Hi, Suzie –
To work with items such as these, we:
1. Execute up a process by which the card-processing department makes us aware of the gift, plus all of the relevant details we would need to submit the gift.
2. Book the gift into our database, but code it such that it does NOT feed to the General Ledger (because routing the checks to the appropriate gift fund will have taken place before Advancement is aware of the gifts).
3. Provide details about the Non-GL gift batch to our General Accounting department so they are aware of the entries on our side (even if we are not feeding these entries to the GL).
4. Receipt and acknowledge the gifts the same as we would with all others.
I'll note that this process only really works if everyone is on the same page ahead of time (i.e. if there's general agreement about when it's appropriate for a department outside of Advancement to process these transactions). We have a separate process by which the Bursar/Cash Management makes us aware of gifts that someone wants to deposit through them to a gift account without first touching base with Advancement.
If you'd like to chat, please feel free to reach out to me directly. Have a great day!
Michael Halverson, Ed.D. Senior Director of Advancement Services Loyola University Chicago T. 312-915-7283 | C. 320-363-4987 firstname.lastname@example.org | www.luc.edu/advancement