Best Of

Hi everyone,

I’m looking for feedback on our current donation workflow to see where we might improve efficiency, strengthen internal controls, or streamline steps. We have a part-time gift entry person and another staff member who assists with gift entry. Below is our current process:

Current Donation Workflow

1. Mail Opening
   • ED opens mail, makes notations where needed, and distributes donation checks to Gift Entry staff.
2. Gift Entry
   • Gift Entry staff makes a copy of the check and envelope as well as any other materials included from donor.
   • Donation is entered into CSuite.
   • Staff completes deposit slip.
   • Check copies and deposit slip are provided to Finance.
3. Finance Review & Posting
   • Finance verifies deposit slip total against enclosed checks.
   • Finance posts donations and runs TIL in CSuite.
4. Bank Deposit
   • Finance takes deposit to the bank.
5. Acknowledgment Letters
   • Gift Entry staff prepares acknowledgment letters.
   • Letters go to ED for signature.
   • Signed letters are returned to Gift Entry.
   • Signed letters are scanned with copies of the check, envelope, and any additional materials.
   • Signed letters are mailed.

I’d appreciate input on:

• Separation of duties / internal control improvements
• Opportunities to reduce handling steps
• Electronic deposit best practices
• Acknowledgment processing efficiencies
• Any automation you’ve implemented successfully

Thank you in advance for sharing how your organization handles this!

Michele Jeican
Director of Finance
Northern New York Community Foundation
Watertown, NY