Processing Monetary Donations

These instructions are intended for those working at the front desk, those who process our snail mail, and whoever's making thank you notes for donors who give us a large chunk of money. This page gives instructions for how to process large monetary donations that come in through the front door (with or without hardware), through one of our online donation systems like Paypal, and through the mail. We like to acknowledge these donors so they keep coming back!

When to Use this Process

• If a donor gives us hardware plus money, if the donation, minus monitor fees, is $100 or over
• If a donor simply comes in the front door and gives us $100 or more without hardware
• If someone donates money online through Paypal, etc. of $100 or more minus fees (if any)
• If someone donates money through the mail of $100 or more minus fees (if any)

What to do When the Donation Comes In

At the Front Desk

1. Process the donation as normal, handing the donor his/her tax receipt
2. Go to RT & create a new ticket in the "Donations" RT including the following:
   • Link to donation from the database or donation number
   • Name of donor
   • Address of donor
   • What they donated
   • How much $ they donated
   • The date of donation
   • Indicate that they were given a receipt

• Do not take credit card payments over the phone. Direct the donor toward Paypal.
• Do NOT email (donations at freegeek dot org). It will NOT create an RT right now. (Inreach can ask to have this changed if we want.)

Online Donations

The RT ticket is automatically generated in the Donations queue.

Through the Mail

1. Give the check with envelope to Mary Kate or Richard
2. Create an RT ticket in the Donations queue. Include:
   • Name, address, any other contact info, the amount of money they gave us, and any other pertinent info
   • Indicate that they were NOT given a receipt

Making the Thank You Note

Look at the Donations RT queue. Floppy disk thank you cards are in the "mailing" folder underneath the register at the donation station. The Special Thank you Receipts are located at /usr/local/outreach/donations on ryukin. You'll need to edit the receipt where indicated to make it accurate.

When you're done making the thank you, resolve the RT ticket, noting the date. (If there's spam in the queue, move it to the Spam RT queue.)

Online Donations

All online donations get a thank you email, unless an address was given, and the amount is more than $100. Include a receipt in snail mail thank you letters.

Donor Already Has a Receipt

Send a thank you floppy.

Donor Doesn't Have Receipt

Send a Special Thank you Receipt. Pick the correct one: either "money only" or "money and hardware".