Our first and foremost function is to act as the donations processing unit for the university. As part of that function: we cash all donation cheques, and process any credit card or pre-authorized chequing payments, payroll deductions, web gifts and gifts from the Alumni Express Counter. We then generate tax receipts and acknowledgements for donations and pledge payments. We also produce pledge reminders for multi-payment pledges, and transfer funds received to the faculty, department, project, award or program for which the funds were directed.
In conjunction with the Finance department, we determine gift eligibility, and reconcile all financial transactions to ensure both computer systems are consistent and that our financial presentations are mirrored in Carleton’s Audited Financial Statements using F.A.S.T.
We produce Financial Reports that reflect all donations received by the university. These reports highlight the success of the Annual Fund and Major Gift activity by a variety of segmented perspectives. University Advancement Senior Management staff use these reports in presentations to both the Carleton community and the public at large.
Potential Gift Consulting
In order for a financial transaction to be considered a charitable donation, it must meet the guidelines set out by the Canada Revenue Agency (CRA), all Carleton University policies and all relevant University Advancement policies. The Accounts Administrator is available to discuss with donors, situations that may allow a financial transaction to become a donation and those conditions, which may preclude a transaction from qualifying as a donation.
If an event is to be held on or off campus and part of the participation fee will be tax receipted as a donation in support of Carleton University, then an approval process must be followed as part of the planning stage.