FundSvcs Community

We have also stopped sending year end statements as well but the question has come up about those that have ACH and CC monthly and don't receive a receipt each month. How do you notify these individuals? On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders < 0000003933d430b6-dmarc-request@listserv.fundsvcs.org> wrote: > This will be the first time we stopped doing them. On all receipts for the > past 12 months we added a statement that year end statements would not be > sent out. We included in that statement wording as to why. We'll see > shortly how many folks still want them. > > -- > sent from cell phone > -- > Rob Saunders > Assistant Vice Chancellor, Advancement Operations > University of North Carolina Greensboro > 821 S. Aycock St. > PO Box 26170 > Greensboro, NC 27402 > Phone: 336-334-5920 > rssaund3@uncg.edu >  > > > > On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com > wrote: > >> I guess I would have to ask why do you feel that you need to issue >> these? Are donors demanding them? I get issuing replacement receipts when >> a donor has misplaced theirs on a case-by-case basis. But are they serving >> any other major purpose? >> >> Most of the organizations I have visited have eliminated them due to the >> amount of time required and the fact that they often cause donors to ask >> more questions when they don't see things like gifts from DAFs and private >> donations and such. Most just issue these for recurring gifts and provide >> a grand total of how much was given to a specific fund. >> >> John >> >> John H. Taylor >> Principal, John H. Taylor Consulting >> 2604 Sevier St. >> Durham, NC 27705 >> johntaylorconsulting@gmail.com >> 919.816.5903 (cell/text) >> >> Serving the Advancement Community Since 1987 >> >> >> On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> >> wrote: >> >>> I have started working on my statements that will be mailed to our >>> donor’s letting them know what they gave to and how much last year. A >>> question has been brought up and I am hoping to get best practice. >>> >>> >>> >>> Last year the year end statement was the first one done by the >>> institution in a very long time and the first one I had ever done. I am in >>> RE and used the year end statement to pull all the giving and we then did a >>> letter to put in with the statement. It was a very painful process trying >>> to match everything up. The suggestion was made to pull the information >>> and then send the information along with the letter template we will be >>> using to an outside vendor and have them merge the information and mail the >>> statements for us. >>> >>> >>> >>> The question I have is: Should we use an outside vendor for this – we >>> would be sending out more than just names and addresses we would be sending >>> their giving details? >>> >>> >>> >>> Thank you, >>> >>> Cynthia Hornbeck >>> >>> University Advancement >>> >>> 940-898-3894 >>> >>> CHornbeck1@twu.edu >>> >>> [image: >>> https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] >>> >>> >>> >>> >>> >> -- Dawn Krumvieda Director of Development Operations Augustana University 2001 S Summit Ave Sioux Falls, SD 57197 dawn.krumvieda@augie.edu

I guess I would have to ask why do you feel that you need to issue these? Are donors demanding them? I get issuing replacement receipts when a donor has misplaced theirs on a case-by-case basis. But are they serving any other major purpose? Most of the organizations I have visited have eliminated them due to the amount of time required and the fact that they often cause donors to ask more questions when they don't see things like gifts from DAFs and private donations and such. Most just issue these for recurring gifts and provide a grand total of how much was given to a specific fund. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> wrote: > I have started working on my statements that will be mailed to our donor’s > letting them know what they gave to and how much last year. A question has > been brought up and I am hoping to get best practice. > > > > Last year the year end statement was the first one done by the institution > in a very long time and the first one I had ever done. I am in RE and used > the year end statement to pull all the giving and we then did a letter to > put in with the statement. It was a very painful process trying to match > everything up. The suggestion was made to pull the information and then > send the information along with the letter template we will be using to an > outside vendor and have them merge the information and mail the statements > for us. > > > > The question I have is: Should we use an outside vendor for this – we > would be sending out more than just names and addresses we would be sending > their giving details? > > > > Thank you, > > Cynthia Hornbeck > > University Advancement > > 940-898-3894 > > CHornbeck1@twu.edu > > [image: > https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] > > > > >

This will be the first time we stopped doing them. On all receipts for the past 12 months we added a statement that year end statements would not be sent out. We included in that statement wording as to why. We'll see shortly how many folks still want them. -- sent from cell phone -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu  On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com wrote: > I guess I would have to ask why do you feel that you need to issue these? > Are donors demanding them? I get issuing replacement receipts when a donor > has misplaced theirs on a case-by-case basis. But are they serving any > other major purpose? > > Most of the organizations I have visited have eliminated them due to the > amount of time required and the fact that they often cause donors to ask > more questions when they don't see things like gifts from DAFs and private > donations and such. Most just issue these for recurring gifts and provide > a grand total of how much was given to a specific fund. > > John > > John H. Taylor > Principal, John H. Taylor Consulting > 2604 Sevier St. > Durham, NC 27705 > johntaylorconsulting@gmail.com > 919.816.5903 (cell/text) > > Serving the Advancement Community Since 1987 > > > On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> > wrote: > >> I have started working on my statements that will be mailed to our >> donor’s letting them know what they gave to and how much last year. A >> question has been brought up and I am hoping to get best practice. >> >> >> >> Last year the year end statement was the first one done by the >> institution in a very long time and the first one I had ever done. I am in >> RE and used the year end statement to pull all the giving and we then did a >> letter to put in with the statement. It was a very painful process trying >> to match everything up. The suggestion was made to pull the information >> and then send the information along with the letter template we will be >> using to an outside vendor and have them merge the information and mail the >> statements for us. >> >> >> >> The question I have is: Should we use an outside vendor for this – we >> would be sending out more than just names and addresses we would be sending >> their giving details? >> >> >> >> Thank you, >> >> Cynthia Hornbeck >> >> University Advancement >> >> 940-898-3894 >> >> CHornbeck1@twu.edu >> >> [image: >> https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] >> >> >> >> >> >

Those folk should get a year-end receipt for the total amount paid by that method. Usually, you inform those donors of this at the time they sign up for a recurring giving program. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu> wrote: > We have also stopped sending year end statements as well but the question > has come up about those that have ACH and CC monthly and don't receive a > receipt each month. How do you notify these individuals? > > On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders < > 0000003933d430b6-dmarc-request@listserv.fundsvcs.org> wrote: > >> This will be the first time we stopped doing them. On all receipts for >> the past 12 months we added a statement that year end statements would not >> be sent out. We included in that statement wording as to why. We'll see >> shortly how many folks still want them. >> >> -- >> sent from cell phone >> -- >> Rob Saunders >> Assistant Vice Chancellor, Advancement Operations >> University of North Carolina Greensboro >> 821 S. Aycock St. >> PO Box 26170 >> Greensboro, NC 27402 >> Phone: 336-334-5920 >> rssaund3@uncg.edu >>  >> >> >> >> On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com >> wrote: >> >>> I guess I would have to ask why do you feel that you need to issue >>> these? Are donors demanding them? I get issuing replacement receipts when >>> a donor has misplaced theirs on a case-by-case basis. But are they serving >>> any other major purpose? >>> >>> Most of the organizations I have visited have eliminated them due to the >>> amount of time required and the fact that they often cause donors to ask >>> more questions when they don't see things like gifts from DAFs and private >>> donations and such. Most just issue these for recurring gifts and provide >>> a grand total of how much was given to a specific fund. >>> >>> John >>> >>> John H. Taylor >>> Principal, John H. Taylor Consulting >>> 2604 Sevier St. >>> Durham, NC 27705 >>> johntaylorconsulting@gmail.com >>> 919.816.5903 (cell/text) >>> >>> Serving the Advancement Community Since 1987 >>> >>> >>> On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> >>> wrote: >>> >>>> I have started working on my statements that will be mailed to our >>>> donor’s letting them know what they gave to and how much last year. A >>>> question has been brought up and I am hoping to get best practice. >>>> >>>> >>>> >>>> Last year the year end statement was the first one done by the >>>> institution in a very long time and the first one I had ever done. I am in >>>> RE and used the year end statement to pull all the giving and we then did a >>>> letter to put in with the statement. It was a very painful process trying >>>> to match everything up. The suggestion was made to pull the information >>>> and then send the information along with the letter template we will be >>>> using to an outside vendor and have them merge the information and mail the >>>> statements for us. >>>> >>>> >>>> >>>> The question I have is: Should we use an outside vendor for this – we >>>> would be sending out more than just names and addresses we would be sending >>>> their giving details? >>>> >>>> >>>> >>>> Thank you, >>>> >>>> Cynthia Hornbeck >>>> >>>> University Advancement >>>> >>>> 940-898-3894 >>>> >>>> CHornbeck1@twu.edu >>>> >>>> [image: >>>> https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] >>>> >>>> >>>> >>>> >>>> >>> > > -- > Dawn Krumvieda > Director of Development Operations > Augustana University > 2001 S Summit Ave > Sioux Falls, SD 57197 > dawn.krumvieda@augie.edu >

Yes, we too only provide an end of year letter for our recurring gifts and staff payroll deduction gifts. The caveat is that if the recurring or payroll payment is over $250 we acknowledge immediately. Lisa -- *Lisa Ziska-Marchand, M.S.* *Director of Prospect Research & Advancement Services* *California State University Monterey Bay* On Thu, Jan 10, 2019 at 10:45 AM Forrest, Aaron <aaron.forrest@rochester.edu> wrote: > Same. We only do for payroll and recurring credit card. We used to do more > but it became very complicated where you have donors with a basket of cash, > stock, GIK, some gifts that are joint and others that are not, third party > giving, etc. And as mentioned below, the phone would ring off the hook with > questions. Over the years we began to exclude, exclude, exclude until now, > we are down to just payroll and recurring credit card. The others didn’t > make sense anymore. > > > > Aaron > > > > Aaron Forrest CPA > > Senior Director Gift and Donor Services > > University of Rochester Office of Advancement > > Larry and Cindy Bloch Alumni and Advancement Center > > 300 East River Road > > Rochester NY 14627 > > Office 585.275.2799 / Fax 585-273-4558 > > Email aaron.forrest@rochester.edu > > > > [image: Description: Description: Description: > cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> > > P Please consider the environment before printing this email. > > Confidentiality Notice: This message, including attachments may contain > confidential information. Any unauthorized use, disclosure or distribution > is prohibited. > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Thursday, January 10, 2019 1:38 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Year End Statements > > > > Those folk should get a year-end receipt for the total amount paid by that > method. Usually, you inform those donors of this at the time they sign up > for a recurring giving program. > > > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu> > wrote: > > We have also stopped sending year end statements as well but the question > has come up about those that have ACH and CC monthly and don't receive a > receipt each month. How do you notify these individuals? > > > > On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders < > 0000003933d430b6-dmarc-request@listserv.fundsvcs.org> wrote: > > This will be the first time we stopped doing them. On all receipts for the > past 12 months we added a statement that year end statements would not be > sent out. We included in that statement wording as to why. We'll see > shortly how many folks still want them. > > -- > sent from cell phone > -- > Rob Saunders > Assistant Vice Chancellor, Advancement Operations > University of North Carolina Greensboro > 821 S. Aycock St. > PO Box 26170 > Greensboro, NC 27402 > Phone: 336-334-5920 > rssaund3@uncg.edu >  > > > > > > On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com > wrote: > > I guess I would have to ask why do you feel that you need to issue these? > Are donors demanding them? I get issuing replacement receipts when a donor > has misplaced theirs on a case-by-case basis. But are they serving any > other major purpose? > > > > Most of the organizations I have visited have eliminated them due to the > amount of time required and the fact that they often cause donors to ask > more questions when they don't see things like gifts from DAFs and private > donations and such. Most just issue these for recurring gifts and provide > a grand total of how much was given to a specific fund. > > > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> > wrote: > > I have started working on my statements that will be mailed to our donor’s > letting them know what they gave to and how much last year. A question has > been brought up and I am hoping to get best practice. > > > > Last year the year end statement was the first one done by the institution > in a very long time and the first one I had ever done. I am in RE and used > the year end statement to pull all the giving and we then did a letter to > put in with the statement. It was a very painful process trying to match > everything up. The suggestion was made to pull the information and then > send the information along with the letter template we will be using to an > outside vendor and have them merge the information and mail the statements > for us. > > > > The question I have is: Should we use an outside vendor for this – we > would be sending out more than just names and addresses we would be sending > their giving details? > > > > Thank you, > > Cynthia Hornbeck > > University Advancement > > 940-898-3894 > > CHornbeck1@twu.edu > > [image: > https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] > > > > > > > > > -- > > Dawn Krumvieda > > Director of Development Operations > > Augustana University > > 2001 S Summit Ave > > Sioux Falls, SD 57197 > > dawn.krumvieda@augie.edu > >

Hi Cynthia, For future letters that go along with a report, it can be helpful when preparing to run the report to select the checkbox on the bottom left of the 'general' tab to create a constituent output query. You can then use that query for merging with the letter and each document will be in the same order in regards to the donor name. I hope that makes sense :0) Warm regards, Janet Laroche, bCRE-Pro Development Coordinator Holyoke Medical Center a member of Valley Health Systems 575 Beech Street Holyoke, MA 01040 p: 413.534.2579 e: laroche_janet@holyokehealth.com On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> wrote: > I have started working on my statements that will be mailed to our donor’s > letting them know what they gave to and how much last year. A question has > been brought up and I am hoping to get best practice. > > > > Last year the year end statement was the first one done by the institution > in a very long time and the first one I had ever done. I am in RE and used > the year end statement to pull all the giving and we then did a letter to > put in with the statement. It was a very painful process trying to match > everything up. The suggestion was made to pull the information and then > send the information along with the letter template we will be using to an > outside vendor and have them merge the information and mail the statements > for us. > > > > The question I have is: Should we use an outside vendor for this – we > would be sending out more than just names and addresses we would be sending > their giving details? > > > > Thank you, > > Cynthia Hornbeck > > University Advancement > > 940-898-3894 > > CHornbeck1@twu.edu > > [image: > https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] > > > > > -- CONFIDENTIALITY NOTICE: This email communication and any attachments may contain confidential and privileged information for the use of the designated recipients named above. If you are not the intended recipient, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution or copying of it or its contents is prohibited.  If you have received this communication in error, please reply to the sender immediately and destroy all copies of this communication and any attachments.  For further information regarding Holyoke Medical Center's privacy policy,  Please visit our Internet web site at http://www.holyokehealth.com <http://www.holyokehealth.com/>

I have started working on my statements that will be mailed to our donor's letting them know what they gave to and how much last year. A question has been brought up and I am hoping to get best practice. Last year the year end statement was the first one done by the institution in a very long time and the first one I had ever done. I am in RE and used the year end statement to pull all the giving and we then did a letter to put in with the statement. It was a very painful process trying to match everything up. The suggestion was made to pull the information and then send the information along with the letter template we will be using to an outside vendor and have them merge the information and mail the statements for us. The question I have is: Should we use an outside vendor for this - we would be sending out more than just names and addresses we would be sending their giving details? Thank you, Cynthia Hornbeck [cid:image002.png@01D4A8DC.A390E300] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png]

Same. We only do for payroll and recurring credit card. We used to do more but it became very complicated where you have donors with a basket of cash, stock, GIK, some gifts that are joint and others that are not, third party giving, etc. And as mentioned below, the phone would ring off the hook with questions. Over the years we began to exclude, exclude, exclude until now, we are down to just payroll and recurring credit card. The others didn’t make sense anymore. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Thursday, January 10, 2019 1:38 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Year End Statements Those folk should get a year-end receipt for the total amount paid by that method. Usually, you inform those donors of this at the time they sign up for a recurring giving program. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>> wrote: We have also stopped sending year end statements as well but the question has come up about those that have ACH and CC monthly and don't receive a receipt each month. How do you notify these individuals? On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders <0000003933d430b6-dmarc-request@listserv.fundsvcs.org<mailto:0000003933d430b6-dmarc-request@listserv.fundsvcs.org>> wrote: This will be the first time we stopped doing them. On all receipts for the past 12 months we added a statement that year end statements would not be sent out. We included in that statement wording as to why. We'll see shortly how many folks still want them. -- sent from cell phone -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu<mailto:rssaund3@uncg.edu>  On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> wrote: I guess I would have to ask why do you feel that you need to issue these? Are donors demanding them? I get issuing replacement receipts when a donor has misplaced theirs on a case-by-case basis. But are they serving any other major purpose? Most of the organizations I have visited have eliminated them due to the amount of time required and the fact that they often cause donors to ask more questions when they don't see things like gifts from DAFs and private donations and such. Most just issue these for recurring gifts and provide a grand total of how much was given to a specific fund. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu>> wrote: [cid:image002.gif@01D4A8EA.C2855A80] I have started working on my statements that will be mailed to our donor’s letting them know what they gave to and how much last year. A question has been brought up and I am hoping to get best practice. Last year the year end statement was the first one done by the institution in a very long time and the first one I had ever done. I am in RE and used the year end statement to pull all the giving and we then did a letter to put in with the statement. It was a very painful process trying to match everything up. The suggestion was made to pull the information and then send the information along with the letter template we will be using to an outside vendor and have them merge the information and mail the statements for us. The question I have is: Should we use an outside vendor for this – we would be sending out more than just names and addresses we would be sending their giving details? Thank you, Cynthia Hornbeck [cid:image003.png@01D4A8EA.C2855A80] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] -- Dawn Krumvieda Director of Development Operations Augustana University 2001 S Summit Ave Sioux Falls, SD 57197 dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>

We have a code in the Receipt Instructions flagging the recurring, payroll, or anyone who seeks us out and requests one year end statement. Only that group, which is very small, relatively speaking. Jennifer Boettger | Director of Advancement Services Coe College Office of Advancement 1220 First Ave. NE | Cedar Rapids, IA 52402 jboettger@coe.edu | 319-399-8614 Coe makes it possible. You make it happen. Coe College Confidentiality Notice: Since email messages are transmitted over the Internet, Coe College cannot assure that such messages are secure. You should be careful in transmitting information to Coe College that you consider confidential. If you are uncomfortable with such risks, you may decide not to use email to communicate with Coe College. This message and any attachments are covered by the Electronic Communication Privacy Act, 18 USC Section 2510-2515, and may contain confidential and privileged information that is protected by law, including FERPA. The information contained herein is transmitted for the sole use of the intended recipient(s). If you are not the intended recipient or designated agent of the recipient of such information, you are hereby notified that any use, dissemination, copying or retention of this email or the information contained herein is by law strictly prohibited and may subject you to penalties under federal and/or state law. If you received this email in error, please notify the sender immediately and permanently delete this email and all attachments. On Fri, Jan 11, 2019 at 9:04 AM Robert Saunders < 0000003933d430b6-dmarc-request@listserv.fundsvcs.org> wrote: > When we did them we used an outside vendor. > > On Fri, Jan 11, 2019 at 10:02 AM Hornbeck, Cynthia <CHornbeck1@twu.edu> > wrote: > >> Thank you everyone for your input. We are a small shop and we did >> receive positive feedback on the statements we did last year. I am having >> the letter that is going out with the statements changed up so it lets the >> donors know some wonderful things their donations help make happen for our >> students, so it feels more like a thank you than just a statement and a >> soft ask. >> >> >> >> The question I still have is if you were doing statements, or some other >> mailing where you would be dealing with not just names and address of your >> donors, but also dollar amounts given – should that be done in house or >> would it be ok to send the information to a company for them to print, >> stuff, and mail it for us. >> >> >> >> Thank you, >> >> Cynthia Hornbeck >> >> University Advancement >> >> 940-898-3894 >> >> CHornbeck1@twu.edu >> >> [image: >> https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] >> >> >> >> >> >> *From:* Advancement Services Discussion List [mailto: >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG] *On Behalf Of *Lisa Ziska-Marchand >> *Sent:* Thursday, January 10, 2019 3:43 PM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG >> *Subject:* Re: [FUNDSVCS] Year End Statements >> >> >> >> Yes, we too only provide an end of year letter for our recurring gifts >> and staff payroll deduction gifts. The caveat is that if the recurring or >> payroll payment is over $250 we acknowledge immediately. >> >> >> >> Lisa >> >> -- >> >> *Lisa Ziska-Marchand, M.S.* >> >> *Director of Prospect Research & Advancement Services* >> >> *California State University Monterey Bay* >> >> >> >> >> >> On Thu, Jan 10, 2019 at 10:45 AM Forrest, Aaron < >> aaron.forrest@rochester.edu> wrote: >> >> Same. We only do for payroll and recurring credit card. We used to do >> more but it became very complicated where you have donors with a basket of >> cash, stock, GIK, some gifts that are joint and others that are not, third >> party giving, etc. And as mentioned below, the phone would ring off the >> hook with questions. Over the years we began to exclude, exclude, exclude >> until now, we are down to just payroll and recurring credit card. The >> others didn’t make sense anymore. >> >> >> >> Aaron >> >> >> >> Aaron Forrest CPA >> >> Senior Director Gift and Donor Services >> >> University of Rochester Office of Advancement >> >> Larry and Cindy Bloch Alumni and Advancement Center >> >> 300 East River Road >> >> Rochester NY 14627 >> >> Office 585.275.2799 / Fax 585-273-4558 >> >> Email aaron.forrest@rochester.edu >> >> >> >> [image: Description: Description: Description: >> cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> >> >> P Please consider the environment before printing this email. >> >> Confidentiality Notice: This message, including attachments may contain >> confidential information. Any unauthorized use, disclosure or distribution >> is prohibited. >> >> >> >> *From:* Advancement Services Discussion List < >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor >> *Sent:* Thursday, January 10, 2019 1:38 PM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG >> *Subject:* Re: [FUNDSVCS] Year End Statements >> >> >> >> Those folk should get a year-end receipt for the total amount paid by >> that method. Usually, you inform those donors of this at the time they >> sign up for a recurring giving program. >> >> >> >> John >> >> >> >> John H. Taylor >> >> Principal, John H. Taylor Consulting >> >> 2604 Sevier St. >> >> Durham, NC 27705 >> >> johntaylorconsulting@gmail.com >> >> 919.816.5903 (cell/text) >> >> >> >> Serving the Advancement Community Since 1987 >> >> >> >> >> >> On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu> >> wrote: >> >> We have also stopped sending year end statements as well but the question >> has come up about those that have ACH and CC monthly and don't receive a >> receipt each month. How do you notify these individuals? >> >> >> >> On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders < >> 0000003933d430b6-dmarc-request@listserv.fundsvcs.org> wrote: >> >> This will be the first time we stopped doing them. On all receipts for >> the past 12 months we added a statement that year end statements would not >> be sent out. We included in that statement wording as to why. We'll see >> shortly how many folks still want them. >> >> -- >> sent from cell phone >> -- >> Rob Saunders >> Assistant Vice Chancellor, Advancement Operations >> University of North Carolina Greensboro >> 821 S. Aycock St. >> PO Box 26170 >> Greensboro, NC 27402 >> Phone: 336-334-5920 >> rssaund3@uncg.edu >>  >> >> >> >> >> >> On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com >> wrote: >> >> I guess I would have to ask why do you feel that you need to issue >> these? Are donors demanding them? I get issuing replacement receipts when >> a donor has misplaced theirs on a case-by-case basis. But are they serving >> any other major purpose? >> >> >> >> Most of the organizations I have visited have eliminated them due to the >> amount of time required and the fact that they often cause donors to ask >> more questions when they don't see things like gifts from DAFs and private >> donations and such. Most just issue these for recurring gifts and provide >> a grand total of how much was given to a specific fund. >> >> >> >> John >> >> >> >> John H. Taylor >> >> Principal, John H. Taylor Consulting >> >> 2604 Sevier St. >> >> Durham, NC 27705 >> >> johntaylorconsulting@gmail.com >> >> 919.816.5903 (cell/text) >> >> >> >> Serving the Advancement Community Since 1987 >> >> >> >> >> >> On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> >> wrote: >> >> I have started working on my statements that will be mailed to our >> donor’s letting them know what they gave to and how much last year. A >> question has been brought up and I am hoping to get best practice. >> >> >> >> Last year the year end statement was the first one done by the >> institution in a very long time and the first one I had ever done. I am in >> RE and used the year end statement to pull all the giving and we then did a >> letter to put in with the statement. It was a very painful process trying >> to match everything up. The suggestion was made to pull the information >> and then send the information along with the letter template we will be >> using to an outside vendor and have them merge the information and mail the >> statements for us. >> >> >> >> The question I have is: Should we use an outside vendor for this – we >> would be sending out more than just names and addresses we would be sending >> their giving details? >> >> >> >> Thank you, >> >> Cynthia Hornbeck >> >> University Advancement >> >> 940-898-3894 >> >> CHornbeck1@twu.edu >> >> [image: >> https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] >> >> >> >> >> >> >> >> >> -- >> >> Dawn Krumvieda >> >> Director of Development Operations >> >> Augustana University >> >> 2001 S Summit Ave >> >> Sioux Falls, SD 57197 >> >> dawn.krumvieda@augie.edu >> >> >> > > -- > Rob Saunders > Assistant Vice Chancellor, Advancement Operations > University of North Carolina Greensboro > 821 S. Aycock St. > PO Box 26170 > Greensboro, NC 27402 > Phone: 336-334-5920 > rssaund3@uncg.edu > >

When we did them we used an outside vendor. On Fri, Jan 11, 2019 at 10:02 AM Hornbeck, Cynthia <CHornbeck1@twu.edu> wrote: > Thank you everyone for your input. We are a small shop and we did receive > positive feedback on the statements we did last year. I am having the > letter that is going out with the statements changed up so it lets the > donors know some wonderful things their donations help make happen for our > students, so it feels more like a thank you than just a statement and a > soft ask. > > > > The question I still have is if you were doing statements, or some other > mailing where you would be dealing with not just names and address of your > donors, but also dollar amounts given – should that be done in house or > would it be ok to send the information to a company for them to print, > stuff, and mail it for us. > > > > Thank you, > > Cynthia Hornbeck > > University Advancement > > 940-898-3894 > > CHornbeck1@twu.edu > > [image: > https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] > > > > > > *From:* Advancement Services Discussion List [mailto: > FUNDSVCS@LISTSERV.FUNDSVCS.ORG] *On Behalf Of *Lisa Ziska-Marchand > *Sent:* Thursday, January 10, 2019 3:43 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Year End Statements > > > > Yes, we too only provide an end of year letter for our recurring gifts and > staff payroll deduction gifts. The caveat is that if the recurring or > payroll payment is over $250 we acknowledge immediately. > > > > Lisa > > -- > > *Lisa Ziska-Marchand, M.S.* > > *Director of Prospect Research & Advancement Services* > > *California State University Monterey Bay* > > > > > > On Thu, Jan 10, 2019 at 10:45 AM Forrest, Aaron < > aaron.forrest@rochester.edu> wrote: > > Same. We only do for payroll and recurring credit card. We used to do more > but it became very complicated where you have donors with a basket of cash, > stock, GIK, some gifts that are joint and others that are not, third party > giving, etc. And as mentioned below, the phone would ring off the hook with > questions. Over the years we began to exclude, exclude, exclude until now, > we are down to just payroll and recurring credit card. The others didn’t > make sense anymore. > > > > Aaron > > > > Aaron Forrest CPA > > Senior Director Gift and Donor Services > > University of Rochester Office of Advancement > > Larry and Cindy Bloch Alumni and Advancement Center > > 300 East River Road > > Rochester NY 14627 > > Office 585.275.2799 / Fax 585-273-4558 > > Email aaron.forrest@rochester.edu > > > > [image: Description: Description: Description: > cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> > > P Please consider the environment before printing this email. > > Confidentiality Notice: This message, including attachments may contain > confidential information. Any unauthorized use, disclosure or distribution > is prohibited. > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Thursday, January 10, 2019 1:38 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Year End Statements > > > > Those folk should get a year-end receipt for the total amount paid by that > method. Usually, you inform those donors of this at the time they sign up > for a recurring giving program. > > > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu> > wrote: > > We have also stopped sending year end statements as well but the question > has come up about those that have ACH and CC monthly and don't receive a > receipt each month. How do you notify these individuals? > > > > On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders < > 0000003933d430b6-dmarc-request@listserv.fundsvcs.org> wrote: > > This will be the first time we stopped doing them. On all receipts for the > past 12 months we added a statement that year end statements would not be > sent out. We included in that statement wording as to why. We'll see > shortly how many folks still want them. > > -- > sent from cell phone > -- > Rob Saunders > Assistant Vice Chancellor, Advancement Operations > University of North Carolina Greensboro > 821 S. Aycock St. > PO Box 26170 > Greensboro, NC 27402 > Phone: 336-334-5920 > rssaund3@uncg.edu >  > > > > > > On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com > wrote: > > I guess I would have to ask why do you feel that you need to issue these? > Are donors demanding them? I get issuing replacement receipts when a donor > has misplaced theirs on a case-by-case basis. But are they serving any > other major purpose? > > > > Most of the organizations I have visited have eliminated them due to the > amount of time required and the fact that they often cause donors to ask > more questions when they don't see things like gifts from DAFs and private > donations and such. Most just issue these for recurring gifts and provide > a grand total of how much was given to a specific fund. > > > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu> > wrote: > > I have started working on my statements that will be mailed to our donor’s > letting them know what they gave to and how much last year. A question has > been brought up and I am hoping to get best practice. > > > > Last year the year end statement was the first one done by the institution > in a very long time and the first one I had ever done. I am in RE and used > the year end statement to pull all the giving and we then did a letter to > put in with the statement. It was a very painful process trying to match > everything up. The suggestion was made to pull the information and then > send the information along with the letter template we will be using to an > outside vendor and have them merge the information and mail the statements > for us. > > > > The question I have is: Should we use an outside vendor for this – we > would be sending out more than just names and addresses we would be sending > their giving details? > > > > Thank you, > > Cynthia Hornbeck > > University Advancement > > 940-898-3894 > > CHornbeck1@twu.edu > > [image: > https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] > > > > > > > > > -- > > Dawn Krumvieda > > Director of Development Operations > > Augustana University > > 2001 S Summit Ave > > Sioux Falls, SD 57197 > > dawn.krumvieda@augie.edu > > > -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu

Thank you everyone for your input. We are a small shop and we did receive positive feedback on the statements we did last year. I am having the letter that is going out with the statements changed up so it lets the donors know some wonderful things their donations help make happen for our students, so it feels more like a thank you than just a statement and a soft ask. The question I still have is if you were doing statements, or some other mailing where you would be dealing with not just names and address of your donors, but also dollar amounts given – should that be done in house or would it be ok to send the information to a company for them to print, stuff, and mail it for us. Thank you, Cynthia Hornbeck [cid:image001.png@01D4A98B.A2FE7380] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of Lisa Ziska-Marchand Sent: Thursday, January 10, 2019 3:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Year End Statements Yes, we too only provide an end of year letter for our recurring gifts and staff payroll deduction gifts. The caveat is that if the recurring or payroll payment is over $250 we acknowledge immediately. Lisa -- Lisa Ziska-Marchand, M.S. Director of Prospect Research & Advancement Services California State University Monterey Bay On Thu, Jan 10, 2019 at 10:45 AM Forrest, Aaron <aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu>> wrote: Same. We only do for payroll and recurring credit card. We used to do more but it became very complicated where you have donors with a basket of cash, stock, GIK, some gifts that are joint and others that are not, third party giving, etc. And as mentioned below, the phone would ring off the hook with questions. Over the years we began to exclude, exclude, exclude until now, we are down to just payroll and recurring credit card. The others didn’t make sense anymore. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu> [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Thursday, January 10, 2019 1:38 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Year End Statements Those folk should get a year-end receipt for the total amount paid by that method. Usually, you inform those donors of this at the time they sign up for a recurring giving program. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>> wrote: We have also stopped sending year end statements as well but the question has come up about those that have ACH and CC monthly and don't receive a receipt each month. How do you notify these individuals? On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders <0000003933d430b6-dmarc-request@listserv.fundsvcs.org<mailto:0000003933d430b6-dmarc-request@listserv.fundsvcs.org>> wrote: This will be the first time we stopped doing them. On all receipts for the past 12 months we added a statement that year end statements would not be sent out. We included in that statement wording as to why. We'll see shortly how many folks still want them. -- sent from cell phone -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu<mailto:rssaund3@uncg.edu>  On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> wrote: I guess I would have to ask why do you feel that you need to issue these? Are donors demanding them? I get issuing replacement receipts when a donor has misplaced theirs on a case-by-case basis. But are they serving any other major purpose? Most of the organizations I have visited have eliminated them due to the amount of time required and the fact that they often cause donors to ask more questions when they don't see things like gifts from DAFs and private donations and such. Most just issue these for recurring gifts and provide a grand total of how much was given to a specific fund. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu>> wrote: [cid:image004.gif@01D4A98B.A2FE7380] I have started working on my statements that will be mailed to our donor’s letting them know what they gave to and how much last year. A question has been brought up and I am hoping to get best practice. Last year the year end statement was the first one done by the institution in a very long time and the first one I had ever done. I am in RE and used the year end statement to pull all the giving and we then did a letter to put in with the statement. It was a very painful process trying to match everything up. The suggestion was made to pull the information and then send the information along with the letter template we will be using to an outside vendor and have them merge the information and mail the statements for us. The question I have is: Should we use an outside vendor for this – we would be sending out more than just names and addresses we would be sending their giving details? Thank you, Cynthia Hornbeck [cid:image001.png@01D4A98B.A2FE7380] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] -- Dawn Krumvieda Director of Development Operations Augustana University 2001 S Summit Ave Sioux Falls, SD 57197 dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>

Similar to what Jennifer said. Also, we used an outside vendor in the past but within the last couple of years, we decided to do them in-house since the number of statements to send out was manageable. CJ Jones Associate Director of Donor Services, Purdue Research Foundation Dauch Alumni Center | 403 W Wood St | West Lafayette, IN 47907 wcjones@prf.org<mailto:wcjones@prf.org> | DAUCH 3118 | (765) 496-3116 [cid:image001.png@01D4A996.885E58A0]<http://www.purdue.edu/evertrue> [cid:image009.jpg@01D4A996.EE723E40] <https://takegiantleaps.com/> WARNING: CONFIDENTIALITY NOTICE The information enclosed with this transmission is the private, confidential property of the sender, and is privileged communication intended solely for the individual indicated above. If you are not the intended recipient, you are notified that any review, disclosure, copying, distribution, or the taking of any other action relevant to the contents of this transmission are strictly prohibited. If you have received this email in error, or are not the named recipient(s), please notify the sender immediately by sending a reply to this message that it was sent in error and delete this email from your system. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Boettger, Jennifer Sent: Friday, January 11, 2019 10:10 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Year End Statements We have a code in the Receipt Instructions flagging the recurring, payroll, or anyone who seeks us out and requests one year end statement. Only that group, which is very small, relatively speaking. Jennifer Boettger | Director of Advancement Services Coe College Office of Advancement 1220 First Ave. NE | Cedar Rapids, IA 52402 jboettger@coe.edu<mailto:jboettger@coe.edu> | 319-399-8614 Coe makes it possible. You make it happen. Coe College Confidentiality Notice: Since email messages are transmitted over the Internet, Coe College cannot assure that such messages are secure. You should be careful in transmitting information to Coe College that you consider confidential. If you are uncomfortable with such risks, you may decide not to use email to communicate with Coe College. This message and any attachments are covered by the Electronic Communication Privacy Act, 18 USC Section 2510-2515, and may contain confidential and privileged information that is protected by law, including FERPA. The information contained herein is transmitted for the sole use of the intended recipient(s). If you are not the intended recipient or designated agent of the recipient of such information, you are hereby notified that any use, dissemination, copying or retention of this email or the information contained herein is by law strictly prohibited and may subject you to penalties under federal and/or state law. If you received this email in error, please notify the sender immediately and permanently delete this email and all attachments. On Fri, Jan 11, 2019 at 9:04 AM Robert Saunders <0000003933d430b6-dmarc-request@listserv.fundsvcs.org<mailto:0000003933d430b6-dmarc-request@listserv.fundsvcs.org>> wrote: When we did them we used an outside vendor. On Fri, Jan 11, 2019 at 10:02 AM Hornbeck, Cynthia <CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu>> wrote: Thank you everyone for your input. We are a small shop and we did receive positive feedback on the statements we did last year. I am having the letter that is going out with the statements changed up so it lets the donors know some wonderful things their donations help make happen for our students, so it feels more like a thank you than just a statement and a soft ask. The question I still have is if you were doing statements, or some other mailing where you would be dealing with not just names and address of your donors, but also dollar amounts given – should that be done in house or would it be ok to send the information to a company for them to print, stuff, and mail it for us. Thank you, Cynthia Hornbeck [cid:image004.png@01D4A996.885E58A0] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>] On Behalf Of Lisa Ziska-Marchand Sent: Thursday, January 10, 2019 3:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Year End Statements Yes, we too only provide an end of year letter for our recurring gifts and staff payroll deduction gifts. The caveat is that if the recurring or payroll payment is over $250 we acknowledge immediately. Lisa -- Lisa Ziska-Marchand, M.S. Director of Prospect Research & Advancement Services California State University Monterey Bay On Thu, Jan 10, 2019 at 10:45 AM Forrest, Aaron <aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu>> wrote: Same. We only do for payroll and recurring credit card. We used to do more but it became very complicated where you have donors with a basket of cash, stock, GIK, some gifts that are joint and others that are not, third party giving, etc. And as mentioned below, the phone would ring off the hook with questions. Over the years we began to exclude, exclude, exclude until now, we are down to just payroll and recurring credit card. The others didn’t make sense anymore. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu> [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Thursday, January 10, 2019 1:38 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Year End Statements Those folk should get a year-end receipt for the total amount paid by that method. Usually, you inform those donors of this at the time they sign up for a recurring giving program. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>> wrote: We have also stopped sending year end statements as well but the question has come up about those that have ACH and CC monthly and don't receive a receipt each month. How do you notify these individuals? On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders <0000003933d430b6-dmarc-request@listserv.fundsvcs.org<mailto:0000003933d430b6-dmarc-request@listserv.fundsvcs.org>> wrote: This will be the first time we stopped doing them. On all receipts for the past 12 months we added a statement that year end statements would not be sent out. We included in that statement wording as to why. We'll see shortly how many folks still want them. -- sent from cell phone -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu<mailto:rssaund3@uncg.edu>  On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> wrote: I guess I would have to ask why do you feel that you need to issue these? Are donors demanding them? I get issuing replacement receipts when a donor has misplaced theirs on a case-by-case basis. But are they serving any other major purpose? Most of the organizations I have visited have eliminated them due to the amount of time required and the fact that they often cause donors to ask more questions when they don't see things like gifts from DAFs and private donations and such. Most just issue these for recurring gifts and provide a grand total of how much was given to a specific fund. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu>> wrote: [cid:image007.gif@01D4A996.885E58A0] I have started working on my statements that will be mailed to our donor’s letting them know what they gave to and how much last year. A question has been brought up and I am hoping to get best practice. Last year the year end statement was the first one done by the institution in a very long time and the first one I had ever done. I am in RE and used the year end statement to pull all the giving and we then did a letter to put in with the statement. It was a very painful process trying to match everything up. The suggestion was made to pull the information and then send the information along with the letter template we will be using to an outside vendor and have them merge the information and mail the statements for us. The question I have is: Should we use an outside vendor for this – we would be sending out more than just names and addresses we would be sending their giving details? Thank you, Cynthia Hornbeck [cid:image004.png@01D4A996.885E58A0] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://www.blackbaud.com/files/training/jobaids/CSOD/Badges/certification_b/PRO_Orange.png] -- Dawn Krumvieda Director of Development Operations Augustana University 2001 S Summit Ave Sioux Falls, SD 57197 dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu> -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu<mailto:rssaund3@uncg.edu> [Image removed by sender.]

I think it is pretty difficult to never expose donor info to outside vendors these days but you are sensible to be asking that question. I think it is good to have your legal counsel develop review the contract and develop some language the indicates how the data, or derivatives of the data, can/can’t be used and what legal remedies are available if the agreement is breached. Even then, I think it is important to deal with a company who has their reputation at stake and where it would be costly to their business become known for misusing data. This is more important than what people often consider it IMO. A few years back many of us were getting emails from start up mail append services that were offering “disrupter” pricing that was pretty attractive. Even though I love a good deal, I was never willing to try them because they had no reputation to protect and nowadays with machine learning, if they got enough customers to submit their data, it wouldn’t take long to find trends by donors who appeared on multiple lists, for certain causes, etc… which could be valuable information to sell… and difficult to trace back to whether or not it was your data they used. Even if you could, it might not matter if they are not around next week, month, year. Call me paranoid if you’d like…. John Smilde Director of Advancement Services Campaign Director Calvin College jps6@calvin.edu<mailto:jps6@calvin.edu> 616.526.8577 [full-color-positive] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Hornbeck, Cynthia Sent: Friday, January 11, 2019 10:02 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Year End Statements Thank you everyone for your input. We are a small shop and we did receive positive feedback on the statements we did last year. I am having the letter that is going out with the statements changed up so it lets the donors know some wonderful things their donations help make happen for our students, so it feels more like a thank you than just a statement and a soft ask. The question I still have is if you were doing statements, or some other mailing where you would be dealing with not just names and address of your donors, but also dollar amounts given – should that be done in house or would it be ok to send the information to a company for them to print, stuff, and mail it for us. Thank you, Cynthia Hornbeck [cid:image001.png@01D4A998.207B6D70] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://urldefense.proofpoint.com/v2/url?u=https-3A__www.blackbaud.com_files_training_jobaids_CSOD_Badges_certification-5Fb_PRO-5FOrange.png&d=DwIGaQ&c=4rZ6NPIETe-LE5i2KBR4rw&r=RL66qO_KVI0qkdZA56E0IahMY2MmCPxf2Xjtl4IsXhg&m=o5fFdnH5MOc6zUhhMLHCrkXbuhQYd-IiWVJFeXzRfj0&s=zdVJYqVGAAhTJmsV-6XsGgAYHpWnU1mBGBUBmlfc3Ek&e=] From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of Lisa Ziska-Marchand Sent: Thursday, January 10, 2019 3:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Year End Statements Yes, we too only provide an end of year letter for our recurring gifts and staff payroll deduction gifts. The caveat is that if the recurring or payroll payment is over $250 we acknowledge immediately. Lisa -- Lisa Ziska-Marchand, M.S. Director of Prospect Research & Advancement Services California State University Monterey Bay On Thu, Jan 10, 2019 at 10:45 AM Forrest, Aaron <aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu>> wrote: Same. We only do for payroll and recurring credit card. We used to do more but it became very complicated where you have donors with a basket of cash, stock, GIK, some gifts that are joint and others that are not, third party giving, etc. And as mentioned below, the phone would ring off the hook with questions. Over the years we began to exclude, exclude, exclude until now, we are down to just payroll and recurring credit card. The others didn’t make sense anymore. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu> [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <https://urldefense.proofpoint.com/v2/url?u=http-3A__www.rochester.edu_&d=DwMGaQ&c=4rZ6NPIETe-LE5i2KBR4rw&r=N3xCjyp_KEYuYdV1qWGwAw&m=yGgwAea9qZBQaZNyDB7wTcMfPKsirIOZgY6m47yx8Hc&s=9rtasRhhfTaqI5rctew8ztcJD3bWT_M7aztjFqtD-1Y&e=> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of John Taylor Sent: Thursday, January 10, 2019 1:38 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] Year End Statements Those folk should get a year-end receipt for the total amount paid by that method. Usually, you inform those donors of this at the time they sign up for a recurring giving program. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:36 PM Dawn Krumvieda <dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>> wrote: We have also stopped sending year end statements as well but the question has come up about those that have ACH and CC monthly and don't receive a receipt each month. How do you notify these individuals? On Thu, Jan 10, 2019 at 12:31 PM Robert Saunders <0000003933d430b6-dmarc-request@listserv.fundsvcs.org<mailto:0000003933d430b6-dmarc-request@listserv.fundsvcs.org>> wrote: This will be the first time we stopped doing them. On all receipts for the past 12 months we added a statement that year end statements would not be sent out. We included in that statement wording as to why. We'll see shortly how many folks still want them. -- sent from cell phone -- Rob Saunders Assistant Vice Chancellor, Advancement Operations University of North Carolina Greensboro 821 S. Aycock St. PO Box 26170 Greensboro, NC 27402 Phone: 336-334-5920 rssaund3@uncg.edu<mailto:rssaund3@uncg.edu>  On Thu, Jan 10, 2019, 1:26 PM John Taylor <johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> wrote: I guess I would have to ask why do you feel that you need to issue these? Are donors demanding them? I get issuing replacement receipts when a donor has misplaced theirs on a case-by-case basis. But are they serving any other major purpose? Most of the organizations I have visited have eliminated them due to the amount of time required and the fact that they often cause donors to ask more questions when they don't see things like gifts from DAFs and private donations and such. Most just issue these for recurring gifts and provide a grand total of how much was given to a specific fund. John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Thu, Jan 10, 2019 at 1:04 PM Hornbeck, Cynthia <CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu>> wrote: [cid:image004.gif@01D4A998.207B6D70] I have started working on my statements that will be mailed to our donor’s letting them know what they gave to and how much last year. A question has been brought up and I am hoping to get best practice. Last year the year end statement was the first one done by the institution in a very long time and the first one I had ever done. I am in RE and used the year end statement to pull all the giving and we then did a letter to put in with the statement. It was a very painful process trying to match everything up. The suggestion was made to pull the information and then send the information along with the letter template we will be using to an outside vendor and have them merge the information and mail the statements for us. The question I have is: Should we use an outside vendor for this – we would be sending out more than just names and addresses we would be sending their giving details? Thank you, Cynthia Hornbeck [cid:image001.png@01D4A998.207B6D70] University Advancement 940-898-3894 CHornbeck1@twu.edu<mailto:CHornbeck1@twu.edu> [https://urldefense.proofpoint.com/v2/url?u=https-3A__www.blackbaud.com_files_training_jobaids_CSOD_Badges_certification-5Fb_PRO-5FOrange.png&d=DwIGaQ&c=4rZ6NPIETe-LE5i2KBR4rw&r=RL66qO_KVI0qkdZA56E0IahMY2MmCPxf2Xjtl4IsXhg&m=o5fFdnH5MOc6zUhhMLHCrkXbuhQYd-IiWVJFeXzRfj0&s=zdVJYqVGAAhTJmsV-6XsGgAYHpWnU1mBGBUBmlfc3Ek&e=] -- Dawn Krumvieda Director of Development Operations Augustana University 2001 S Summit Ave Sioux Falls, SD 57197 dawn.krumvieda@augie.edu<mailto:dawn.krumvieda@augie.edu>

If you are looking for a much easier time generating year-end statements for donors in RE, there is a new RE add-on called ReceipterPro you should check out. It can generate receipts and e-receipts and it also includes a year-end module that generates giving summary letters. You can learn more about it at www.receipterpro.com. Hope this helps, Shawn Shawn Steele 828-581-0225 shawn@donortek.com