FundSvcs Community

Hi all, We have been asked to track verbal or “soft” pledges in our database instead of an offline spreadsheet. These are pledges that do not meet the criteria for posting to Finance but we need to be able to track them in terms of amount and reminder/follow up dates. We are using Raiser’s Edge so we are considering a Gift Subtype or the Prospect tab but are interested in hearing how others handle them. I would really appreciate any suggestions/recommendations and/or issues to consider. Thanks in advance for your input. Karen Karen Takamoto Donor Stewardship and Database Administrator The Marine Mammal Center 2000 Bunker Road | Sausalito, CA 94965 www.MarineMammalCenter.org takamotok@TMMC.org

I've always used Gift SubType for this purpose. Gift Type is Pledge and Gift SubType is Verbal Promise. You can put in all the same info you do for a regular pledge. And they can be excluded from any reporting for your department or for the business office by utilizing what is populated in Gift Subtype. That way if you need to tickle them, see how much is verball outstanding etc. You can pull just on that group also. Christine A. Cooke Associate Director of Advancement Services The Athenian School Danville CA On 8/6/19, 2:10 PM, "Advancement Services Discussion List on behalf of Karen Takamoto" <FUNDSVCS@LISTSERV.FUNDSVCS.ORG on behalf of takamotok@TMMC.ORG> wrote: Hi all, We have been asked to track verbal or “soft” pledges in our database instead of an offline spreadsheet. These are pledges that do not meet the criteria for posting to Finance but we need to be able to track them in terms of amount and reminder/follow up dates. We are using Raiser’s Edge so we are considering a Gift Subtype or the Prospect tab but are interested in hearing how others handle them. I would really appreciate any suggestions/recommendations and/or issues to consider. Thanks in advance for your input. Karen Karen Takamoto Donor Stewardship and Database Administrator The Marine Mammal Center 2000 Bunker Road | Sausalito, CA 94965 www.MarineMammalCenter.org takamotok@TMMC.org

We do the same. Only we also put them in as Do Not Post so that they don't come over in financials for accounting until we get documentation to change it to an actual pledge or payment comes in. April Snow, bCRE | Director, Donor Systems & Support YMCA of Greater Seattle 909 Fourth Avenue Seattle, WA 98104 aksnow@seattleymca.org | (206) 382-4925 seattleymca.org The Y: We’re for youth development, healthy living and social responsibility.
Original Message----- From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Christine Cooke Sent: Tuesday, August 6, 2019 2:23 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Verbal Pledges I've always used Gift SubType for this purpose. Gift Type is Pledge and Gift SubType is Verbal Promise. You can put in all the same info you do for a regular pledge. And they can be excluded from any reporting for your department or for the business office by utilizing what is populated in Gift Subtype. That way if you need to tickle them, see how much is verball outstanding etc. You can pull just on that group also. Christine A. Cooke Associate Director of Advancement Services The Athenian School Danville CA On 8/6/19, 2:10 PM, "Advancement Services Discussion List on behalf of Karen Takamoto" <FUNDSVCS@LISTSERV.FUNDSVCS.ORG on behalf of takamotok@TMMC.ORG> wrote: Hi all, We have been asked to track verbal or “soft” pledges in our database instead of an offline spreadsheet. These are pledges that do not meet the criteria for posting to Finance but we need to be able to track them in terms of amount and reminder/follow up dates. We are using Raiser’s Edge so we are considering a Gift Subtype or the Prospect tab but are interested in hearing how others handle them. I would really appreciate any suggestions/recommendations and/or issues to consider. Thanks in advance for your input. Karen Karen Takamoto Donor Stewardship and Database Administrator The Marine Mammal Center 2000 Bunker Road | Sausalito, CA 94965 www.MarineMammalCenter.org takamotok@TMMC.org ________________________________ This e-mail, including attachments, may contain confidential and/or proprietary information for the use of the individual(s) or entity(ies) to which it is addressed. If the reader of this e-mail is not the intended recipient or an authorized agent of such an entity, the reader is hereby notified that any distribution or copying of this e-mail is prohibited. If you have received this e-mail in error, please notify the sender by replying to this message and delete the e-mail immediately.

We do not allow. For situations where gift agreement is impossible, we use a reverse confirmation email. "We wanted to clarify our understanding of our conversation ..." Donor responds, "Yes" and the email becomes the source. And this path is not standard operating procedure. If the amount is $25K+ non-standard source needs leadership approval. Audit risk is high. Allowing development staff to book commitments on conversations alone might keep me awake at night. I'm a worrier. My thoughts. 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           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.
Original Message----- From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of April Snow Sent: Tuesday, August 6, 2019 5:25 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Verbal Pledges We do the same. Only we also put them in as Do Not Post so that they don't come over in financials for accounting until we get documentation to change it to an actual pledge or payment comes in. April Snow, bCRE | Director, Donor Systems & Support YMCA of Greater Seattle 909 Fourth Avenue Seattle, WA 98104 aksnow@seattleymca.org | (206) 382-4925 seattleymca.org The Y: We’re for youth development, healthy living and social responsibility.

I'm sorry I was going down another route. We also do not enter verbal but do add conditional gifts and challenge grants this way. Which accounting does not track. April Snow, bCRE | Director, Donor Systems & Support YMCA of Greater Seattle 909 Fourth Avenue Seattle, WA 98104 aksnow@seattleymca.org | (206) 382-4925 seattleymca.org The Y: We’re for youth development, healthy living and social responsibility.
Original Message----- From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Forrest, Aaron Sent: Tuesday, August 6, 2019 2:54 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Verbal Pledges We do not allow. For situations where gift agreement is impossible, we use a reverse confirmation email. "We wanted to clarify our understanding of our conversation ..." Donor responds, "Yes" and the email becomes the source. And this path is not standard operating procedure. If the amount is $25K+ non-standard source needs leadership approval. Audit risk is high. Allowing development staff to book commitments on conversations alone might keep me awake at night. I'm a worrier. My thoughts. 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           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.

Hi Karen, We use proposals to track all our MGO efforts for their metrics. We relabeled a field and called it confidence. Any MGO who marks a Proposal as 100% confidence flows into our reporting in the verbal commitments column. This allows us to keep it out of our financial feeds and true dollars in the door counting. Cheers, David Sent from my iPhone David B. Ritchie Office of Institutional Advancement Jefferson > On Aug 6, 2019, at 5:10 PM, Karen Takamoto <takamotok@tmmc.org> wrote: > > WARNING: External Email - This email originated outside of Jefferson. > DO NOT CLICK links or attachments unless you recognize the sender and are expecting the email. > > > > Hi all, > > We have been asked to track verbal or “soft” pledges in our database instead of an offline spreadsheet. These are pledges that do not meet the criteria for posting to Finance but we need to be able to track them in terms of amount and reminder/follow up dates. We are using Raiser’s Edge so we are considering a Gift Subtype or the Prospect tab but are interested in hearing how others handle them. > > I would really appreciate any suggestions/recommendations and/or issues to consider. > > Thanks in advance for your input. > Karen > > > Karen Takamoto > Donor Stewardship and Database Administrator > The Marine Mammal Center > 2000 Bunker Road | Sausalito, CA 94965 > https://nam01.safelinks.protection.outlook.com/?url=www.MarineMammalCenter.org&data=02%7C01%7Cdavid.ritchie%40jefferson.edu%7Cb702ad85a37f45baf6b008d71ab27461%7C55a89906c710436bbc444c590cb67c4a%7C0%7C1%7C637007226075028555&sdata=hbtiic%2BzbQCLxDb8SZrTfx8UR0MVn1rDq3qSP7Asw4U%3D&reserved=0 > takamotok@TMMC.org The information contained in this transmission contains privileged and confidential information. It is intended only for the use of the person named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution or duplication of this communication is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. CAUTION: Intended recipients should NOT use email communication for emergent or urgent health care matters.