Receive donations
Donation boxes
The contents of donation boxes should be checked regularly to ensure the cash held does not become excessive. The counting should be done double-handed (i.e. by two people at the same time) to ensure accuracy. Alternatively, the boxes can be emptied by two people and the contents sent direct to Cashiers for counting, using the secure courier as usual. Storage of donation boxes and any cash removed from them for banking should be secure, as per local procedures.
Cash donations
Notes and coins donations (including those collected
in
donation boxes) should be sent to Cashiers as per the Prepare for banking stage.
Any Gift Aid notes that were received with the notes and coins should be sent with non-cash donations below.
Non-cash donations
For guidance on assessing whether a specific item should be treated
as a donation, either contact the Gift Registry or see Ross-CASE Survey Guidelines 
(189kb) - these guidelines form the basis of the
University's philanthropic reporting rules for external reporting (as
distinct from financial accounting). For more information about the
survey, please refer to the Ross-CASE
website.
A Deposit form for banking of donations 
(49kb) should be completed for all
other donations received by card, cheque or BACS (unless the money is
received through the University Development Office). Two copies of the
form should be put with the donation into a purple Gift Registry
envelope. The envelope must be stored securely ready for collection by
the University carrier (as per Prepare
for Banking). A copy of the form should be kept by the department
for future reference.
Consideration should be given to the need for 'with thanks' receipts for donations. Contact the Gift Registry on (6)11519 for stocks of purple envelopes.
Cashiers will forward the donations to the Gift Registry for processing.
Gift Registry Team
When they receive the donation, the Gift Registry Team will log it and input the details onto the donations database, before forwarding the cheque(s) to Cashiers for banking. Once banked the team run an Oracle Financials report to ensure the transaction on the system matches the database record.
A ‘thank you’ letter will be sent to the donor, and any other follow up carried out as required.
Gift Aid
Where possible, the Gift Registry will claim Gift Aid. This will be transferred to your department (by journal) when received.
For further information on Donations, please contact:
Gift Registry, tel: (6) 11519 or (6) 80680