We also have a scanning system, but our documents are stored inside the scanning system in the cloud. We do keep every document that comes in with a gift and if we have cash for something like the example you shared we would put a note from the donor stating that they were not attending the event so we could back up the reason we did not take FMV out of the gift.
We keep the paperwork more for questions that might or have come up about how a gift was posted not for auditing proposes, it can come in handy.
Cindy Hornbeck
Gift Processing Specialist
University Advancement
940-898-3894
CHornbeck1@twu.edu<mailto:
CHornbeck1@twu.edu>
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From: Advancement Services Discussion List <
FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor
Sent: Wednesday, May 29, 2019 10:49 AM
To:
FUNDSVCS@LISTSERV.FUNDSVCS.ORG
Subject: Re: [FUNDSVCS] Storing documentation
Ask the auditor to show you in writing where such requirement is mandated by law or FASB doctrine.
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 Wed, May 29, 2019 at 11:40 AM Heidi L. Howard <
HHoward@samhealth.org<mailto:
HHoward@samhealth.org>> wrote:
I’m just curious how many of you actually keep any form of documentation for every little gift you receive? A couple of years ago we moved to scanning and saving any/all documentation (minus copies of actual checks) into a shared folder on our system drive. A lot of information that helps document gifts is actually stored directly in our database in notes/actions/opportunities (we use RE/NXT) but now our accountant is wanting everything documented on a piece of paper and stored in the drive.
We recently had a donor give a cash donation in lieu of being able to attend an event and rather than just process the gift as a cash donation to the event with a package stating it was just a donation with no benefits she now wants us to start noting that on actual paper for every gift before it gets scanned. Thoughts? Does anyone else have to do anything like this? She does have access to our database to look at all actions/notes but says we need to have it documented on the actual paperwork for the auditor….
Heidi Howard, bCRE-Pro, bCRP
Annual Giving/Database Administrator
Samaritan Foundations
P: 541.768.5547
C: 503.580.0670
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