Data Entry/Posting Permissions

Kevin Fitzpatrick · October 2015

Hello,

I'm curious what privileges other organizations allow for their data entry protocols. In other words, when a gift arrives in the mail, who may enter it? Can the Vice President of Development/Chief Development Officer? The finance department? Only data entry personnel?

I'm trying to establish clearly defined procedures, and a survey of the landscape would be extremely helpful. Thanks!

JoAnn Strommen · October 2015

Just by all the options you suggested, I can tell you're a much larger org. For us, all gifts are entered by data entry person (me). While our CFO could figure it out, it would be a new thing for our CEO and DOD. I would stick with a few people as possible for consistent gift/data entry. This also helps to insure proper gift acknowledgement - no one should be overlooked. There are things that can be confusing in entering gifts and for someone only entering a few gifts from time to time there could be things overlooked (changes in address, applying to correct pledge, etc). The process we use was approved by our auditors somewhere along the line for separation of duties also.

Kevin Fitzpatrick · October 2015

Thanks for your reply. That all certainly makes sense for a smaller organization. I'd be curious what mid-to-larger organizations have for their policies though, since it's simply not practical to have only one or two people posting, particularly when the volume of gifts is substantial. To put it another way, is there anyone in the development department who isn't allowed to enter gifts?

Christine Cooke 2 · October 2015

In addition to what JoAnn said, I would question just any person entering A Gift ( as in singular, just because they happen to have it in their possesion) because it will most likely not be entered through Batch. Batch I have found is a key to reconcilation with Finance. Would seem especially significant for a large org.

John Heizer · October 2015

You should definitely check with your auditors on this one. Separation of duties can be important.

The VP has better things to do with their time. Finance folks probably won't know the intracies of all the related information in RE (linking to proposals, which Acknowledgement letter to select, etc.). Working out the flow can be a big task (it has taken me more than 4 years to get it all worked out here ... mostly due to some very high turnover in Finance).

Sheila Tilotta · October 2015

Only assigned data entry staff (an RE group we created) can post gifts. This is limited to select individuals who have been trained not only in gift processing but also in Canada Revenue requirements to ensure all gifts are processed compliant with legislation. The data entry staff are comprised of two regular gift processors and one gift-in-kind processor (specialized knowledge). The Manager of the department has the capability to enter gifts, however; for segregation purposes does not actually enter any gifts. This is an ability that would only be used if required during an exceptional circumstance.

Rachel Slager 2 · December 2015

With a larger staff, separation of duties is even more important. In my current office we have one dedicated person for online gifts, one for mailed gifts, another person who reviews both of these batch entries for errors and missed updates. All three are trained to be backups for each other. The head of the department, a fourth person, is trained as backup as well, and comes in at the end of the year to process online transactions and date stamp mailed payments when the rest of the department is on vacation. It's important not only that the duties are divided for workload and accuracy, for training when policy changes, it's also important that any staff know clearly who they should ask regarding questions about a gift.

Who doesn't enter gifts? Me, database manager, and anyone not in the data records office, in other words, not solicitors, not VPs, not student workers. In smaller operations I did gift entry and backup, but I made the case against it in this job. In addition to other duties of reporting and managing data, I would have to keep up to date on any changes to how we handle financials. Instead, I come in to provide guidance for establishing process, I do basic gift batch and NetCommunity training for new staff. Since I'm the go-to for questions regarding anything in RE, it's nice to tell them that all gift questions are for another person.

Jenny Kleintop · January 2016

You definitely want to limit and control data entry, especially gift entry, using Security to restrict access. And fully train entry staff. AASP (Association of Advancement Professionals) has lots of info in their best practices area to help guide you.

Data Entry/Posting Permissions

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