Establish New Funds

• Obtain written terms signed by the donor
• Review gift terms by school finance office
• Review gift criteria for FASB 117 flag
• Review gift for gift vs. grant criteria
• Review Chart Security Maintenance Application (CSMA) new fund request form for accuracy
• Timely submission of documents and forms to Central and RSO for fund set up
• Maintain donor terms in central school/tub file
• Distribute gift terms to departments responsible for spending

Safeguard Check Receipts

• Restrictively endorse checks upon receipt
• Establish check receipts log
• Secure checks held overnight in locked drawer or safe
• Forward checks to RSO at least weekly
• Use of courier to send checks/donor terms to RSO

Process Check Receipts

• Establish policies and processing metrics
• Maintain copy of postmark date on envelope for calendar year-end cut-off
• Date stamp checks upon receipt
• Process check batches in Advance at least weekly
• Review Advance Batch Proof Report for accuracy prior to submission to RSO
• Reconcile receipts to general ledger

Maintain Donor Terms

• Establish central school file for donor terms
• Communicate donor terms to responsible departments
• Establish department file for donor terms

Monitor Donor Terms for Compliance

• School-level review for deficits and large unexpended balances
• Department-level review for deficits and large unexpended balances
• Understand donor terms and manage spending in accordance with terms

Stewardship

• Establish process to thank donors for gift or pledge
• Send donor thank you letters on a timely basis
• Establish school-wide stewardship plan
• Identify/monitor donor funds that require periodic reporting
• Send donor reports on a timely basis