Revising Gift Entry Process in Hybrid/Remote Situation

Lanetta Gilder

Currently working on revising gift entry process at my organization for hybrid/remote situations and I’m looking for input/suggestions from other organizations that have a similar situation.

Finance has always controlled how things were managed and recorded at the organization I’m working for. I started remotely at the organization during the height of the pandemic, so I have no concept of how things was done when everyone was in the office.

During my time at the organization, members from the finance department would scan all checks and upload them to the bank, send us copies of the upload to the bank with the reply devices, handwritten notes and check stubs from donor advised organizations in one pdf document which is in a secured drive. Most of the time the reply devices wouldn’t be in the same order or in separate pdf files which makes gift entry slightly challenging. The finance department would do this twice a month for gift entry.

Since giving has increased slightly, the process has slowed. After the development office addressed concern, finance asked members of the facilities department (staff that’s in the building daily), to scan the reply devices and checks and email them to both departments.

If your organization is working in a hybrid/remote situation, please share how your organization is handling mail as it comes into your organization and what role (if any) finance has in the process?
Thanks in advance. Take care, be safe and have a good day!