Overview of Pledge Card Processing

Transcription

1 Overview of Pledge Card Processing Parishioners who have participated in past CDA appeals have received a letter from Bishop Olmsted with an attached pre printed pledge card. Donors can mail these cards to the PO Box or return them to the parish. A return envelope to the PO Box is provided in the mailing. Non pre printed cards are placed in the pew for the CDA Commitment Weekend on February 8/9, The cards are printed with the parish name but donors must complete their information on the cards and return them to the parish. Parish reviews all cards received. Clearly write the donor ID number where indicated on non pre printed cards. All $0 pledge amount cards, prayer only cards or other cards not containing a financial pledge/donation must be mailed to the Office of Stewardship at 400 E Monroe, Phoenix, AZ and not to the PO Box. This will allow for quicker processing of cards containing a pledge or payment amount. All payroll deduction forms completed by employees must be ed to pledges@diocesephoenix.org or faxed to as soon as possible. Cards and checks are kept in the individual envelope and placed in a larger envelope for mailing. Cards accompanied by cash are bundled in groups of 50 and a parish check is written for each group. Loose cash is tallied and submitted as a parish check with one pledge card stating how many donors are represented. All cards and checks are mailed to the PO Box as soon as possible (at least weekly). Once the cards are received at the PO Box, they are scanned, checks are deposited and payments are processed. Information is transmitted to the Diocese through a data file and images are housed on a secure site. Parishes will receive a weekly report (on Tuesday morning) with the cumulative totals. In addition, parishes will receive a detailed report (Excel spreadsheet) listing all donors and their information. This report will include all gifts processed by the report cutoff. Donors will receive a thank you letter/card. These are mailed by the Office of Stewardship. Pledge reminders are mailed to donors who select monthly, quarterly or annual reminders. Mail cards and checks weekly to: Charity and Development Appeal,

2 Processing Non Printed Cards Look up donor on the registered parishioner list and clearly write the Diocesan ID# in the boxes marked For Parish Use Only. If donor is not listed, leave the spaces blank. Please use a black pen. Make sure there is a pledge amount in the Total Pledge box. Is there a check enclosed? Make sure that the check amount is written into the Check Enclosed Today box. Keep check with pledge card in the individual envelope. Check must be kept with pledge card at all times. Set aside any envelopes containing cash. See instructions for Processing Cards With Cash. If a credit card box is checked, turn card over and check the following. Contact donor for missing information. o Credit Card Payment box is checked on back o Credit card number is completed o Expiration date is completed checked and an amount written in If Checking Account Deductions is checked, turn card over and check the following. Contact donor for missing information. o Ensure Automatic Deduction (EFT) box has been marked o A voided check has been included checked and an amount written Place check and pledge card back into individual envelope and place all individual envelopes into one big envelope and mail on a weekly basis to: Charity and Development Appeal Mail cards and checks weekly to: Charity and Development Appeal,

3 Processing Pre Printed Cards Is there a check enclosed? Make sure that the payment amount is written into the Check Enclosed Today box. Keep check with pledge card in the individual envelope. Check must be kept with pledge card at all times. Make sure there is a pledge amount in the Total Pledge box. Set aside any envelopes containing cash. See instructions for Processing Cards With Cash If a credit card box is checked, turn card over and check the following. Contact donor for missing information. o Credit Card Payment box is checked on back o Credit card number is completed o Expiration date is completed checked and an amount written in If Checking Account Deduction box is checked, turn card over and check the following. Contact donor for missing information. o Ensure Automatic Deduction (EFT) box has been marked o A voided check has been included checked and an amount written Place check and pledge card back into individual envelope and place all individual envelopes into one big envelope and mail on a weekly basis to: Charity and Development Appeal Mail cards and checks weekly to: Charity and Development Appeal,

4 Processing Cards Containing Cash If the card is not pre printed, please write the Donor ID number in the space provided (see Processing Non Printed Cards) Enter the amount of cash received with the pledge card in the Check Enclosed Today box. Verify that there is a Total Pledge written in as well. Bundle in groups of no more than 50 cards Total the amount of cash in each bundle Deposit cash and write a parish check for EACH bundle (no more than 50 cards per bundle) Put the bundle of cards (no more than 50 cards) with the parish check totaling the amount of cash paid into one envelope and mail on a weekly basis to: Charity and Development Appeal Do not put more than one bundle and one parish check per mailing envelope. Repeat for each bundle of cards. Processing Loose Cash (No Pledge Card or Donor Information) Tally all loose cash (no pledge card, no identifying donor information). Write the total on a blank pledge card. There will be no donor name or Diocesan ID number. Write how many donors this total represents (determined by parish every $3/$5 etc = one gift). This will assist in participation numbers. Deposit cash and write a parish check for the entire amount of loose cash or add as one of the cards in a bundle of 50 cards with a parish check (see above). Mail cards and checks weekly to: Charity and Development Appeal,

5 Processing Loose Checks (No Pledge Card attached) Look up donor on the registered parishioners list and clearly write the Diocesan ID# on the memo field. If donor is not listed, leave the space blank. Place the check back into individual envelope and place all individual envelopes into one big envelope and mail on a weekly basis to: Charity and Development Appeal Processing Cards with No or Pledge (Prayer Pledges) If the card is not pre printed with the Diocesan ID#, please look up donor on the registered parishioners list and write the number in the boxes marked For Parish Use Only. Place pledge card back into individual envelope and place all individual envelopes into one big envelope and mail on a weekly basis to: Office of Stewardship CDA 400 E Monroe Phoenix, AZ Mail cards and checks weekly to: Charity and Development Appeal,