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Donation Expense Report

 

I. General Donation Information

 

Who received the donation?

What is the recipient's tax-exempt status?

What was the date of the donation?

What was the form of the donation?

What was the purpose of the donation?

Is this a recurring donation?

 

II. Financial Details

 

What was the exact amount of the cash donation?

What was the fair market value of the donated items?

How was the donation recorded in the accounting system?

What is the documentation for the donation?

Where did the funds come from?

III. Documentation and Compliance

 

Do we have a formal acknowledgment letter from the recipient?

 

If the donation was over a certain threshold, was a formal appraisal conducted?

 

Are we complying with all relevant tax laws and regulations regarding charitable donations?

 

Are all required records being kept?

Is the receiving organization a Deductible Gift Recipient (DGR)? (If claiming tax deductions in Australia)

 

IV. For In-Kind Donations

Description of Item

Quantity

Condition

Fair Market Value

Total Fair Market Value

Notes/Comments

A
B
C
D
E
F
1
 
 
 
 
$0.00
 
2
 
 
 
 
$0.00
 
3
 
 
 
 
$0.00
 
4
 
 
 
 
$0.00
 
5
 
 
 
 
$0.00
 
6
 
 
 
 
$0.00
 
7
 
 
 
 
$0.00
 
8
 
 
 
 
$0.00
 
9
 
 
 
 
$0.00
 
10
 
 
 
 
$0.00
 

V. Internal Controls

 

Who authorized the donation?

Who processed the donation?

Who reviewed and approved the donation expense report?

Form Template Instructions

Please remove Form Template Instructions before publishing this form

 

Strengths and Key Insights:

Holistic Approach:

  • The form covers all essential stages of a donation process, from initial information to internal controls and compliance. This ensures a complete and auditable record.

Emphasis on Documentation:

  • Repeatedly asking about documentation (acknowledgment letters, receipts, valuation support) underscores the importance of proper record-keeping, crucial for both internal accountability and external audits.

Focus on Compliance:

  • Questions about tax-exempt status, compliance with laws, and DGR status (for Australia) demonstrate a commitment to legal and regulatory adherence.

In-Depth In-Kind Donation Tracking:

  • The dedicated section for in-kind donations addresses the complexities of valuing and documenting non-cash contributions, which are often more challenging to handle.

Internal Control Awareness:

  • The inclusion of questions about authorization, processing, and review highlights the importance of internal controls to prevent fraud and errors.

Financial Accuracy:

  • By asking for the exact amount of cash donations, and how the donations are recorded, the form encourages financial accuracy.

Transparency:

  • The questions about the purpose of the donation, and where the funds came from, create transparency in the donation process.
 

Potential Areas for Emphasis and Further Consideration:

Risk Assessment:

  • While the form covers compliance, you might want to add a section for a brief risk assessment, especially for large or unusual donations. This could include questions about potential conflicts of interest or reputational risks.
  • Policy References: Include references to relevant internal policies or procedures within the form itself. This reinforces adherence to established guidelines.
  • Clear Definitions: Ensure that terms such as "Fair market value" are clearly defined, so that everyone completing the form understands what is required.

In summary:

This Donation Expense Report provides a strong foundation for managing and tracking donations. By emphasizing documentation, compliance, and internal controls, you can create a robust system that ensures accountability and transparency. Remember to tailor the form to your organization's specific needs and regularly review it to maintain its effectiveness.

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