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Flow Chart : Advancement Services

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by

Leah Condon

on 10 February 2014

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Transcript of Flow Chart : Advancement Services

Flow Chart: Gift Administration
Gift Entry
When the money is received, it is keyed into Viking ensuring the correct FOPAL is linked
- If a pledge is identified, it will be keyed into Viking as well
- To add a pledge to Viking, a pledge form is required, this will ensure the correct payment schedule
-When a gift is received
without
GATOR, the $ is keyed and placed into the holding account until the FOPAL is established
Q1: Securities/shares are not clear from an Ad. Serv. perspective. What should the D.O's communicate with Ad. Serv. regarding this?
Process/ Receipt
Gift Administrator will process the gift and then issue a tax receipt for the donor/report recipient
FOAPAL Request
- The administering dept. is responsible to request the set up of a new FOAPAL
- Once the FOAPAL has been set up by the administering dept., they will notify Gift Administrator & Endowment Officer
- In order to establish a FOPAL, the GATOR must be approved and signed
Q1: How does the administering dept. know when to request a FOAPAL?
Q2: Should we have a cover letter for the administering dept. to outline their responsibilities regarding the fund/FOPAL?

Money Received
- ASR form is used to accompany money/donation
-The $ is placed into the holding account with a temporary name while waiting for the FOPAL to be set up.
NOTE
: not allowed to hold $ in the holding account for a long period of time
Create fund ID
- The Gift Administrator will read the GATOR and identify what type of gift; endowed/non-endowed
- Upload the documents to the fund ID
- Add donor/report recipient info
-Once the FOPAL has been created and communicated by the administering dept, ensure that the correct FOPAL is linked to the fund ID
NOTE: if a FOPAL has not been set up, a fund ID will still be created and the holding account will be linked to the fund ID.
Q1: Where can we capture the donor's intent in Viking?
Q2: Is Development communicating enough with Advancement Services?
Received GATOR
Current procedure: The Gift Administrator & Endowment Officer will receive an e-mail from the Senior Secretary with attached PDF version of a new/signed GATOR. This e-mail often includes multiple new approved GATORs.


Money received with GATOR
Money received without GATOR
Transfer/Calculate
- Once the Endowment Officer receives a notification(e-mail) from the administering dept. when the FOPAL has been set up, this will trigger the transfer of $ from the holding account to the new FOPAL
- Check the holding account for funds that may have been received
- Compare with Viking to confirm amount
- Calculate the allowable payout for each fund
- Prepare journal voucher to transfer funds
Advise/Invest
- Notify each administering dept. of the allowable payout for a fund ( endowed)
- Send out an e-mail to administering dept.'s to invest the money
Q1: There is often a problem relying on other administering dept.'s to invest the money. How can we ensure that they are following the correct procedures?
Review/Reconcile
- Monthly review/reconciliation of funds; ensure adherence to SIPO
- Ensure that deposits are recorded correctly
- After fiscal year, calculate payout for next year
- Prepare endowment reports
NOTE: the TOR is manually typed into the endowment report
- Ensure that the funds are invested as per the donors intent
Q1: The donor's intent is not always indicated/clear. Ex: if the donor passes away, how can we continue to administer/payout the fund to meet the donors wishes?
Action Item
Draft a cover letter for administering departments. The cover letter will function as a guideline for the administering departments; it will clearly define the responsibilities for administration and reporting purposes.

Review the GA template to ensure all criteria is included.
Ensure donor/report recipient contact information is correctly communicated. In order to provide accurate and quality reports to the donor, they should be correctly identified in Viking. The donor's contact information can be confirmed in the initial stages and passed along to Advancement Services and Stewardship Manager.
Indicate donor's intent regarding the payout(endowed funds) at this stage. This is a key component for supporting good stewardship. By thinking and acting ahead, we are able to fulfill the donor's wishes efficiently. Currently,the donor's intent for payout is not clearly stated which is causing problems when payout is required. The payout( in detail)could be added in a clause in the GA and/or be added to Viking on the fund ID screen. This information will be accessible and available for all departments therefore reducing time spent on problem solving and incorrect payouts. Also, if it is a annually funded account, a pledge schedule will be set up well in advance.
Recommendation
Recommendation
Action Item
Discuss the criteria of communication from the D.O to Ad.Serv : Clearly outline
WHO, WHAT, WHEN, HOW
are the D.O's communicating with,
when
are they communicating with,
what
info is being communicated and
how
are they communicating?

Discuss the criteria of communication from Ad. Serv. to the D.O's:
WHO, WHAT, WHEN, HOW
Recommendation
The Endowment Officer should have the authority to request investment for endowed and term accounts. There is often a problem with relying on other departments to invest funds.
Outcome
Communicating effectively between Development and Advancement Services, the GATOR process will seamless and consistent. Productivity will be increased; details and information are clearly provided ahead of time therefore reducing confusion and misinterpretation. It minimizes time spent on misunderstandings and problem solving. It enables the prioritization of tasks and overall quality of work. With better communication internally from the beginning stages of the GATOR process , the donor's wishes will be fulfilled more efficiently.
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