| System
Areas Summary |
| Resource Revenue |
Accounting |
Gifts processing |
Data management |
Record keeping |
Registration and reporting |
Policies and procedures |
| Annual gifts |
General ledger accounts expand with new
funds |
Caging and coding functions grow in complexity
with new programs. Receipts must indicate states where
organization is registered to raise money |
Data requested for results, segmentation
and comparisons. |
Copies of receipts stored for 3 years; data
or microfilm for 10 years |
501(c)3 required for issuance of tax-exempt
receipt. Thirty-nine states require organizations to register
to fundraise. Most organizations annually file Form 990
and an audit |
Standard policies for gift acceptance and
either BBB or ECFA standards of conduct |
| Major Gifts |
Above, plus must manage temporarily restricted and permanently
restricted gifts |
Personalization increases. Acknow- ledgement letters
and receipts get hand delivered |
Significant segmentation and suppression of certain
flags and codes |
Same as above plus receipts, research and donor correspondence
are kept in locked files |
In most states, contract field fundraisers must register
as paid solicitors |
Specific procedures on kinds of gifts and due diligence
required |
| Planned gifts |
Above, plus the addition of any life income contracts
requiring payments by organization |
Same as above |
Same as above |
Same as above, plus any will, life income or other expectancies |
Some states require additional registration to issue
various contracts |
Endowment management policy, payout rate policy, investment
policy |
| Foundation grants |
Strict accounting required for reporting on use of grant
funds |
Same as above |
Reports on uses of funds |
Receipts, research and correspondence are kept in locked
files |
501(c)3 required for most foundations, plus Form 990,
audit, and list of top donors |
Letter from the board stating support for the application |
| Cause-related marketing (CRM) |
Must be able to track any dollars in case it is unrelated
income |
Receipts must indicate the value of any purchase that
is considered a gift |
Same as major gifts |
Copies of receipts stored for 3 years; data or microfilm
for 10 years |
May need to report UBI and/or paytax |
Contractought to stipulate variousways out |
| Corporate giving |
Same as annual gifts |
Personalization increases. Acknow- ledgement letters
and receipts get hand |
Same as foundations above |
Same as foundation grants |
No special registration |
No specia lpolicy |
| Earned Income |
Same as annual gifts |
Not Applicable |
Same as major gifts |
Income statements and reports stored for 3 years, data
or micro film for 10 years |
May have a business license registration requirement
depending upon state or local regulations |
Policies to manage investments |
| Unrelated earned income |
Must be able to track any dollars as it is unrelated
income |
Not Applicable |
Same as major gifts |
Income statements and reports stored for 3 years, data
or micro film for 10 years |
May need to report UBI and /or pay tax |
Procedure to track and manage UBI as it approaches total
income limits |
| In-kind |
Inventory control and valuation substantiation become
important for large items |
Receipts must indicate description of donated property
|
Same as major gifts |
Copies of letters of receipt stored for 3 years; data
or micro film for 10 years |
If the property was appraised at $5000 or more and you
signed Form 8283 and if you dispose of the property within
two years, then you must file Form 8282 with the IRS within
125 days of disposition and give a copy to the donor.
|
Procedure to value various in-kind contributions |
| Supporting organizations |
Separate books |
Receipt sent between organizations acknowledging the
value of any gifts |
Same as foundations above |
Same as CRM |
May require special registration with the state |
Policy that creates clear separation of functions and
relationships |
| Benefits |
Significant outlays of expenses against revenues |
Receipts must indicate the value of any purchase that
is considered a gift |
Same as major gifts |
Same as CRM |
May require event related licenses for various events.
Event insurance may need to be purchased |
Procedure to limit expenses |
| State and Local municipalities |
Strict accounting required for reporting on use of grant
funds |
Receipt sent acknowledging the value of any gifts |
Same as major gifts |
Same as foundation grants |
No special registration |
Resolutions for bond issuance |
| Churches and denominations |
Same as annual gifts |
Same as supporting organization |
Same as major gifts |
Same as CRM |
No special registration |
No special policy |
| Federated funds |
Same as annual gifts |
Receipts generated to donors require a separate handling
|
Same as major gifts |
Same as CRM |
No special registration apart from that required by
the campaign |
Resolution to participate in funds drive |
