dev. Leadership wants to be the first to know when we get a gift, and then I get to enter it. I find it much more confusing this way, so I hope moving this all the Dev's plate works out better for you!

Crystal Bruce

Discussion moved to RENXT. Thanks!