Gift Tax Receipt Audit Site Tutorial

What is the purpose of the Receipt Audit Site? The purpose of the receipt audit site is to ensure gift and contact information for our high level donors and organization donors is accurate and complete before we send their tax receipts.

How to access the Receipt Audit Site The receipt audit site can be accessed by using this URL: https://cualumni.Clemson.edu/page.aspx?pid=598 or by navigating to it from the Development Intranet: https://cualumni.Clemson.edu/di.

How do I know if there are gifts I need to review? When a gift comes in that needs to be reviewed the primary manager and support staff will receive a notification email that looks similar to the one above. Notice the link that says “View Receipts” that will also take you directly to the site.

Sorting/Filtering Gifts and Detail Levels Notice the headers that enable you to sort and filter the gifts. To pull receipts for a specific Development Officer select a value from the Development Officer drop down menu. If there’s a number next to the Development Officer’s name then he or she has outstanding receipts to review. Also notice the numbers zero through four on the top right. Click on these levels to show increasing detail about the gift with four being the most detailed.

Reviewing and approving a gift When reviewing a gift look to make sure the following items appear correctly: Donor Name, Donor Address, Gift Amount, Tax Amount, Gift Date, Gift Designations/Funds including the College and Department of each fund (For organization gifts also check: Receipt Contact name/address, Stewardship Contact name/address, Soft Credit recipient name/address) If all the information appears correctly, check the red DO box at the top right as your sign off that the receipt can be sent. If you aren’t sure that the donor address and/or gift information is correct, DO NOT check the red DO approval box. It’s the DO’s/approver’s responsibility to make sure the donor address and all other donor/gift information on the site is correct before approving.

Placing a Hold on a Gift If gift or constituent information needs to be changed Click the “Hold” Button at the bottom right and a text box will appear where you can enter your changes. Be specific on what you want changed and include Raiser’s Edge IDs when referring to existing records. Either Data Entry or Gift Entry will review and make your requested updates or contact you if they have questions. You’ll get a notification email to let you know action was taken on your hold. Make sure to go back and check the Red D.O. check box after you verify the corrections are accurate.

Expectations and Receipt Statuses To produce a timely, accurate receipt for our donors we expect receipts to be reviewed and approved by DOs or support staff within 2 business days after appearing on the site. Notice the column called “Status” This indicates where the receipt is in the approval/production process. Ready- Indicates that a gift is ready to be reviewed, Accepted- Indicates that both the DO and Gift Entry have approved the gift, Held- Indicates there is a hold on the gift, Printed- Indicates that a gift has been approved and the receipt has been produced, Overdue- Indicates that is has been over 2 business days since the gift first appeared on the site. Do Not Receipt - Indicates that a gift has been marked as such in Raiser’s Edge.

Questions?? If you have specific questions regarding the receipt audit process or the site that you didn’t catch from this tutorial please contact Josh Isengard at jisenga@clemson.edu. Please take the following brief quiz. Click on the correct answer for each question.

Question 1 - What is the purpose of the Receipt Audit Site? A)    To make sure donors get a good tax professional  B)    To make sure donors can access their gift information  C)    To make sure donor contact and gift information is correct   D)    To make sure IT staff stays happy 

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Question 2 - How will you know when there’s a gift(s) to review? A)    There will be a file hand delivered each Friday. B)    DOs and Support staff will receive daily notification emails  C)    The gift information will be delivered through interoffice mail   D)    DOs and Support staff will need to see the front desk person at 110 Daniel Dr. 

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Question 3 - What is the expected time window for when DOs should have receipt information reviewed? A)    1 Business Day B)    2 Business Days  C)    3 Business Days   D)    4 Business Days

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Question 4 - How do you hold a receipt and request that information on the gift and/or constituent be updated? A)    Email your supervisor with the changes B)    Email Prospect Research with the changes  C)    Click the “Hold” button and enter your comments in the text box provided   D)    Click the “Hold” button and email Gift Entry with your changes

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Question 5 - When reviewing gifts you should review all of the following items expect one.  Which one? A)    Donor dietary preferences B)    Gift and designation information  C)    Donor Name and Address   D)    Receipt and Stewardship contact information

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Question 6 - Which Status indicates that it’s been more than 2 business since a gift appeared on the site? A)    Accepted B)    Ready  C)    Printed   D)    Overdue

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