FundSvcs Community

When I wrote the 3rd edition of the CASE Guidelines I added some suggestions to that process. Those were carried over to the 4th edition. However, the driving force behind this is often your Business Office so whatever your protocol I would review with them. Personally, I have always assumed a direct responsibility for collection activities when I have led Advancement Services units. I review outstanding pledges every 6 months and depending on the balance, write them off, contact the donor myself, or work with the MGO to clarify the donor's intent. When I was at NC State the nature of the review depending on whether the pledge was under $5,000, $5,000-$24,999, or $25,000+. 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 Tue, Feb 19, 2019 at 8:24 AM Tami Calkin <tamic@uofoundation.org> wrote: > Hi all, > > > > Can you tell me what your process is on a past due pledge to either > collect or write off? > > > > Thanks, > > Tami Calkin > > Gift Administrator > > University of Oregon Foundation > > 1720 E 13th Ave, Ste 410, Eugene, OR 97403 > > Ph. 541.302.0288 > > Fax 541.344.8079 > > > > This information, and any attachment, is PRIVILEGED and CONFIDENTIAL > property of the University of Oregon Foundation. Any unauthorized > reproduction, dissemination or disclosure is prohibited. > > >

Hi all, Can you tell me what your process is on a past due pledge to either collect or write off? Thanks, Tami Calkin Gift Administrator University of Oregon Foundation 1720 E 13th Ave, Ste 410, Eugene, OR 97403 Ph. 541.302.0288 Fax 541.344.8079 This information, and any attachment, is PRIVILEGED and CONFIDENTIAL property of the University of Oregon Foundation. Any unauthorized reproduction, dissemination or disclosure is prohibited.

This is a rather simple question with a very complicated answer. You need to develop a pledge write off protocol that works for your organization. Every org is different. Our process takes several weeks from start to finish. At a very high level - it looks something like this. Every six months ... * Write off all annual pledges under $1K which are more than 18 months old * Send all annual pledges > $1K to program area for review * All other pledges more than three years overdue go into uncollectible status for program review * The amount overdue triggers appropriate review steps. For example, a $5K pledge can be written off by action X, but a $500K may require Y * All bequests overdue where donor is deceased go to OTE for review These actions results in a variety of downstream work to update pledge schedules, write off or adjust pledges etc. Some of these are automated, some manual. Six months later, pull data again and rinse repeat. 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 Tami Calkin Sent: Tuesday, February 19, 2019 11:15 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] past due pledges Hi all, Can you tell me what your process is on a past due pledge to either collect or write off? Thanks, Tami Calkin Gift Administrator University of Oregon Foundation 1720 E 13th Ave, Ste 410, Eugene, OR 97403 Ph. 541.302.0288 Fax 541.344.8079 This information, and any attachment, is PRIVILEGED and CONFIDENTIAL property of the University of Oregon Foundation. Any unauthorized reproduction, dissemination or disclosure is prohibited.

I don't think there's a "one size fits all" process. We review our outstanding pledges quarterly but leave it up to the director/fundraising staff to determine what they think after talking to the donor. We've had people who make pledges and get stuck in a situation where they don't pay for a year but have full intent on paying off their pledge and they end up paying it off. We also have had people who get stuck in a situation and say there's no way they can keep their commitment. I, as the database person, would never decide whether to write off a pledge or not without the recommendation from fundraising staff, unless it's annual employee pledges where the employee no longer works here. Heidi Howard, bCRE-Pro, bCRP Annual Giving/Database Administrator Samaritan Foundations P: 541.768.5547 C: 503.580.0670 From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Forrest, Aaron Sent: Tuesday, February 19, 2019 8:43 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] past due pledges WARNING: This email originated from outside of SHS. DO NOT CLICK ANY LINKS OR OPEN ATTACHMENTS unless you recognize the sender and know the contents are safe. This is a rather simple question with a very complicated answer. You need to develop a pledge write off protocol that works for your organization. Every org is different. Our process takes several weeks from start to finish. At a very high level - it looks something like this. Every six months ... * Write off all annual pledges under $1K which are more than 18 months old * Send all annual pledges > $1K to program area for review * All other pledges more than three years overdue go into uncollectible status for program review * The amount overdue triggers appropriate review steps. For example, a $5K pledge can be written off by action X, but a $500K may require Y * All bequests overdue where donor is deceased go to OTE for review These actions results in a variety of downstream work to update pledge schedules, write off or adjust pledges etc. Some of these are automated, some manual. Six months later, pull data again and rinse repeat. 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 Tami Calkin Sent: Tuesday, February 19, 2019 11:15 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] past due pledges Hi all, Can you tell me what your process is on a past due pledge to either collect or write off? Thanks, Tami Calkin Gift Administrator University of Oregon Foundation 1720 E 13th Ave, Ste 410, Eugene, OR 97403 Ph. 541.302.0288 Fax 541.344.8079 This information, and any attachment, is PRIVILEGED and CONFIDENTIAL property of the University of Oregon Foundation. Any unauthorized reproduction, dissemination or disclosure is prohibited. Click here<https://mailsecure.samhealth.org:9449/pem/pages/digestProcess/digestProcess.jsf?content=41ae761a454f225b000924fb2edf6d7dd20fdd483c7a29842d9ebefc4e5b4f7a7d3ead764c2f4eaae5b5d1d911f5b462535dba2eaaac10dd3112b5f2dec356e52cda3bb14b633c9809d12f8e2e00aa7182a1dfffbd6536da8978e6ee08093c4e3b900359a661f08399563ce129a50bc49f84a198a7ccbf0c6da597bf975a848fdf0c8076233cafd4c9ddf0bc6493fbd7> to report this email as spam ________________________________ Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message.