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 Maintaining Donor List and Weblistserve Template Donor Email Updating Guidestar Other NGO Accountability Sites Additional Features/Needs

 

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.

 

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 names and email address 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. 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.
• 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.

2.  Send email and tax-deductible contribution form (see template below: must include 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.  

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.   

Template Donor Email

A template: make into pdf and sign to send.

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.

 

                                                                                             DATE [Date you are sending out the letter]

ADDRESS 

 

Dear NAME: (avoid Mr./Ms. to prevent confusion) 

Thank you for your kind donation of $AMOUNT to Nyaya Health on DATE [date on the check or date of online donation]. Your donation will be used to provide patient care in the Far Western region of Achham, Nepal, where there was previously little to no healthcare services for a population of several hundred thousand people.

 

Our organization is a volunteer-run 501(c)3 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 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.

 

Thank you again for your contribution to improve public health in Nepal.

Best regards,

 

NOTE: Template also available as a Google word doc @ http://docs.google.com/a/nyayahealth.org/Doc?docid=dp5f465_2gc6bgpd8&hl=en

 

When sending thank you note via email,

subject: Thank You from Nyaya Health

and include a short message in the main body of email:

 

Dear XXX,

Thank you for donation to Nyaya Health. Please view the attached letter

and receipt for your donation.

 

 

<Your Name>

Nyaya Health.

 

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