Special Events Fundraisers best practices for Foundation vs University

Sarah Villalon

My foundation accepts and receipts all gifts on behalf of the local university. In regards to special event fundraisers held by various university departments/groups, can anyone share their best practices to get complete and accurate event reporting (Revenues, Expenses, QPQ, etc.) from the departments? Do you use RE modules to assist in this?







 

Gwen Williams

This is something I'm working on here as well.  My thought is that it should be part of the policy to require everyone to utilize the Events module to track expenses and income for each event.  Once that is done, it is very easy to pull reports on this data.  The key is getting everyone on the same page and it may require some training for each group to ensure they have the tools they need to comply.

Sarah Villalon

Thanks for the input, Gwen.



I'm assuming this isn't a policy, yet, for your instituion? We are constently battling with the University departments and it takes soo much to get what we want from them that we are picking and choosing our battles carefully and fixing it all on the backend.



Because there are many ways donors can donate to events (i.e. directly to the foundation, at the time of the event, department transfers, etc.) there may be times where departments don't have a "complete and accurate" picture because they may not be aware of donations made directly (or interdepartmental transfers) to the foundation on-behalf of the university for their event when filling out their post special event revenue and income form required to be submitted to the foundation. I think my issue here is that proceeds are being accepted by two different places (University vs Foundation), but then at the end of the day we have to pool all that information together to get a summary -- perhaps we need to just keep all the money in "one pot" and then distribute at the end?