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  • 1.  Creating Estate records for deceased donors with committed Bequest Expectancies

    Posted 05-12-2023 10:41 AM

    I would like to know how other organizations handle deceased donor records when it is known that funds will be received from their estate plan.  It's come to my attention that some organizations inactivate the individual donor record and create an "Estate of" record for the donor.  All estate funds are then entered in the estate record.  I would like to know what the thought is behind the account change and what is the Best Practice for this process?  We are getting ready to convert to Tessitura and are reviewing many our processes.  Would appreciate guidance on this.  Thank you.



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    Margaret McGraw
    Colonial Williamsburg Foundation
    MMcGraw@CWF.org
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  • 2.  RE: Creating Estate records for deceased donors with committed Bequest Expectancies

    Posted 05-12-2023 10:48 AM
    The "norm," based on my experience and personal recommendation, is not to create a new record. That's a lot of effort for a single or few gifts that were actually "made" by the individual when they were alive.

    I create a new record only when the estate establishes a perpetual trust or foundation.

    Rather, I create an "alias" name for the individual record of "Estate of," and mark that "preferred." I retain the original name as the legal name. I may also add a new relationship and address for the executor or administrator so that any letters or receipts are then addressed to:

    Estate of Jane Donor
    Joe Sunshine, Executor
    Any Town, Anywhere

    This keeps all associated giving in one place on one record eliminating the need to link two records together and mess with soft credits.

    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: Creating Estate records for deceased donors with committed Bequest Expectancies

    Posted 05-15-2023 02:36 PM
    Does it matter (both from a gift entry as well as from a tax receipt perspective) whether a distribution came from a deceased person's bank account, versus a deceased person's estate account? 

    Today we received a check that lists the individual who has died, and no mention of an estate; do we need to confirm with the issuing institution whether the account name/number has changed to now be from the estate before we can receipt the gift?

    Thanks!






    Original Message


  • 4.  RE: Creating Estate records for deceased donors with committed Bequest Expectancies

    Posted 05-15-2023 02:51 PM
    To me, it does not. If you follow the suggestions I outlined earlier, the receipt will be accurate.

    I look at these things as a matter of convenience for us (assuming we can generate the proper receipt). Unless the death establishes a completely separate trust with trustees who get to decide what to do with the assets, there's no important reason to create separate records.

    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


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