From time to time, donations are received without sufficient information to confirm the donor, the intended project, or both. This process establishes a consistent approach to resolving these gifts, ensuring accurate attribution, compliance, and timely allocation of funds.

This process applies when:

1. Society receives a payment without a clear project designation.
2. Society receives a contribution and is unable to determine the origin of the payment.

Step 1: Intake & Preliminary Verification

• Ask Andrea to verify financial information with the bank, if applicable.
• Email or call the payor to obtain necessary documentation or clarification.
• Review banking information to identify potential project matches.
• Document confirmation from the bank regarding financial details.

Outcome:

Donation is either clarified and allocated appropriately OR confirmed as unallocated/unresolved and moved to Step 2.

Step 2: Temporary Holding & Financial Handling

For unclear or unallocated items:

• Allocate funds to P104-07 before monthly financial close.
• Shared Platform indirect OH will not be imposed while funds remain in P104-07.
• Maintain funds in P104-07 until:
  • Payment is cleared, OR
  • A formal designation decision is made.

Outcome:

Funds are financially managed while awaiting final decision.

Step 3: Documentation

• Document all verification steps taken.
• Record communication and clarification attempts.
• Maintain a clear audit trail.
• File documentation under the opportunity.

Note: Documentation should happen throughout the process, not only at the end.

Step 4: Fiscal Year-End Decision-Making

• Review unallocated/designation-required funds from P104-07.
• Confirm whether any further information has come in to help determine the donor or recipient.
• If yes, allocate the funds accordingly, following approval thresholds.
• If no, allocate the funds to P104-05, following approval thresholds.