Handling flowchart Page 1 of 8 Day 1
Cash gifts Received in CR via mail or online via Yes > $10K? No Non-Cash Gifts Planned gift, stock, or property gifts are received either in CR or the business office. ACT transactions Processed once a month (usually the first working Monday)
Booking Statement completed by Information Resources or Donor Relations
Prepare Day File Jen readys gifts for input into Banner Day file and gift documents
Non-cash gift documents To business Office (BO) for valuation
Payroll deductions (processed once a month)
Pink Slip For Stock gifts, the Treasurer's Office may generate a Pink Slip notifying CR of the reciept
ACT_ A(U) Run Oracle process to gather names of ACT transaction candidates
AGPALMP Run Oracle process to create gift records in Banner
Banner Gift Entry
Pre-Stock Letter To donor, signed by Hugh
Cashiering Report Run Oracle Report
Cashiering Report Run Oracle Report
Reconcile Sheri reconciles Cashiering report w/checks
FTP file File to Wells-Fargo with names and accounts to be charged
Cashiering report , deposit slips to Business Office
Copies of daily cashiering report , for AF and specific
Cashiering report , ACT_U process report to Business Office
Day1
Handling flowchart Page 2 of 8 within 24 hrs
Business Office finalizes cash session BO sends an email
Time varies depending on Business Office activity
Half-slip Valuation (for each non-cash gift) Details of donor, gift type, purpose and amount of gift w/attached
Business Office finalizes session when WellsFargo completes
Banner Gift Entry Cashiering Report Run Oracle Report
Reconcile Sheri reconciles Cashiering report
Cashiering report, and supporting documents to
Copies of daily cashiering report , for AF and specific
within 24 hrs
Business Office finalizes noncash session.
(Payroll transactions)
Handling flowchart Page 3 of 8 Abatch of acknowledgements may include several gift sessions and is initiated only when enough gifts have been processed to warrant the time required for the full process. 20 minutes
agpackn Run Banner process tagging gifts to be acknowledged
Sheri runs these processes one after the other. Only once this process has been completed, can she move on to the FileMaker portion of the process.
Population selection Run Banner process to gather IDs of people associated with gifts tagged in previous step Salutation Run Reed-created process to link spouses and gather proper salutations gift_ackn Run Reed-created program linking data gather in previous steps for import into a FileMaker database.
15 minutes- 1 hour (depending on number and type of records)
Sheri fetches the gift_ackn file from the Oracle server onto her desktop and imports to FileMaker. Filemaker Scripts Sheri runs predefined scripts and makes manual changes to manipulate data to match desired contents and configuration.
ACTs and Payroll Deductions are acknowledged biannually in January and July
Population selection Run Banner process to gather IDs of ACT/Payroll donors
up to 6 hours uninterrupted time, depending on proportion of letters vs receipts in set. (goal is to complete in 1 day, since time is never uninterrupted)
Generate Receipts to Matching Gift companies
Generate Receipts
Generate Letters Run few scripts . Create new templates for unique situations.
Generate Letters compile with gift backup.
Print Receipts and envelopes Shari review. Prepare gift backup for filing.
Print Letters and Envelopes (dated to allow review time) Compile with backup documents.
2 or more days
Receipts/ letters
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Receipts/ letters above $1000to Johanna for Review Year Letters signed by Dorothy
Filing (Student)
Receipts below $250
Copies for reciepts over $250
Receipts Above $250 to student for
Yes
OK?
No Regenerate problem documents
FY Letters to be signed by Hugh are given to Robin F.
Receipt backup Receipts $500-$1000 To Hugh for review/ notes
In Memory/In Honor backup to Tammi for
Class Note info FY Letters to be signed by Colin are given to Kathy R.
All other receipt materials
2 or more days This process can take several days depending on travel schedule of CD. Sometimes Kathy will sign letters in his absence.
Letters to be signed by Colin are given to Kathy R.
No OK?
Yes
Same day as return, if timing allows
Copies Copies
Reciepts to donors
Copy and mail Letters returned to Sheri
Letters to donors
Handling flowchart Page 5 of 8
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_ A(U) acle process er names of ansaction didates
ocess to create s in Banner
ng Report e Report
Fargo with accounts to be
Handling flowchart Page 6 of 8
inalizes
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on selection ner process to er IDs of yroll donors
Generate Letters ompile with gift backup.
Handling flowchart Page 8 of 8
Year-end Letters signed by Dorothy
