Hello,At our shop we have some donors (less than 15) who at some point gave us credit card info through the mail or over the phone to be charged monthly. We had been storing this information in a locked up binder and then the gift processor would use the info in the binder to charge the cards each month on the appropriate dates. The donors get a tax receipt at the end of the year. I don't love the idea of keeping this credit card info in a binder and it's manual process which also creates issues. Sometimes the gift processor forgets to charge them or they are out sick that day, etc. Relatively new at this organization so I'm trying to come up with a better way to handle these.So my question is, since we have an online giving website with the ability to setup recurring payments, can I just enter the info into our online site as a recurring payment for the donors? That way they would just be charged automatically and we wouldn't have to store the info anywhere. Or would folks here recommend that I get permission from the donors before going this route? I'd think they would be okay with this as its much safer for them to have their info stored on a secure site than having it in binder to be processed manually every month. Thoughts?Thanks,Tioga
Storing credit card numbers written on a piece of paper in the way you describe is naughty. Even if you have armed guards and lasers protecting that binder around the clock, you are putting your donors and the organization at risk. You should call the donors, tell them you need them to go online and setup a recurring charge, and then shred the contents of the binder. Also, never speak of it again around an auditor.
Aaron Forrest CPA
Senior Director Gift and Donor Services
University of Rochester Office of Advancement
585.275.2799 | firstname.lastname@example.org