Difference between revisions of "Processing Monetary Donations"
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* If a donor gives us hardware plus money, if the donation, minus monitor fees, is $100 or over | * 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 a donor simply comes in the front door and gives us $100 or more without hardware | ||
| − | * If someone donates money online through Paypal, etc. | + | * If someone donates money online through Paypal, etc. of $100 or more minus fees (if any) |
| − | * If someone donates money through the mail | + | * If someone donates money through the mail of $100 or more minus fees (if any) |
==What to do When the Donation Comes In== | ==What to do When the Donation Comes In== | ||
===At the Front Desk=== | ===At the Front Desk=== | ||
# Process the donation as normal, handing the donor his/her tax receipt | # Process the donation as normal, handing the donor his/her tax receipt | ||
| − | # Send an email to donations | + | # Send an email to (donations at freegeek dot org) and Include: |
#* Link to donation from the database or donation number | #* Link to donation from the database or donation number | ||
#* Name of donor | #* Name of donor | ||
| Line 19: | Line 19: | ||
#* Indicate that they were given a receipt | #* Indicate that they were given a receipt | ||
| − | * | + | * '''Do not take credit card payments over the phone. Direct the donor toward Paypal.''' |
===Online Donations=== | ===Online Donations=== | ||
| Line 25: | Line 25: | ||
===Through the Mail=== | ===Through the Mail=== | ||
| − | # Give the check with envelope to Richard | + | # Give the check with envelope to Mary Kate or Richard |
| − | # Send an email to donations | + | # Send an email to (donations at freegeek dot org). This will 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 | + | #* 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 | #* Indicate that they were NOT given a receipt | ||
==Making the Thank You Note== | ==Making the Thank You Note== | ||
| − | Look at the Donations RT queue. Floppy disk thank you cards are in | + | Look at the Donations RT queue. Floppy disk thank you cards are in MK and Liane's office, and the Special Thank you Receipts are located at /usr/local/outreach/donations on [[Free Geek's internal application server|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. | When you're done making the thank you, resolve the RT ticket, noting the date. | ||
| Line 38: | Line 38: | ||
===Online Donations=== | ===Online Donations=== | ||
All online donations get a thank you email, unless an address was given, and the amount is more than $100. | All online donations get a thank you email, unless an address was given, and the amount is more than $100. | ||
| − | Include a receipt in | + | Include a receipt in snail mail thank you letters. |
===Donor Already Has a Receipt=== | ===Donor Already Has a Receipt=== | ||
| Line 44: | Line 44: | ||
===Donor Doesn't Have Receipt=== | ===Donor Doesn't Have Receipt=== | ||
| − | Send a Special | + | Send a Special Thank you Receipt. Pick the correct one: either "money only" or "money and hardware". |
[[Category:Outreach]] | [[Category:Outreach]] | ||
Revision as of 13:27, 17 July 2008
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
- Process the donation as normal, handing the donor his/her tax receipt
- Send an email to (donations at freegeek dot org) and Include:
- 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.
Online Donations
The RT ticket is automatically generated in the Donations queue.
Through the Mail
- Give the check with envelope to Mary Kate or Richard
- Send an email to (donations at freegeek dot org). This will 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 MK and Liane's office, and 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".