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  • 1.  Gift Entry Policy

    Posted 05-24-2022 08:40 AM
    Hi, 

    I have exhausted all of my research skills in looking for something to go off of, and I am hoping that someone here can help me. The team I am on does all of the gift entry for our organization (there are 3 of us), the VP of our office is looking into assigning all team members a portfolio. My question is this: is there any sort of laws, documentation, policies or procedures (I am in Michigan) that anyone knows of that state the legality or ethicalness of whether or not someone who solicits a gift can also be the one who processes the gift. 

    Thank you!


    ------------------------------
    Ashlin Tabiadon
    Albion College
    atabiadon@albion.edu
    ------------------------------


  • 2.  RE: Gift Entry Policy

    Posted 05-24-2022 09:02 AM
    In a word, no.

    You will want to talk to your external auditors about the GAAP protocols regarding dual control.  However, those audit requirements apply to hand-offs in the physical processing of a gift.

    Soliciting is one thing.  Handling the gift/check is another.  You do need to have one person receiving the gift and another entering it - and another verifying the deposit.  However, asking for money and subsequently entering the gift with someone in-between is perfectly fine.

    That said, you will need to follow the advice of your auditors as this is an accounting requirement.

    John

    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987




    Original Message


  • 3.  RE: Gift Entry Policy

    Posted 05-24-2022 09:08 AM
    Ashlin, 

    This isn't a problem. It's actually quite common, for example in a telephone solicitation. The same person who asks for the money also inputs the transaction. 


    Thank you,
    Isaac Shalev
    Data Strategy Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now:




    Original Message


  • 4.  RE: Gift Entry Policy

    Posted 05-25-2022 10:38 AM

    Hello Ashlin, 

    I'm sorry you're in this predicament. The skills needed to maintain a portfolio are so vastly different than working with gifts and data. I cannot imagine combining the two unless the organization's advancement and alumni relations staff was literally 2 people. And even then - I'd caution against it. 



    ------------------------------
    Cameron Alzubi
    Director, Gift Administration
    Illinois Institute of Technology
    calzubi@iit.edu
    giftadmin@iit.edu
    ------------------------------

    Original Message


  • 5.  RE: Gift Entry Policy

    Posted 05-25-2022 12:08 PM
    Cameron, that's great advice, you're absolutely right. I was so caught up in thinking about if they could, I didn't even ask whether they should! 


    Thank you,
    Isaac Shalev
    Data Strategy Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now:





    Original Message


  • 6.  RE: Gift Entry Policy

    Posted 05-25-2022 12:18 PM
    Thanks everyone for the feedback! I think the VP of our office has realized we aren't fundraisers (thankfully), so he is going back to the drawing board to figure out how to leave us out of his solicitation plan!

    ------------------------------
    Ashlin Tabiadon
    Albion College
    atabiadon@albion.edu
    ------------------------------

    Original Message


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