Where are you recording sponsorship or collection info to help with gift Aid claims

Kath McBrien

Hi all

We are using packages to record whether the gift is a donation, sponsorship, registration or collection to help us when we make the (UK) gift aid claim. However, I'm not sure packages was designed for this use. What are other people doing? should I have two appeal codes one for the event registration and another for the sponsorship? Currently our structure looks like this

Campaign - Events

Appeal - Big Fun Walk

Fund - Unrestricted

Packages - Registration or Sponsorship

Would be nice to hear how others are getting around this

Thanks

Kath

Veronica Copeland

@Kath McBrien We set up various “Gift Subtypes” - General Donation, Bequest, Sponsorship, Registrations etc.

Kath McBrien

@Veronica Copeland Thanks that sounds like a solution cheers!

Ryan Hyde

@Kath McBrien I actually think packages is the right place to save this kind of information. Gift Subtype is meant to indicate the financial source of the gift (so BBMS, lockbox, remote capture, etc.). You can discover this by going into a fund record, go to the GL distribution tab, and notcing how you can add GL codes for gift types and subtypes.

Now, the problem you get from using package as your tag for these kinds of things is that it becomes difficult to query on them because they're all hidden inside of appeals. Of course, if you carefully name these things exactly the same from appeal to appeal, you're fine, but sometimes that doesn't work.

So what I prefer to do is set up package categories for each of these types of things. That way, if you want to query on all records that have sponsored an event in the last 5 years, you can add package category to your inclusion field instead of hoping that you've named everything the same all the time.

That said, if you don't integrate with Financial Edge and/or you never intend on using gift subtype the way it was intended to be used, then you can absolutely use it this way.

Christine Cooke 2

@Kath McBrien Even though it all goes into the same account on the business/finance office side, I set up Funds for the different buckets so they can be tracked and reported on year over year. So the Fund would be ev.GalaSponsor or ev.GalaTicket or ev.GolfFoursome or ev.GolfAuction. The Campaign is Events. But the Funds are all broken out so that they can be reported as a lump together or separate for different uses. It's worked for me.