consolidated receipts in raisers edge and cra tax receipting guidelines
DESCRIPTION
It’s that time of year again – time to issue those year-end tax receipts. Join us as we go over some best practices and some useful tips and tricks in The Raiser’s Edge, while making sure that your tax receipts are compliant with the Canada Revenue Agency guidelines. Speaker: Kirk Schmidt, Director of Professional Services with Method Works ConsultingTRANSCRIPT
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CRA and RE Receipting
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Introduction
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WHO AM I?
Joined non-profit world in 2007. Database analyst for a database of 1M constituents and
several million gifts. Joined Method Works in 2010.
Personally worked with 50 clients in RE, EE, FE, BBNC, OCC, Luminate, and/or Sphere.
Speaker at Blackbaud Conference for Non-Profits 2011, 2012, and 2013
Blackbaud Certified in The Raiser’s Edge. One of the first 5 “civilians” certified at the Professional
Level. Involved in discovery process for Blackbaud’s
“Bluebird.”
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WHAT IS METHOD WORKS?
Fundraising systems consultants Specialize in Blackbaud suite of products. HQ is Calgary. Consultants in Vancouver and
Toronto as well. 70 years of combined experience in The Raiser’s
Edge. Total geeks.
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OUTLINE
CRA Policy What should be on your
receipt? What should you know about
electronic receipting? What can be included on a
consolidated receipt?
Receipting in RE Differences between One-
Time Receipts and Consolidated Receipts.
Setting up records for consolidated receipting.
Reissuing and reprinting, in compliance with CRA.
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CRA POLICY IS FUN!
When you're in Raiser's Edge training but would rather be dancing
Source: FundraiserGrrl
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CRA Policy
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DISCLAIMER
I am not a lawyer.
Anything presented herein is based on my work in the charitable industry, discussing issues with CRA, and discussions with lawyers, and believed to be correct and complete within that framework.
If you are unsure, ALWAYS ask CRA first.
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OFFICIAL REGULATION
Income Tax Regulations, CRC, c 945
Part XXXV: Gifts
http://canlii.ca/t/524tc
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ENSURE THAT YOU KNOW
There is a lot of content involved in tax receipting. We are only covering what we need to know for RE.
What is a gift? Who is a qualified donee? What are the recommendations for appraisals? Receipting for non-qualified investments. Etc. etc. etc.
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FIRST AND MOST IMPORTANTLY
YOU DO NOT HAVE TO ISSUE A TAX RECEIPT
Does a registered charity have to issue official donation receipts for gifts it receives?
No. Receipting carries with it a certain administrative burden, and receipted donations increase a registered charity's spending obligation. Therefore, registered charities may choose to issue receipts according to certain criteria, or they may choose not to issue receipts at all.
Some registered charities set minimum donation thresholds for receipting. Others do not provide receipts during certain fundraising events.
Remember that donors cannot claim a charitable tax credit or deduction unless they are issued an official donation receipt. Therefore, registered charities are strongly advised to make potential donors aware of any circumstances in which a receipt will not be issued.
Source: http://www.cra-arc.gc.ca/chrts-gvng/chrts/prtng/rcpts/rqss-eng.html
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WHEN SHOULD I RECEIPT?
You want to receipt so that your donors can claim the amount on their taxes.
CRA recommends by February 28 of the following year.
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WHAT NEEDS TO BE ON A RECEIPT
Name and address (Canada) of organization
Charity registration # Place where receipt was
issued Date receipt was issued Name and website of CRA “Official Donation Receipt
For Income Tax Purposes” Receipt Number
Full name of donor, including middle initial*
Address of donor Amount of gift* Date when gift was received* Description and amount of
advantage Amount eligible for receipt Signature of authorized
person
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*ASTERISK
Date when gift was received MAIL vs. ONLINE
Full name of donor, including middle initial Legislation says middle initial
Amount of gift Gifts in kind
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CONSOLIDATED RECEIPTING
Receipt
Gift 1Gift 2
Gift 3
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GIFTS IN KIND
CANNOT be consolidated. You must give ONE receipt PER item.
Date received (not simply year) Description of the property Name and address of appraiser (if appraised) Fair market value*
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GIFTS… WITH BENEFITS
Raiser’s Edge calls them Benefits. In CRA-land, we call it “advantage amount.”
Raiser’s Edge DOES NOT consolidate these well.
Any time the donor receives something of value Fair market value must be determined on the
advantage Meals, Green Fees, Complimentary Items
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CONTROLS
Serial receipts Raiser’s Edge does this with receipt stacks. Important accounting control
Signatures A receipt cannot be issued without an authorized
signature Can be electronic. Recommend another control.
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ELECTRONIC RECEIPTING
You can receipt electronically and email a receipt. Protect the receipt as best as possible
Using a secure system such as The Raiser’s Edge to generate
Copies retained, stored on non-erasable media Encrypted and signed with a digital signature*
CPS-014
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SPECIAL RULE: QUEBEC
If you are issuing to a resident in Quebec, issue a second receipt with the same serial number.
Numéro Un
Numéro Deux
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RE-ISSUING A RECEIPT
Must still have all required information Include serial number of original (or, previous)
receipt Statement that it cancels and replaces original
(or, previous) receipt “Cancelled” on receipt on record.
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STORING RECORDS
Must be kept for a minimum of two years from the end of the calendar year in which the donations were made.
Can be electronic! Readable, accessible Anything sent electronically (e-receipts) should be
stored electronically Same retention rules Non-erasable media, stored offsite is recommended
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RESOURCES
Canada Revenue Agencywww.cra.gc.ca/charities
Mark Blumbergs’ Receipting Kit http://www.globalphilanthropy.ca
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Receipting in RE
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RECEIPT FUNCTIONALITY
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RECEIPTING IN THE RAISER’S EDGE
Review how to receipt in The Raiser’s Edge Performing Consolidated Receipts Reprinting/Reissuing Receipts
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Basics of Receipting
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RECEIPT STACKS
Some charities do new receipt stacks per year
Some never change receipt stacks
Some have different receipt stacks for different gifts.
Configuration -> Tables
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MAIL: RECEIPTS
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MAIL: RECEIPTS
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MAIL TABS
Filters, Attributes, Ind. Address, Org. Address, and Format are similar in other Mail Functions
Gift Types can be used to restrict Gifts in Kind eReceipts can be used to send email receipts
through The Raiser’s Edge
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MAIL MERGES IN RE
Simple Mail Merge One Word template for all
receipts in that parameter file. Best for Consolidated
receipts. Any dynamic content to be
handled by IF-THEN-ELSE Conditions can be on multiple
fields
Conditional Mail Merge Multiple Word templates
based on different data. Does not work well for
Consolidated in most cases Need a template for each
value, or need to build a catch-all
RE Condition only works on one field
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MAIL MERGES
Note: In order to send to the Word Merge Wizard, you must have a
gift that is receiptable.
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IF-THEN-ELSE
Examples: Special messaging If values do not exist
{ IF Fund_description_1 = "ANNUAL" "Thank you for giving to our Annual Fund" "Thank you for your generous gift" }
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RUNNING RECEIPTS
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Year-End/Consolidated Receipts
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WHEN CAN YOU CONSOLIDATE?
Cash Donations can be consolidated by year.
One-Time Receipts must be issued for Gifts in Kind.
One-Time Receipts should also be issued for gifts with advantage amounts due to how Raiser’s Edge works.
http://www.cra-arc.gc.ca/chrts-gvng/chrts/prtng/rcpts/whn-eng.html
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RECEIPT TYPES
One Receipt Per Gift Multiple receipts Individual Gift Amounts Campaign, Appeal, Fund Benefit Information
Consolidated Receipts One Receipt per Run One gift total, calculated by
The Raiser’s Edge No gift-specific information
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THE CONSTITUENT RECORD
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RECEIPTING STEPS
If you don’t receipt throughout the year and you want to issue all receipts:
1. Deal with your GIKs and Benefit receipts first2. Perform Consolidated Receipts
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THE PROBLEM
The fundamental issue: Raiser’s Edge will consolidate all receipts based on
parameters if the constituent is set to “Consolidated Receipts”
Raiser’s Edge will receipt one receipt per gift if the constituent is set to “One Receipt Per Gift”
GLOBAL CHANGES
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YEARLY PROCEDURE
1. Set up your parameter file2. Run one receipt per GIK/Benefit gifts
1. Global changes, query of changed records2. Receipt3. Revert Records
3. Consolidate Cash Gifts1. Global Changes, query of changed records2. Receipt3. Revert Records
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SET UP PARAMETER FILE(S)
Mail: Receipt One parameter file will work for BOTH One
Receipt Per Gift and Consolidated Any gift-specific fields will not be sent in the
Conditional; Think about how you lay out your content.
No specific Gift Date. Use the Year.
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GIKS AND BENEFITS
We need to run our GIKs and Gifts with Benefits separately
All constituents should be marked as “One Receipt Per Gift” This might mean a global change.
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GLOBAL CHANGE
Admin Global Change Constituent
Replace “Consolidated” with “One Receipt Per Gift”
Create Query of Changed Records
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RUN RECEIPTS
Now we can run our receipts Once we are done, we revert:
Global Change using the Query we created when we ran the first time.
Run the opposite: Change “One Receipt Per Gift” to “Consolidated Receipts”
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YEARLY PROCEDURE
1. Set up your parameter file2. Run one receipt per GIK/Benefit gifts
1. Global changes, query of changed records2. Receipt3. Revert Records
3. Consolidate Cash Gifts1. Global Changes, query of changed records2. Receipt3. Revert Records
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LATHER, RINSE, REPEAT
Change all One Receipt Per Gift to Consolidated Run our receipts Revert as needed
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ALTERNATE PROCEDURE
If you are more comfortable with Import, you can use Import to perform the same functions.
Exporting all constituent Import IDs and Receipt Types provides you with a backup.
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NOTES
Always test first. Do not “Mark Receipted” on first run – verify that you are getting what you expect.
Ensure that you are only receipting for one year. Gift Date will not come through, so you will need to add the year into the receipt file (ideally in the parameter template)
If you only receipt once per year, it’s probably best to leave constituents as “Consolidated” and not worry about reverting.
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Voiding and Reprinting
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TWO WAYS TO REPRINT
Using Mail You need to create separate
parameter files for both reissue and reprint
Functionality issues with multiple receipt stacks
Can reprint large numbers of receipts at once.
On the Gift Record You can use the normal
receipt parameter files You can add specific notes on
the reprint Can only reprint one receipt
at a time, and does not work well for consolidated.
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REPRINTING IN MAIL
Reissue Same receipt number
Reprint New receipt number
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REPRINTING IN MAIL
Exactly the same as creating a receipt parameter file.
Easiest procedure is to copy/paste receipt merge from Word.
Note: Word copy/paste does NOT transfer margins and other page options.
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ON THE GIFT RECORD
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VOIDING RECEIPT NUMBERS
We recommend an additional process for listing Voided receipts.
Advantages: Easy to query/provide to auditors Can set to pull into any receipt parameter file
Consider attributes or notes
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RECEIPTING IN THE RAISER’S EDGE
Review how to receipt in The Raiser’s Edge Performing Consolidated Receipts Reprinting/Reissuing Receipts
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CRA and Raiser’s Edge Receipts
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REVIEW
CRA Policy What should be on your
receipt? What should you know about
electronic receipting? What can be included on a
consolidated receipt?
Receipting in RE Differences between One-
Time Receipts and Consolidated Receipts.
Setting up records for consolidated receipting.
Reissuing and reprinting, in compliance with CRA.
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RESOURCES FOR CRA
Canada Revenue Agencywww.cra.gc.ca/charities
Mark Blumbergs’ Receipting Kit http://www.globalphilanthropy.ca
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VERSIONS
Screenshots are from: Windows 7 Professional The Raiser’s Edge 7 (Mostly 7.92 Patch 2) Microsoft Office 2013 64-Bit*
*Note: 64-bit Office is not supported by Blackbaud
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CONTACT US
Kirk SchmidtDirector of Professional Services
800.278.4892 [email protected]
www.methodworksconsulting.com