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All special events with a gift component should be channeled through
central gift processing and this should be an institutional policy.
Gift processing staff should be aware of campus events by having someone review campus event calendars and watch for these types of gifts coming from a department since the department may not always convey the benefit amount.
You should also work closely with the cash receipts department and your central financial services area to run audit reports, if available, that will check accounts for similar transactions, although this can be difficult to find systematic patterns if a department batches the payments into one deposit.
It's also important to establish with a department where the funds are to end up, since many institutions also have specific policies as to what can go into a donations account and what can be re-deposited into an operating account to pay for the costs associated with an event.