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Donor Checks & Depositing Funds

Donor Checks

For Care Abounds in Communities® activities, donor checks should be written to the chapter when it makes sense to do so, but although doing so is not always required. If a donor check is issued to the chapter it should be deposited into the chapter's checking account. Here are some common scenarios:

  • If a chapter is co-hosting an event with another not-for-profit where that not-for profit is the recipient, checks collected at the event should be made payable directly to the not-for-profit and stay with that not-for-profit. Those dollars should not be sent to the chapter.
  • When a community service team is coming together to assist an individual in need, it makes sense that checks issued at the event could be made payable to the chapter and deposited into the chapter's account.
  • If a community service team is working with other organizations to benefit a third party, such as joining forces with the church and another not-for-profit to benefit a local food bank, it's suggested that all donor checks are issued directly to the recipient food bank or church.
  • If those working on the event feel they'd like to use the chapter's account to collect all the funds raised, they could ask donors to issue their checks to the chapter. The board would then deposit those funds.

Depositing Raised Funds

Do not ask churches or organizations to send one check for proceeds raised to your board.

If an individual donor check is made payable to the chapter it should be deposited into the chapter's account.

Note: Checks made payable to Thrivent Financial cannot be deposited to the chapter's account. The bank may return them uncashed. If the service team must use the chapter account, please be sure all checks are issued to the chapter.

Consider using operating funds to purchase one or two stamps with the chapter's full name on it. These stamps could be loaned to service teams who plan to have donor checks issued to the chapter; and

  • Include a deposit ticket with the chapter's correct name and account number.
  • Balance the deposit ticket.

Regardless of whether donor dollars are made payable to the chapter, service teams need to complete paperwork and provide an estimate of their fair share of dollars raised at the event. This should reflect the amount attributed to their participation, volunteer hours worked, etc., at the event.

A check for the Care Abounds in Communities funding is sent to the recipient, along with any fundraiser proceeds that were deposited into the chapter's account, when applicable.

The following chart provides scenarios for community service teams and boards on depositing funds, issuing receipts, reporting donations, etc.

Scenario 1: Community service team co-hosts activity with congregation for Lutheran World Relief (LWR) and all donor checks are issued to the church.
  • Do not deposit funds into the chapter's checking account. The church will issue the proceeds directly to LWR.
  • Service team completes report for funding activity results.
  • Report the activity online, and issue check to recipient for dollar deposited to chapter account including Care Abounds in Communities® funds.
Scenario 2: Three chapter members come together to form a service team to conduct a fund-raiser for a family in their school that needs money to replace belongings destroyed by fire. All checks are issued to the chapter.
  • Deposit funds into the chapter's checking account.
  • Service team provides chapter with receipts for expenses.
  • Report donations for the activity valued at $250 or more.
  • Issue acknowledgements (receipts) to donors.
  • Service Team completes report for funding activity results.
  • Report the activity online, and issue check to recipient for dollar deposited to chapter account including Care Abounds in Communities funds.
Scenario 3: The YMCA conducts a fund-raising 5K Walk/Run and a service team from the chapter comes together to collect pledges from walk participants. Donors make their checks payable to the YMCA.
  • Do not deposit funds into the chapter's checking account. The YMCA keeps the funds raised.
  • Service team completes report for funding activity results. Report only the dollars raised by the chapter's service team and their volunteer hours.
  • Report the activity online, and issue check to recipient for dollar deposited to chapter account including Care Abounds in Communities funds.
Scenario 4: A service team within the congregation works with the congregation to raise funds to purchase food for the local food bank. A portion of the checks are issued to the church, but 10 checks are issued to the chapter.
  • Deposit checks issued to the chapter into the chapter's checking account.
  • Service team provides chapter with receipts for expenses.
  • Report donations issued to the chapter valued at $250 or more.
  • Issue acknowledgements (receipts) to donors for donations made to the chapter.
  • Service team completes report for funding activity results for their fair share of dollars raised and volunteer hours spent.
  • Report the activity online, and issue check to recipient for dollar deposited to chapter account including Care Abounds in Communities® funds.

Donor Checks That Don't Clear

At times checks do not clear due to insufficient funds in the donor's account or because the account has been closed. Below are potential solutions. Contact the Member Connection Center at 800-THRIVENT (800-847-4836) and say "fraternal." for additional assistance if needed.

If Benefit Proceeds Have Not Been Paid to the Recipient

  • Reduce amount of the proceeds by amount of the returned check. Example (Link opens in new window)
  • Notify the service team contact person to explain why the check amount was reduced.
  • Contact the Member Connection Center at 800-THRIVENT to change the online reporting of this activity to the amount of new funds raised.
  • After obtaining a copy of the returned check from Thrivent Federal Credit Union, the board may contact the service team contact to see if he or she would like to notify the donor about the returned check and ask for a new check.
  • After other options have been explored, the board may decide to cover the returned check out of chapter operating funds so that the recipient isn't impacted, especially if the returned check is for a small amount.

If Benefit Proceeds Have Been Paid to the Recipient

  • The chapter checking account balance will be incorrect by the amount of the returned check. Example (Link opens in new window)
  • After obtaining a copy of the returned check from Thrivent Federal Credit Union, the board should explain the situation to the service team contact person and ask for this person's help in notifying the donor and asking for a replacement check.
  • The board could decide to notify the donor directly to explain the reason for the check being returned and ask for a new check.
  • After trying to obtain a replacement check, the board may decide to cover the "bad" check out of its operating funds.
 
close A service team sends $550 of fund-raiser proceeds to the chapter, and they provided an additional $100 of Care Abounds in Communities® funding. Before paying the $650 to the recipient, the board notices a $10 check from the fund-raiser is returned unpaid (did not clear). The board decides to provide $640 to the recipient to account for the $10 returned check.

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close The service team sent $1,000 of fund-raiser proceeds to the chapter, and the board voted to provide an additional $300 of Care Abounds in Communities® funding. The board sends the recipient a check for $1,300. A week later, the board notices that a $100 donor check has been returned unpaid (i.e., It did not clear the bank), which means the chapter is $100 short in its chapter checking account.

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