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Processing
Pledge Cards
and
Completing Transmittal Forms
The majority of pledges will be
collected during the first two weeks of the appeal. Please take
the time to ensure accurate recording of all pledge
information.
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Verify
amounts.
Verify that
the amount received with a pledge card matches the amount
written on the pledge card. Please make sure the pledge
card is filled out completely. **NOTE: The IRS requires a
receipt for all donors of any charitable donation of money**
-
Enter
pledges into Parish Activity Record Book.
Enter
each pledge and payment into your Parish Activity Record
Book.
-
Divide into
Batches.
Sort the
pledge cards into the following batches
Pledges paid
in full.
Pledges with
partial or no payment
Refusals
Everyone who
responds must have a pledge card (even the Pastor)
Pastors pledge card can be hand written
-
Add up each
batch.
Run a
calculator or register tape and attach it to the appropriate
batch. Also, remember to run a separate tape for the amount
paid on batches 1 and 2. (This is vital in making sure
that each parishioner receives the proper credit for their
pledge)
5.
Fill out the transmittal report.
When you
have completed all pledge card processing, fill out the
transmittal report. (See Preparing Transmittal Reports)
6.
Prepare a parish check.
Remit
one parish check for the total amount on each transmittal
report. Send the parish check, completed pledge cards and
completed transmittal report. Remember to securely
package all items.
7. Parish Goals
Once
your parish goal is paid in full, no additional payments are
required, though
parishes must continue to
send in pledge cards. Any amount collected by
the parish remains in the parish. If the goal is overpaid a
refund will be issued on a regular basis. All pledge
cards received by the parish must be forwarded to the CFSA
Office.
Note: If a priest makes
his pledge and payments directly to the CFSA office (rather
than going through the parish) -- The CFSA office will be
responsible for a tax letter to the priest at the end of the
year. The pastors gift will be credited to the parish or
parishes according to his instructions.
Transmittal Reports
Fill in
parish name, town, date, contact name and phone number.
Line 1.
Enter
number of pledge cards enclosed.
Line 2.
Enter total amount pledged on enclosed cards.
Line 3.
Enter total amount collected (paid) on enclosed cards.
Line 4.
Enter amount received from previous pledges.
Line 5
Enter total amount sent to the CFSA office including previously
sent amounts.
Line 6
Enter amount remaining to reach parish CFSA goal.
Send the yellow copy of your
transmittal report with pledge cards. Retain the white
copy for your parish records.
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