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Segregation of Finance and Gift Processing duties

  • 1.  Segregation of Finance and Gift Processing duties

    Posted 05-04-2022 12:58 PM
    Hi All,

    I am looking to see if anyone has a segregation of duties policy between their finance and gift processing teams with specific focus on deposit handling, batching, opening the mail, etc. These 2 depts. are separate at our foundation and report to different areas but I am looking for some best practices to ensure we don't create any segregation of duties issues or internal controls issues with some suggested changes that have come up recently. I would love to know what others are doing from the time a deposit comes to the doors of the Foundation until it is entered into your CRM. Who handles what from each side to ensure all proper controls are in place?

    Thanks.

    Trish

    ------------------------------
    Trish Idarola
    University of New Mexico Foundation
    trish.idarola@unmfund.org
    ------------------------------


  • 2.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-04-2022 01:01 PM

    Hi Trish,

     

    I have a Gift Services team that is broken down into two branches: 1) Gift Processing – they handle everything from the mail, depositing, and entry into CRM.  2) Gift Compliance – they handle proofing, reconciling, system testing with IT, and liaising with our finance team at the hospital.

     

    Hope this helps.

     

    Alayna

     

    Alayna Brinkley she/her/hers
    Director, Gift Services
    w: 617.355.8868 |  Boston Children's Hospital Trust

    Boston Children's Hospital

    Where the world comes for answers.

     






  • 3.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-04-2022 01:05 PM
    I do not know if these will help you, but aasp published a Best Practice on the separation of responsibilities of these two units.

    Go to the aasp Best Practices library:


    Expand the list of BPs under Records Management.

    Then locate:
    • Understanding the Differences Between Advancement Counting and Finance Accounting
    John
    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987






  • 4.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-05-2022 10:35 AM

    Hi Trish....

     

    I sent you a workflow from our foundation. 

     

    Terry Callaghan

     

    Terry Callaghan, CIMP

    Associate Vice President,

    Information Technology, Analytics and

    Gift Processing

    Rutgers University Foundation &

    Office of Alumni Engagement

    O: 848-932-2001

    C: 908-930-7090

    Terry.Callaghan@RUF.Rutgers.edu

     



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  • 5.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-05-2022 03:42 PM
    Hi Trish,

    We have a Systems Narrative document that clearly outlines who picks up the mail and opens it (our Business Office colleagues), how it gets recorded, and how it is passed to our Development Office for input into our CRM, batching, and depositing. We review this doc every fall when the auditors come. I will send the doc to your email today. Happy to talk through it if you'd like.

    Vidya


    ------------------------------
    Vidya Kagan
    Director of Data Management and Research
    Menlo School
    vkagan@menloschool.org
    ------------------------------



  • 6.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-05-2022 04:04 PM

    I would appreciate if you could send that document to me as well. thank you very much

    Kathy

     






  • 7.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-06-2022 07:45 AM

    I would like a copy as well if possible. 

     

    Thank you

     

    Peggy

     

    Margaret (Peggy) McGraw

    Special Gifts Administrator

    The Colonial Williamsburg Foundation

     

    Phone:  (757) 565-8605

    Email:     mmcgraw@cwf.org

     

    Our Mission:  That the future may learn from the past.

     






  • 8.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-06-2022 07:49 AM

    I would as well. 

     

    Marie Spinale

    Sr. Gift Manager  - Rollins

    mspinale@rollins.edu

     

    Thank you






  • 9.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-06-2022 09:24 AM
    I would like to chime in and ask for a copy as well!  Thank you. 





  • 10.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-06-2022 08:48 AM
    Hi Vidya,

    I would like a copy of your document.

    Thanks,
    Therese Morris
    tmorris@sps.edu

    ------------------------------
    Therese Morris
    Advancement Data Manager
    St. Paul's School
    Concord, NH United States
    tmorris@sps.edu
    ------------------------------



  • 11.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-06-2022 09:17 AM
    Would you mind posting that here? I'd love to see it as well!

    ------------------------------
    Cameron Alzubi
    Director, Gift Administration
    Illinois Institute of Technology
    calzubi@iit.edu
    giftadmin@iit.edu
    ------------------------------



  • 12.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-06-2022 10:31 AM
    If you would send me a copy too - I am in the middle of drafting something for us and would love to see how it is being done successfully. Thank you!

    Margie

    ------------------------------
    Margie Hirose
    Gift Accounting Manager
    Washington State University Foundation
    margieh@wsu.edu
    ------------------------------



  • 13.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-09-2022 08:09 AM
    Good morning,
    I would like a copy as well.
    Diana Wilkins
    Director, Gift Services
    Creighton Univesrity
    dianawilkins@creighton.edu

    ------------------------------
    Diana Wilkins
    Director
    Creighton University
    dianawilkins@creighton.edu
    ------------------------------



  • 14.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-10-2022 11:36 AM
    Popular topic!   I would also love to see a copy!

    Thanks in advance,

    Matt

    ------------------------------
    Matt Weaver
    Senior Director, Gift Services
    University of California, Berkeley
    mdweaver@BERKELEY.EDU
    ------------------------------



  • 15.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-11-2022 07:26 AM
    Good morning! 

    I would love a copy too. Thanks for being willing to share!

    Gretchen

    ------------------------------
    Gretchen Armentrout
    Director Advancement Gift & Records
    James Madison University
    housergh@jmu.edu
    ------------------------------



  • 16.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-11-2022 08:17 AM
    I'd love to see a copy of this as well. Much appreciated!


    Thank you,
    Isaac Shalev
    Data Strategy Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now:







  • 17.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-12-2022 08:11 AM
    Hi, Vidya - I would love to see a copy of this, too!

    Thank you,
    Leslie



    ------------------------------
    Leslie Bardo
    Manager of Advancement Services and Operations
    Health First Foundation
    leslie.bardo@hf.org
    ------------------------------



  • 18.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-13-2022 05:43 PM
    Me too!

    ------------------------------
    Nancy Randazzo
    Director of Gift and Fund Administration
    University of Montana Foundation
    nancy.randazzo@supportum.org
    ------------------------------



  • 19.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-13-2022 08:52 AM
    I would like a copy as well if possible.

    Thank you very much

    Eric

    ------------------------------
    Eric Allard
    Executive director, Advancement services
    Université de Montréal
    eric.allard@umontreal.ca
    ------------------------------



  • 20.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-13-2022 08:57 AM
    Vidya, given the interest, perhaps it would be useful to share your document with the list.  That way, we can eliminate "me too" messages.  Doing so will also place a copy on the aasp website for future reference!

    Thank you so much in advance for sharing your material!

    John

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

    Serving the Advancement Community Since 1987







  • 21.  RE: Segregation of Finance and Gift Processing duties

    Posted 05-13-2022 11:28 AM
      |   view attached
    I have attached our Systems Narrative document for reference. Feel free to contact me if you have any questions or want to talk through it.

    Vidya

    ------------------------------
    Vidya Kagan
    Director of Data Management and Research
    Menlo School
    vkagan@menloschool.org
    ------------------------------