Donation Expense Report

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.