FundSvcs Community

 View Only
  • 1.  Pledge documentation

    Posted 03-15-2024 01:42 PM

    Good afternoon!

     

    We're planning for our giving day(s) in April and have had a question arise: we'll be accepting pledges for the challenge for the first time and are curious about pledge documentation.  We don't generally have pledges for our Annual Fund gifts, but we want to be able to count these pledges in our Challenge totals so we want to add them to our CRM.  We're talking about smallish pledges - $5K – $25K – and are wondering: at what threshold should we require documentation from the donor as backup?  We're planning to use our CRM's Interactions for anything below $5000 but wonder about anything larger than that. We don't have a policy currently in place for this – we will be putting one together now though!

     

    Thank you!

    Betsy

     

    Betsy E. Jerram Melanson, JD she/her(s)

    Assistant Director of Gift Management

     

    University Advancement | Elliott Alumni Center | 9 Edgewood Rd | Durham, NH 03824

    603.862.4131 | Betsy.Melanson@unh.edu

     

     

     

     



  • 2.  RE: Pledge documentation

    Posted 03-18-2024 01:43 PM
    Booking any pledge as revenue requires documentation to support a legally binding promise. An online form is fine for this purpose. For larger gifts, organizations will typically require a gift agreement, not just a pledge form. 

    You will need to ask your business office about specific numbers, but it's pretty common for pledges to be of a minimum size before they are even considered material and worth recording - and for all material pledges to require a gift agreement, not just a pledge form. I've seen various numbers for materiality, depending on the org size and the CFO's approach. Some orgs consider $10k+ material, others use $25k+. You might record smaller pledges in your CRM, but your business office would not record them.

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

    Schedule a 30-minute consultation now:






  • 3.  RE: Pledge documentation

    Posted 03-18-2024 01:51 PM
    Annual giving pledges typically do not require any "inbound" documentation. They will be written off at the end of the fiscal year and, therefore, typically are not booked as an asset on the GL.

    Any pledge regarded as an asset (a commitment that crosses fiscal years) should be accompanied by a document. However, many organizations will permit the "outbound" pledge confirmation letter to serve as that document.

    As Isaac states, these rules are often set by Finance and follow the recommendations of their auditor.

    John

    John H. Taylor, Principal
    John H. Taylor Consulting, LLC
    2604 Sevier Street
    Durham, NC     27705

    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987







  • 4.  RE: Pledge documentation

    Posted 03-18-2024 03:11 PM

    Actually, I'm not sure that the accounting standard is "legally binding," which is a matter of state law and relies on legal concepts like "consideration" and "detrimental Reliance" (depending on the state).

     

    As far as I know, the usual accounting standard is "verifiable," which has to do with a level of confidence that, if the donor were contacted, they would confirm the commitment.  For pledges which are recorded on the ledger, that is usually tested during the audit process by sampling.

     

    And, of course, as John pointed out, that doesn't apply to most annual pledges which are never recorded on the ledger.

     

    I have never been associated with, or heard of, an institution that required a determination that all pledges be legally binding!

     

    My US$0.02 worth; the usual disclaimers apply.

     

    Good luck!

    Alan

     

    Alan S. Hejnal (he/him)

    Data Quality Manager

     

    SNAGHTML5cbfa34

     






  • 5.  RE: Pledge documentation

    Posted 03-18-2024 05:34 PM
    Hey Alan, it's a bit more nuanced than "legally binding" but in practice it sort of amounts to the same thing.

    Under GAAP and FASB's accounting standards code (ASC), a pledge is recorded based on an unconditional promise to give, as distinct from an intention to give. If the matter is not ambiguous, and there is a clear promise to give, accounting standards stop there. But if the pledge communication from the donor is ambiguous, ASC says that we would only consider this an unconditional promise if the intention to give contained in that communication is legally enforceable. This ends up being a distinction without a difference since the question of legal enforceability only comes up in the ambiguous cases. 



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

    Schedule a 30-minute consultation now:







  • 6.  RE: Pledge documentation

    Posted 03-19-2024 09:13 AM

    Thank you for your insight.

     

    We're not looking to have these booked to our GL just our CRM for internal reporting/tracking purposes.  Any intention which we book to the ledger has all necessary documentation retained.

     

    Thanks, again!

    Betsy

     

    Betsy E. Jerram Melanson, JD she/her(s)

    Assistant Director of Gift Management

     

    University Advancement | Elliott Alumni Center | 9 Edgewood Rd | Durham, NH 03824

    603.862.4131 | Betsy.Melanson@unh.edu

     

     

     

     






  • 7.  RE: Pledge documentation

    Posted 03-19-2024 09:20 AM

    Well, accounting standards don't really "stop there," I would say.  They continue to identify "verifiable" as the appropriate standard, as far as I know.  This is from Not-for-Profit Entities (Topic 958) :

     

    958-605-55-19 Pursuant to paragraph 958-605-25-8, to be recognized in financial statements there must be sufficient evidence in the form of verifiable documentation that a promise to give was made and received. That requirement does not preclude recognition of verifiable oral promises, such as those documented by tape recordings, written registers, or other means that permit subsequent verification.

     

    Not a word about legally enforceable.  Rather than "the intention to give contained in that communication is legally enforceable" what it says is "sufficient evidence in the form of verifiable documentation that a promise to give was made and received." 

     

    Verifiable rather than verified is an important distinction.  There is not a requirement that the verification needs to have been done for every unconditional promise to give, let alone establishing legal enforceability for every pledge.

     

    As you say, legal enforceability only comes into play extremely rarely, in cases like a university commencing on construction on the strength of a pledge (which is exactly the detrimental reliance basis for legal enforceability).  That legal enforceability so rarely comes into play is exactly why no nonprofit that I've ever heard of makes any effort to establish it except (possibly) in a handful of cases.

     

    If you want to say that "verifiable" and "legally enforceable" are "essentially the same thing," oh-kay.  I think that if they meant legally enforceable they could have said that, and, again, I've never seen a charitable organization run any sort of review to establish legal enforceability except in extremely unusual circumstances.

     

    My US$0.02 worth; the usual disclaimers apply.

     

    Good luck!

    Alan

     

    Alan S. Hejnal (he/him)

    Data Quality Manager

     

    SNAGHTML5cbfa34

     






  • 8.  RE: Pledge documentation

    Posted 03-19-2024 12:42 PM
    Alan, we don't disagree. When I said "booking a pledge requires documentation to support a legally binding promise" I did not mean that the nonprofit needs to determine legal enforceability, it just needs to collect documents consistent with such a determination. The paragraph of the ASC immediately following the one you cited, which speaks to "verifiable documentation" of a "promise", says:

    ASC  958-605-25-9: A communication that does not indicate clearly whether it is a promise is considered an unconditional promise to give if it indicates an unconditional intention to give that is legally enforceable. Legal enforceability refers to the availability of legal remedies, not the intent to use them.

    So... if you want to book a pledge you have to have a document that is both "verifiable" and is either clear about making a promise to give, or, if at all unclear, "indicates an unconditional intention to give that is legally enforceable" or, as I put it "documentation to support a legally binding promise."  There is no way to make a finding of enforceability, short of going to court, but a doc that's really clear is what accounting wants.




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

    Schedule a 30-minute consultation now: