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Mail openign procudre

  • 1.  Mail openign procudre

    Posted 11-18-2019 12:58 PM
    Good afternoon!  I am looking for some examples from other organizations regarding their mail opening procedures. I am particularly interested to know what checks and balances are in place to ensure all gifts received by Advancement by mail are actually deposited and in a timely manner. I would love to see some samples. 
    Thank you,

    Marta Kostrzewa
    Budget and Operations Manager
    Pratt Institute

  • 2.  RE: Mail openign procudre

    Posted 11-18-2019 01:15 PM
    The process can be reasonably straightforward.  Although I do come across organizations that do their best to make it complicated :-).

    It begins with dual control.  One person opens the mail and sorts the gift material from the regular correspondence.  The gift activity is paperclipped together along with an adding machine tape that reflects the total dollars and item count for all gifts.  You can, at this point, run two tapes - one for credit cards and one for checks.

    Person number 2 collects the gifts and gathers whatever other information is needed to enter the gifts.  Often, this person will not enter the gifts.  Instead, they prepare them for entry.  If for some reason, there is an issue with a transaction (missing credit card number or signature on the check), those transactions are pulled, and a new add tape prepared.  Some sort of note is added explaining what became of the missing check/credit card.

    Then, the completed batches are entered with the batch total compared to the add tape to ensure nothing was overlooked.

    Meanwhile, the transactions that were pulled from the original batches are added together and passed on to whoever handles exceptions.

    This is an overly simplified version of what goes on.  But as long as you retain dual control and batch integrity along the way, you should be in good shape.


    John H. Taylor
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987

  • 3.  RE: Mail openign procudre

    Posted 11-18-2019 01:20 PM

    Deposit first. Process second. When processing doesn't match bank, there is a problem. Voila! Control.




    Aaron Forrest CPA

    Senior Director Gift and Donor Services

    University of Rochester Office of Advancement

    Larry and Cindy Bloch Alumni and Advancement Center

    300 East River Road

    Rochester NY 14627

    Office 585.275.2799 / Fax 585-273-4558



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