AIS Business Process 006 �Memo Credit by xzibit

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AIS Business Process 006 –Memo Credit

Author: Deborah Jordan

Original Content Date: December 29, 2006

AIS Business Process 006 –Memo Credit

James Madison University

Approvals:
Written and Reviewed By: Date: Author: University Advancement, AIS

Date: Deborah Jordan Quality Assurance, AIS
SIGNATURE BY THE PRIMARY MANAGEMENT RESPONSIBLE, FOR SYSTEM QUALITY ISSUES AND VALIDATION, INDICATES AGREEMENT AND COMMITMENT TO QUALITY ELEMENTS WHICH AFFECT THE DEVELOPMENT AND MAINTENANCE OF THE SYSTEM AS GUIDED BY APPROVED METHODOLOGIES AND ESTABLISHED TECHNICAL STANDARDS GUIDELINES AND PROCEDURES.

Approved By: Date: Name: University Advancement, AIS
SIGNATURE BY THE PRIMARY MANAGEMENT RESPONSIBLE, FOR ALL COMPUTER SYSTEM ENGINEERING ACTIVITIES, INDICATES AGREEMENT AND COMMITMENT TO QUALITY ACTIONS WHICH ASSURE: THE CORRECTNESS, ACCURACY, RELIABILITY, AND ROBUSTNESS OF THE SYSTEM; FORMAL METHODOLOGIES AND WRITTEN TECHNICAL STANDARDS, GUIDELINES & PROCEDURES FOR DEVELOPMENT AND MAINTENANCE OF THE SYSTEM ARE ESTABLISHED; DOCUMENTATION FOR THE DEVELOPMENT, TESTING, AND MAINTENANCE OF THE SYSTEM.

Date: Name: University Advancement/ Business Representative
SIGNATURE BY THE PRIMARY MANAGEMENT RESPONSIBLE, FOR OPERATIONS USING SYSTEM, INDICATES AGREEMENT AND COMMITMENT TO QUALITY ELEMENTS WHICH AFFECT THE CORRECTNESS AND ACCURACY OF THE BUSINESS AREA REQUIREMENTS OF THE SYSTEM AS IT RELATES TO THE TOTAL OPERATING ENVIRONMENT.

Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc

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AIS Business Process 006 –Memo Credit

James Madison University

Table of Contents
AIS Business Process 006 –Memo Credit .................................................................................................. 1 Approvals: ................................................................................................................................................... 2 Publication Record .................................................................................................................................. 4 Acronyms/Terms..................................................................................................................................... 4 1. Purpose................................................................................................................................................ 5 2. Scope ................................................................................................................................................... 5 3. Business Process – Hard/Soft/Split Credit .......................................................................................... 6 3.1 Donors = Two Alumni .................................................................................................................... 10 3.2 Donors = One Alumni, one Non-Alumni ....................................................................................... 10 3.3 Donor = 2 Non-Alumni................................................................................................................... 10 3.3.1 Donors are Parents giving for a Student .................................................................................. 10 3.3.2 Donors are Parents giving together .......................................................................................... 10 3.3.3 Donors are Two JMU Employees ............................................................................................ 11 3.3.4 Donor is a non-ID‟d individual ................................................................................................ 11 3.4 Donor = Corporation ....................................................................................................................... 11 3.4.1 Gift is a matching gift check from corporation ........................................................................ 11 3.4.2 Gift is a matching gift check from a company foundation ...................................................... 11 3.4.3 Gift is a check from a Donor Advised Fund ............................................................................ 11 3.4.4 Gift is a check from a Donor Directed Fund............................................................................ 12 3.4.5 Gift is a check from an individual or family owned Business or Partnership ......................... 13 3.4.6 Gift is a check from a large, publicly traded Corporation ....................................................... 13 3.5 Donor = Credit Card Gifts .............................................................................................................. 13 3.5.1 Personal Credit Cards .............................................................................................................. 13 3.5.2 Business Credit Cards .............................................................................................................. 13

Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc

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AIS Business Process 006 –Memo Credit

James Madison University

Publication Record
Business Version
0.0 0.1

Date
29-Dec-2006 27-Mar-2007

Primary Author
Deborah Jordan Deborah Jordan

Description
Initial draft for review Added sections 3.3.4, 3.5.1 and 3.5.2

Acronyms/Terms
Term/Acronym
AF AGR AIS AVP BOV CAE Campaigns CASE Constituent DC DO Donor-advised fund

Definition
Annual Fund Campaign Advancement Gifts and Records Advancement Information Systems Associate Vice President Board of Visitors Council for Aid to Education Annual Fund (AF), Duke Club (DC), Madison Century (MC) Council for Advancement and Support of Education Donor or potential donor (alumni, parent, friend, corporation or foundation). Duke Club Campaign Development Officer The donor sends an asset to a tax-exempt organization as a gift to that entity. The donor then contacts the fund and advises it to make a gift to a qualified organization. The Fund is legal donor. The donor sends an asset to a financial institution for investment, then directs that institution to issue a check in the name of the qualified nonprofit. The Individual is the legal donor. Higher Education Publication (guidelines for expected match) Information Technology Madison Century Campaign Ruffalo Cody (system used to record data for university phone-a-thon call center) University Advancement System used for recording gifts and credit Voluntary Support of Education

Donor-directed fund

HEP IT MC RC UA Viking VSE

Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc

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AIS Business Process 006 –Memo Credit

James Madison University

1.

Purpose

This document is to map, visually and in text, the business process for assigning hard, soft or split credit in the AIS system for gifts received from donors to the JMU Foundation.

2.

Scope

The scope of this document encompasses the business process for assigning credit for a gift in the AIS system to give the proper credit and thank you to the constituent(s).

Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc

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AIS Business Process 006 –Memo Credit

James Madison University

3.

Business Process – Hard/Soft/Split Credit

Memo Credit 006 - Hard/Soft/Split Credit
Section 3.1 -Donors = Two Alumni

100% of the hard credit is applied in the system to the male, and 100% soft credit is given to the female (unless otherwise requested by the donors).

Exception

If check is written on single (non-joint) account & donor is not the individual with a system ID, new donor ID record must be created to give the=at donor 100% hard credit. Research the relationship; link individuals if possible.

Section 3.2 Donor = One Alumni and One Non-Alumni

Non-Alum is a JMU employee & gift is related to Employee Campaign

100% of the hard credit goes to the employee

Non-Alum is a JMU employee, but there is no employee campaign documentation

100% of the hard credit goes to the alumni

Non-Alum is not a JMU employee

Exception

If check is written on single (non-joint) account & donor is not the individual with a system ID, new donor ID record must be created to give the=at donor 100% hard credit. Research the relationship; link individuals if possible.

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AIS Business Process 006 –Memo Credit

James Madison University

Memo Credit 006 - Hard/Soft/Split Credit

In Behalf of student
3.3.1 Parents giving for a Student

100% of the hard credit goes to the parents, student gets soft credit

In Honor of student In Memory of student 100% of the hard credit goes to the parents, student gets no credit

100% hard credit to ID of the record, but Thank You should be generated to both One System ID

Section 3.3Donor = Two Non-Alumni

3.3.2 Parents giving together

Two Systems IDs Exception

100% hard credit to the male, soft credit to female, and Thank You should be addressed to both If check is written on single (non-joint) account & donor is not the parent with system ID, new ID record must be created to give that donor 100% hard credit. Research the family; link the parents if possible.

100% hard credit to the signer of form, soft credit to spouse/significant other Payroll Deductions
3.3.3 Two JMU Employees

2 Payroll Deductions Outright Gifts

100% hard credit and soft credit to both

Research prior giving history or contact employee for directions

3.3.4 Exception

If check is written on single (non-joint) account & donor is not the individual with system ID, new ID record must be created to give that donor 100% hard credit. Research the relationship; link individuals if possible.

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AIS Business Process 006 –Memo Credit
Memo Credit 006 – Hard/Soft/Split Credit

James Madison University

Gift is a matching gift check from corporation

100% Hard credit to corporation. 100% Soft credit to individual donor.

Gift is a matching gift check from company foundation.

100% Hard credit to foundation. 100% Soft credit to corporation. 100% Soft credit to individual donor.

Section 3.4Donor = Corporation

Gift is a check from a Donor Advised Fund

100% Hard credit to fund. 100% Soft credit to Fund Advisee(s).

1. Create a gift card for the Fund and Enter the gift using the Fund (third party) ID number.

2. Create a memo credit for the donor

Gift is a check from a Donor Directed Fund

100% Hard credit to individual donor.

1. Create a gift card for the Fund and Enter the gift using the donor ID number.

2. Create a memo credit for the Fund

3. Put ID number of donor‟s company in Match 1 and the amount expected.

4. If required create memo credit for spouse

Gift is from an individual / family owned Business Partnership.

100% Hard credit to company. 100% Soft credit to individual.

8. Post. (See section 6.0)

7. Go to pledge payment screen and change Gift Type to “GM”.

6. In comments enter Match pledge from „corporation‟s name‟ for „donor‟s name‟ through „name of third party‟. Click ADD.

5. Create a pledge for the company. Enter donor‟s name in Match 1 along with amount

Gift is a check from a large publicly traded Corporation.

100% Hard credit is given to that corporation.

9. After posting the Match can be entered. Create a gift card for the third party. Create a batch. Enter as any matching gift but use corresponding created for matching gift company.

10. Enter the ID of the donor in Match 1 and the amount. Click ADD.

11. Submit for posting. (See section 6.0)

End Process

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AIS Business Process 006 –Memo Credit

James Madison University

Memo Credit 006 – Hard/Soft/Split Credit

Section 3.5Donor = Credit Card Gifts

3.5.1 Personal Gift Cards

Hard credit goes to the person whose name is on the card.

Create a new ID for the name on the card if there is no system ID for that individual.

Even if the initial pledge came from someone other than the name on the card, hard credit goes to the individual whose name is on the card.

Link relationships and add memo credit as required if a new ID is created

3.5.2 Business Credit Cards

No memo credit will be created for the signer of a business credit card gift unless they are the principle of the company

The company owner should be listed on Viking and they are the individual who should receive the memo credit in most cases

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AIS Business Process 006 –Memo Credit

James Madison University

3.1 Donors = Two Alumni
   In the case of two alumni donors, 100% hard credit for the donation would be applied in the system to the male and 100% soft (memo) credit would be given to the female. NOTE: If the alumni request separate allocations for the donation, the hard credit would be equally split between the two. EXCEPTION: If a check is written on a single (non-joint) account AND that donor is not the individual with a system ID, a new donor ID record must be created in the system to give that donor 100% hard credit. Research the relationships; link individuals if possible.

3.2 Donors = One Alumni, one Non-Alumni
    If Non alum is a JMU employee AND the attached documentation for the gift is related to an Employee Campaign (payroll deduction or employee mailing) then hard credit would go 100% to the employee (Alumni would get 100% soft credit) If there is no employee documentation – 100% hard credit goes to the alumni. If the non-alum is not a JMU employee – 100% hard credit goes to the alumni. EXCEPTION: If a check is written on a single (non-joint) account AND that donor is not the individual with a system ID, a new donor ID record must be created in the system to give that donor 100% hard credit. Research the relationships; link individuals if possible.

3.3 Donor = 2 Non-Alumni
3.3.1 Donors are Parents giving for a Student  In Behalf: If a donation is on behalf of a student, 100% hard credit goes to the parent; the student would get soft credit (NOTE: In the Madison Class Challenge, the student gets NO credit if a parent gives in their behalf).  In Honor: If the donation is in honor of a student, 100% hard credit goes to the parent; no credit is given to the student.  In Memory: If the donation is in memory of a student, 100% hard credit goes to the parent; no credit is given to the student. 3.3.2 Donors are Parents giving together  One system ID – Check written on joint account - 100% hard credit on the ID of record, but Thank You note should be generated to both parents (Mr. and Mrs.).  Two system IDs – Check written on joint account - 100% hard credit to the male; soft credit to the female. Thank you note should be addressed to both parents (Mr. and Mrs).
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AIS Business Process 006 –Memo Credit 

James Madison University

EXCEPTION: If a check is written on a single (non-joint) account AND that donor is not the parent with a system ID, a new donor ID record must be created in the system to give that donor 100% hard credit. Research the family; link the parents if possible.

3.3.3 Donors are Two JMU Employees  In the case of payroll deductions - 100% hard credit is given to the donor who signed the payroll deduction form, 100% soft credit is given to the spouse.  If there are two payroll deduction forms for a system linked pair – each would get 100% hard credit for their own donation and 100% soft credit for their spouse/significant other‟s donation.  In the case of an outright gift (non-payroll deduction gift) from two employees – research prior giving history or contact employee for directions. 3.3.4 Donor is a non-ID’d individual  EXCEPTION: If a check is written on a single (non-joint) account AND that donor is not the individual with a system ID, a new donor ID record must be created in the system to give that donor 100% hard credit. Research the relationships; link individuals if possible.

3.4 Donor = Corporation
3.4.1 Gift is a matching gift check from corporation If the donation is from a matching gift company, 100% hard credit goes to the corporation, soft credit to the individual donor. 3.4.2 Gift is a matching gift check from a company foundation If the donation is from a matching gift foundation for a company, 100% hard credit goes to the foundation, 100% soft credit goes to the corporation, 100% soft credit to the individual donor. 3.4.3 Gift is a check from a Donor Advised Fund Examples include: Community Foundation, United Way, Global Impact and Fidelity Investments. If the gift is sent through a donor advised fund, 100% hard credit is given to the Fund, 100% soft credit is given to the Fund Advisee(s). A special thank you will be sent to the fund Advisee(s) thanking them for a gift made through the Fund. There would be no tax statement on the letter. A second thank you letter will be sent to the Fund managing the donation. 1. Create a gift card for the Fund (third party).
Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc Page 11 of 13 - Advancement Information ServicesModified 5/16/07

AIS Business Process 006 –Memo Credit

James Madison University

2. Enter the gift using the third party ID number. In the comments enter: „name of donor‟ donation through „company name‟. Click ADD. 3. Create a memo credit for the donor. Use the session/sequence for the previous entry for corresponding. 4. Put the ID number of the donor‟s company in Match 1 and the amount expected. In the comments enter: „name of donor‟ donation through „company name‟. Click ADD. 5. Create a memo credit for the spouse (if required) using steps 3 and 4 above. 6. Create a pledge for the matching gift company. Enter the donor‟s name in Match 1, along with the amount. 7. In comments enter: Match pledge from „company name‟ for „donor‟s name‟ through „name of third party‟. Click ADD. 8. Go to pledge payment screen and change Gift Type to “GM”. 9. Post. (See Business Process 001 - Gift Processing section 5.0 – Posting). 10. After posting the match can be entered. Create a gift card for third party. Create a batch. Enter as any matching gift but use the corresponding that was created for the matching gift company. 11. Enter the ID of the donor in Match 1 and the amount. Click ADD. 12. Submit for Posting. (See Business Process 001 - Gift Processing section 5.0 – Posting). 3.4.4 Gift is a check from a Donor Directed Fund NOTE: Gifts are rarely received from a donor-directed fund. If a gift is sent through a donor directed fund, 100% hard credit is given to the individual donor (the name on the check). 1. Create a gift card for the Fund (third party). 2. Enter the gift using the donor ID number. In the comments enter: „name of donor‟ donation through „company name‟. Click ADD. 3. Create a memo credit for the fund. Use the session/sequence for the previous entry for corresponding. 4. Put the ID number of the donor‟s company in Match 1 and the amount expected. In the comments enter: „name of donor‟ donation through „company name‟. Click ADD. 5. Create a memo credit for the spouse (if required) using steps 3 and 4 above. 6. Create a pledge for the matching gift company. Enter the donor‟s name in Match 1, along with the amount. 7. In comments enter: Match pledge from „company name‟ for „donor‟s name‟ through „name of third party‟. Click ADD. 8. Go to pledge payment screen and change Gift Type to “GM”. 9. Post. (See Business Process 001 - Gift Processing section 5.0 – Posting). 10. After posting the match can be entered. Create a gift card for third party. Create a batch. Enter as any matching gift but use the corresponding that was created for the matching gift company. 11. Enter the ID of the fund in Match 1 and the amount. Click ADD.
Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc Page 12 of 13 - Advancement Information ServicesModified 5/16/07

AIS Business Process 006 –Memo Credit

James Madison University

12. Submit for Posting. (See Business Process 001 - Gift Processing section 5.0 – Posting). 3.4.5 Gift is a check from an individual or family owned Business or Partnership Examples include: Mr. J‟s or Wilson & Bowers If a gift is sent by an individual through his/her company (company check) then 100% hard credit is given to the company; 100% soft credit is given to the individual who initiated the check. 3.4.6 Gift is a check from a large, publicly traded Corporation Example is: Merck & Co., Inc. If a gift is sent by a large corporation, 100% hard credit would be given to that corporation (or foundation). No soft credit would be applied to an individual unless otherwise requested or approved by AIS management.

3.5 Donor = Credit Card Gifts
3.5.1 Personal Credit Cards  Hard credit ALWAYS goes to the person whose name is on the card.  Create a new ID for the name on the card if there is no system ID for that individual.  Even if the initial pledge came from someone other than the name on the card, hard credit goes to the individual whose name is on the credit card. Link relationships and add memo credit as required if a new ID is created. 3.5.2 Business Credit Cards  No memo credit will be created for the signer of a business credit card gift unless they are the principle of the company.  The company owner should be listed on Viking and they are the individual who should receive the memo credit in most cases.

NOTE: ALL EXCEPTIONS TO THESE RULES REQUIRE AIS MANAGEMENT APPROVAL

Author: Deborah Jordan File: 18b794ca-418d-4170-83b391d6fa08528e.doc

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