This page pertains to management of individual, private donors. This is managed by the Director of Fundraising. All of these are processed via the email address donations(AT)nyaya.
Collecting Donations
Online donations (googlecheckout, facebook-->networkforgood.org, paypal) are directly credited to our etrade account. donations (at) nyaya receives an email every time a donation is made. The person in charge then enters the information as described in Maintaining Donor List (see below).
Checks are received at 135 College st Suite 323. You can go only during offices hours (M-F, 9-5).
- Endorse the check and enter the checks in the deposit slip and mail it to etrade. The address labels are found in the deposit slip book.
- Enter donor information and send Thank You letter as listed below.
- Sometimes you will receive forms from companies that match their employees donations. Some of these forms can be filled out online and some need to be mailed in. All of them have a deadline so note that. You will often be asked to send a 501c3 certification letter with the form. Find in Liveshare: Clinic > Official Documents > Nyaya INGO docs
- To order additional deposit slips, visit www.etrade.com/forms. You will need to enter the account username and password.
- For physical checks, cross-reference donors with list at MailChimp. If no email address is found on MailChimp, add the donor name and mailing address to Donor spreadsheet on Google Docs (described below) under the snail mail tab
New Mailchimp Protocol
Overview:
Mailchimp is the program we use for maintaining our donor list and sending updates to these donors. We also send the thank you letters to donors through this program. When a donor donates, their information is uploaded to mailchimp and a templated (but personalized, with their databased name and donation amount) is sent to them. Subsequently, their information is automatically housed within the general mailchimp listserve for future email updates.
Process:
1. Create the CSV file for import
On a regular basis (at the least monthly, at the most every two weeks), the donations manager will login to google checkout go to Orders...Inbox....Download to CSV... check "include more buyer and order information columns..."... select the dates for export... select Orders with status: "charged".
Email, name, and latest donation are from the google export, the category is always = 2, and the notes is always "Online Donor". The date is set at the date of export/import.
Note: Mailchimp only allows one entry per email address. As such, if somebody made a second donation from the same email address, the latest amount will be updated and the last updated field will be updated too. This way, we can send "Thank You" emails to the list that was updated on the same date. The only downside to this is that this database does not keep track of repeat donations.
2. Import the file
3. Send to the imported list
Mailchimp allows filtering based on different fields, such as date. The list updated on single upload will have the same "DATE" field entry, and the "THANK YOU" mailchimp campaign can be sent to the Mailchimp "segment" baring that date. Note that the imported list is automatically loaded into the campaign "Thank you letter for online donations", but this list will include imported names from previous donations as well. When sending a group of emails on Mailchimp, only send to segment of list "since last campaign".
4. Update general listserve
Currently no automatic way to do this. Upload same list of new donations to the general listserve. Make sure to match the columns to the correct heading in the spreadsheet in Mailchimp. Mailchimp will automatically check the new entrys against the general listserve and reject duplicates.
FUTURE AUTOMATION IF POSSIBLE: IDEALLY THIS SKIP WOULD AUTOMATICALLY OCCUR AFTER UPLOADING CSV FILE.
Maintaining Donor List and Weblistserve
Donors are processed on the Donors spreadsheet; these include only those funds that have actually been received.
1. log name and email address on http://spreadsheets.google.com/ccc?key=pWMfEM1cjNv18GuSXCoSyNw&hl=en
A few points to remember:
- There are several sheets in this document. Look at the bottom left for the sheets.
- add ALL donors (names and email addresses) onto "web listserve". very close friends/former volunteers are category 1 (receive capital campaign-ask-donations-to-your-own-social-network solicitations+blog posts+reports). most small donors and friends are category 2 (receive blog posts+reports). large donors/institutions/faculty typically are category 3 (only reports).
- add ALL donors in the "Deposit" sheet. This includes google/paypal/snailmail/foundations/grants/matching gift contributions.This list helps us keep track of cumulative contributions to Nyaya. make sure to drag the cumulative column (on your right) down. This will automatically update the "public graph" that is shown on wiki.nyayahealth.org/Budget
- Only those receiving correspondence via snailmail (usually those who send checks) will be entered in "Snailmail" as well. If they are also listed in the general listserve in Mailchimp, they do not need to be added to the snailmail tab.
- on the "Deposit" sheet, make sure to add a category for each donation.
- Under "Contact" enter initials or name of Nyaya member who knows/contacted the donor. If not known, leave blank.
- After sending a thank you letter, enter your initials under "Card sent?"
- If checks are matching gifts from institutions, enter in this format: Google (Matching gift) so we know the donation wasn't initiated by the institution.
- List in-kind donations with estimated value under the in-kind tab at the bottom of the document
2. Send email and tax-deductible contribution form (see template below: must include a non-profit tax ID (called "EID"), name and amount donated).
3. In the "Deposit" sheet, please utilize the categories provided on "Public Graph". These are used to report into our wiki the categories of funds raised (see Budget page), since a very common question is, "What percentage of your funds are from grants versus individual donors". The more refined categories (e.g., google, check, paypal) are just for our internal review of our donations strategies. It is good for us to know how much is coming in through the different means that people contribute.
4. Sending paper vs. e-mailing thank you letters: in general for individuals who do online transactions even large amounts, it is okay to e-mail the thank you notes. for the check-writers who may be more old-school and have donated say >1000 should consider a paper mail. Even for them if you have their e-mail, you should ask them whether they would prefer e-reports. you only need to record the address for those to whom you mail reports; typical gcheckout members you do not need to record their mailing address.
5. point-of-contact person also communicates personally with the individuals; the protocol for sending to donors is just to ensure at a bare minimum everyone who gives us something gets the regular updates and isn't missed (for example when the contact person is away from email or swamped with work).
6. You must check monthly with the etrade account statements for any direct deposits that are not accounted for by the google checkout, paypal, etc. emails or by the checks. The most regular one of these are those deposits from EquityEdit, which are deposited directly electronically. Add these to the Deposit tab as well.
7. Additional individuals that we communicate with individually need to be entered into the weblistserve as well. ANYONE who is interested in Nyaya should at the very least be a category #3; most should be a category #2. This is important for maintaining and expanding our social network.
8. For large donations from grants, foundations, or solicited contacts (a good threshold is perhaps >$5000), ask if the the contact person would like to send a personalized email of thanks directly.
Template Donor Email
The template email is saved in Mailchimp. However, if preferable can also send the email through your Nyaya address. NOTE: When converting a word doc to pdf, choose "save as.." and then save it as a pdf. Using "print" and then saving it as pdf will render the link inactive. This is especially crucial for donors to access our website and/or survey.
Subject: Thank You from Nyaya Health
Include a short message in the main body of email:
Dear Full Name,
Thank you for donation to Nyaya Health. Please view the attached letter
and receipt for your donation.
Regards,
<Your Name>
Nyaya Health
The following letter should have an electronic signature and be saved as a pdf, then attached to the above email:
Dear << Test Full Name >>
Thank you for your kind donation of $<< Test Amount >> to Nyaya Health. Your donation will be used to deliver community- and hospital-based healthcare services in the Far Western region of Achham, Nepal, where there was previously little to no healthcare services for a population of over three hundred thousand people.
Our organization is a volunteer-run 501(c)3 non run non-profit, and 100% of your donations go directly to patient care. For your records, you may use this letter to confirm the tax-exempt status of your exempt donation. Our non-profit tax ID number is 20-3055055.
Please feel free to send us a message if you have any questions or want to hear the latest news about our work. We always strive for the highest standards of quality and transparency in our work, and our website www.nyayahealth.org is regularly updated.
Also, if you have a different preferred email address for communication, please sign up for regular updates (no more than monthly) here.
Thank you again for your contribution to improve public health and advance social justice in Nepal.
Best regards,
YOUR NAME
Nyaya Health
135 College Street, Suite 323
New Haven, CT 06510
www.nyayahealth.org
Updating Guidestar
Guidestar is a website that gathers and publicizes information about nonprofit organizations like Nyaya. We have been maintaining a profile on their website. Annually, the guidestar.org site must be updated with information about our current programs, leaders, goals, accomplishments and our needs. This is to be done by the person in charge of maintaining the donor list, within the first of week of January every year.
login info: http://docs.google.com/a/nyayahealth.org/Doc?docid=df8rgpnb_14zks3mvgm&hl=en
Guidestar's information is also used by networkforgood.org, which processes the facebook donations. Networkforgood.org is used only for facebook donations currently. Their processing fees are relatively high, on the order of 4%.
Other NGO Accountability Sites
The 501c3 laws indicate that any service or goods-selling activities must be within the mission of the 501c3. If you're selling something (goods or services) rather than taking a donation, you should make sure that the sale is directly phrased to benefit nyaya's central mission... it is illegal, for example, for a church to have tax-exempt profits from selling christmas trees to fundraise for a new building (IRS example), as the act of christmas tree selling does not advance the church's registered mission, even if the money obtained through the sale does. the second issue is that no individual should be making private profit from any part of the venture. the easiest way to deal with this is if an individual is making a sale, paying taxes on the income, then donating the net to nyaya. If you have any questions, please ask one of the Nyaya Board members and/or a certified accountant to ensure the right procedure is followed.
Great Nonprofits: http://www.greatnonprofits.org/-- registered; login info: http://docs.google.com/a/nyayahealth.org/Doc?docid=df8rgpnb_14zks3mvgm&hl=en
Global Giving: http://www.globalgiving.com -- Have attempted listing through their challenge program; did not receive
Give Well: http://www.givewell.net/submitcharity -- Requested project posting (Duncan 3/08)-- unlikely given africa focus.
Social Markets: http://www.socialmarkets.org/-- Will be one of the pilot programs in fall '09 launch (Duncan 3/08)
Social Impact: http://www.socialimpactresearch.org-- Requested collaboration (Duncan 3/08)-- didnt hear back
Additional Features/Needs
-accepting donations from persons located at non-US locations
-would like to have individual donor portals that tracks the amount of donations by Nyaya member. This will facilitate engagement of members in the donations process
Comments (0)
You don't have permission to comment on this page.