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.
- If someone donates money through the mail
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@freegeek.org. This will create an RT ticket in the Donations queue. Include:
- Link to donation from the database or donation number
- Indicate that they were given a receipt
Online Donations
The RT ticket is automatically generated in the Donations queue.
Through the Mail
- Give the receipt to Richard
- Send an email to donations@freegeek.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 pertanent 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 Shawn and Liane's office, and the Unsolicited Money Receipt is located at /usr/local/groups/outreach/unsolicitedmoneyreceipt.odt on azdos. 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
If the donation was less than $100, send a thank you email. If the donation was $100 or over, send a thank you floppy.
Donor Already Has a Receipt
Send a thank you floppy.
Donor Doesn't Have Receipt
Send an Unsolicited Money Receipt.