1. The Dean’s Office writes receipts for the checks and gives the original receipt to the donor.
2. The check is restrictively endorsed via handwritten note that states “For Deposit Only” and “WCU Foundation” on the back of the check.
3. The same day or the next business day, the checks and the yellow copies of the receipts are taken to the Development Office. The pink copy stays in the receipt book.
4. The same day or the next business day, the Development Office prepares the bank deposit and the Daily Cash Report. The yellow copies of the receipt are attached to the Daily Cash Report which is turned into the Cashier’s Office, 317 HFR. The Development Office also sends out an acknowledgement letter.
Processing Gifts Without a Receipt Book
1. A staff member is handed checks by donors at a Western function. The staff member
does not have a receipt book.
2. The same day or the next business day, the staff member takes the checks to the
Dean’s Office of his/her department.
3. The Dean’s Office writes receipts for the checks and holds the original receipts.
4. The check is restrictively endorsed via handwritten note that states “For Deposit
Only” and “WCU Foundation” on the back of the check.
5. The same day or the next business day, the checks and the yellow copies of the
receipts are taken to the Development Office. The pink copy stays in the receipt
book.
6. The same day or the next business day, the Development Office prepares the bank
deposit and the Daily Cash Report. The yellow copies of the receipt are attached
to the Daily Cash Report which is turned into the Cashier’s Office, 317 HFR. The
Development Office sends out an acknowledgement letter.
Processing Gifts Received in the Mail
1. The staff member opening the mail removes the check. The check is restrictively
endorsed via handwritten note that states “For Deposit Only” and “WCU Foundation”
on the back of the check. If there is a large volume of checks, a stamp may be ordered
by the Cashier’s Office.
2. The staff member then logs the check into a mail log documenting the date of entry,
date on the check; payee; amount of check; designation of donation if included on
check; and initials of the staff member entering the check into the mail log.
3. The same day or the next business day, the check is forwarded to the Development
Office. A receipt does not have to be prepared for the check.
4. The same day or the next business day, the Development office prepares the bank
deposit and the Daily Cash Report, which is turned into the Cashier’s Office, 317
HFR. The Development Office sends out an acknowledgement letter
Please note that the Dean’s office should not copy/retain copies of checks. If copying
the check is critical to the business process, all protected information on the face
of the check (i.e. social security number, driver’s license number, account number
and routing number) should be redacted.
All of the steps in the process should be completed as soon as possible.