Table of Contents
ACH Payments
Some donors have selected to donate to Vote Smart via ACH. This is a payment option where the donor shares their bank account information with Vote Smart or a 3rd party donation processor (Ex. Benevity, Fidelity), and the money is automatically transferred into Vote Smart’s checking account. It is important to make sure that you pull these reports on a monthly basis and data enter them in DonorPerfect, otherwise these donors and their gifts will not get acknowledged.Current PVS ACH Payments:
- Wells Fargo ACH Payments
- Benevity ACH Payments
- Fidelity ACH Payments
- Network for Good ACH Payments
- Paypal Charitable
- MARS
- AmazonSmile
- Stripe
*When saving any ACH report on the drive: save it for the month/date that the payment originated in, NOT as the date you are data entering it. Ex. you pull Wells Fargo ACH in December 2016, but the report is for November 2016. Save the report as November 2016!
Wells Fargo ACH Payments
Donors automatically transfer their money from their bank account, to our Wells Fargo account either monthly or quarterly. Vote Smart runs Wells Fargo ACH Payments every 15th of the month. These payments take one day to process. On the 16th on the month, Vote Smart prints the ACH payment report, saves it on the drive, and data enters the payments.What: Run ACH Report
When: 15th of the Month
Where: wellsfargo.com/ceo
- CEO Sign On
- Company ID: CENTE364
- You should have your own account for the username/password
- Select “ACH Payments”
- You will need to enter your pin/token (You should have your own)
- On the left hand side, Select “Create Template”
- There should already be a template created, with a payment, that says:
- ACH Payments, DEBITS
- 1850164261 - CENTER FOR NATIO 6605306411
- PPD - Prearranged Payment and Deposit, Debit
- Check the check mark box next to “ACH Payments - Debits”, and then click the “create payment” button below
- Next, you will see the donor information. Hit “continue”
- Click “Submit Payment”
- On the left hand side bar, now select “manage.” This should bring you to the payment center
- You should see your payment on the screen. Select the checkmark box next to the payment, and then hit approve.
What: Get ACH Report
When: 16th of the Month
Where: Use internet explorer: wellsfargo.com/ceo
- CEO Sign On
- Company ID: CENTE364
- You should have your own account for the username/password
- Select ACH Payments
- You will need to enter your pin/token (You should have your own)
- You will be in the payment center after you put in the pin
- Select the “processed” tab
- Select the checkbox for the ACH Payment you want the report for
- Select “report”
- Print and file with other ACH Reports for the year
- Put in drive \\POPROCKS\membership\Accounting\ACH Reports\Wells Fargo ACH\20CC ACH Reports
- Data enter the payments in Donor Perfect
- Payment type: Bank Draft EFT
- Solicitation Code: ACHxx Payments
- TY: Do not thank (DNT)
What: To Sign Up a New ACH Donor
When: Upon Request
First Step: Have Donor send Vote Smart a void check
Where: Use internet explorer: wellsfargo.com/ceo
- CEO Sign On
- Company ID: CENTE364
- You should have your own account for the username/password
- Select ACH Domestic Payments
- You will need to enter your pin/token (You should have your own)
- Select “Templates”
- Select the link for the template you’d like to add the donor to (Monthly or Quarterly)
- Select “Create Beneficiary”
- Fill out “create beneficiary” form. Use void check to fill in form.
- Beneficiary name
- Beneficiary ID (This will be their member ID#)
- Address information
- Account type (Will almost always be 'checking')
- Account number
- Bank ID Type (ABA-ACH)
- Bank ID (this will be their routing number)
- Payment Allocated By (This will be 'dollar amount')
- Payment Allocation (Whatever amount they've selected)
- Select Preview
- (Submit)
What: Set up/Modify a Staff Member with ACH Access
When: Upon request of Development (usually new hires)
Where: wellsfargo.com/ceo (sign on)
How to:
- Select "ACH Domestic Payments"
- Confirm PIN+Token
- Select "Administration"
- Select "User Setup"
- Select the relevant user or create new user
- Note that the ACH system is different than the CEO user system. Users must be set up through ACH to use the ACH system using the same WF CEO User ID.
- To set up their CEO ID, use the CEO Self-Administration system.
- Modify settings and submit
Benevity ACH Payments
Benevity has been set up to do EFT payments that go directly to our VS account. You need to check them on the 21st of each month.The payment happens on the 21st of each month for the preceding month (September will be processed and available October 21st). If there were no payments in the period, then any payments made will roll over into the next period.
Benevity log in info is on clipperz.is
To Record Payments:
- Log into benevity
- Click on Reports tab
- Most current available report will show up first
- Download the Donation Source Summary PDF
- Check the Donation report online to enter the donation to a person on Donor Perfect
- Data enter the payments in Donor Perfect
- Payment type: Bank Draft EFT
- Solicitation Code: ACHxx Payments
- Thank you letter: If the donation is a one-time donation, give them a thank you letter. If it is a recurring donation (monthly or quarterly) or made by mister anonymous, then mark DNT.
- Some donations from corporations are matching gifts, and should be put in as “Matching Gift” and Bank Draft EFT for total amount allocated to donor, not as individual donations (David Pelton donated 2x in September 2016, donation is logged as 1 donation for total amount when report is available, Oct 21).
- Put a gift note/ contact note to explain the matching gift and details about the donation if needed.
- Save the file on POPROCKS under the Accounting/ ACH Payments/ Benevity/ then the according year.
- Print the report and file in the correct manila folder
Fidelity ACH Payments
Fidelity has been set up as an ACH direct deposit payment into our accountThese payments will not come on a regular schedule, they will be emailed to membership@votesmart.org as the are made. You need to make sure to open these secure emails and data enter the information in them!The email address and password used to open the secure emails are in the clipperz.is account
To Record Payments:
- Download the .csv file for the payment summary
- You will have to move things around to fit it onto one page in order to print it
- Data enter the donation into Donor Perfect
- Payment type: Bank Draft EFT
- Solicitation Code: ACHxx Payments
- Thank you letter: If the donation is a one-time donation, give them a thank you letter. If it is a recurring donation (monthly or quarterly) or made by mister anonymous, then mark DNT.
- Save the file on POPROCKS under the Accounting folder/ACH Payments/ Fidelity, then the according year.
- Print the report and file in the correct manila folder
Network For Good ACH Payments
As with the other ACH payments, this will be an electronic transaction that needs to be recorded and filed. NFG ACH reports now function much like Fidelity as these payments will not come on a regular schedule, they will be emailed to membership@votesmart.org as the are made. You need to make sure to check NFG every time that these emails come in and data enter the donations!To Record Payments:
- Make sure to record the payment as when it was given to Vote Smart
- Also make sure to accredit the right person with the donation if there are multiple donations
- On the report, you will see two columns “Donation Amount” and “Donor Fee.” DO NOT worry about subtracting the donor fee. You will data enter the donation for the number in the “Donation Amount” column.
- Data enter the donation into Donor Perfect
- Payment type: Bank Draft EFT
- Solicitation Code: ACHxx Payments
- Thank you letter: If the donation is a one-time donation, give them a thank you letter. If it is a recurring donation (monthly or quarterly) or made by mister anonymous, then mark DNT.
- Print and save the report onto the correct folder on the
- POPROCKS → membership → Accounting → ACH Reports → Network For Good
- then the correct year
- Save the printed copy in the correct ACH malina folder
Paypal Giving Fund Payments
The payment happens on the 25th of each month (September should be processed and available September 25th but is often delayed a day or 2). Donations in the last few days of the month (i.e. the 26th, 27th, etc.) are included in the next month's deposit.Paypal Giving Fund log in info is on clipperz.is
To Record Payments:
- Log into Paypal Giving Fund
- Click on the Activity tab
- All donations will be listed starting with the most recent gifts
- Select the 25th of the month (e.g. 5/25/2017) for both the "From" and "To" date filters
- Select "Filter"
- Download the CSV file
- Data enter the payments in Donor Perfect
- Payment type: Bank Draft EFT
- Solicitation Code: ACHxx Payments
- Thank you letter: If the donation is a one-time donation, give them a thank you letter.
- Save the file on the drive under the Accounting/ ACH Payments/ Paypal/ then the appropriate year.
- Print the report and file in the correct manila folder
MARS ACH Payments
MARS has been set up as an ACH direct deposit payment into our accountThese payments will not come on a regular schedule, they will be emailed to membership@votesmart.org as they are made.The email address and password used to open the secure emails are in the clipperz.is account
To Record Payments:
- Download the .csv payment file
- You will have to move things around to fit it onto one page in order to print it
- Data enter the donation into Donor Perfect
- Payment type: Bank Draft EFT
- Solicitation Code: ACHxx Payments
- Thank you letter: If the donation is a one-time donation, give them a thank you letter. If it is a recurring donation (monthly or quarterly) or made by mister anonymous, then mark DNT.
- Save the file Accounting membership → Accounting → ACH Reports → Other, then the according year.
- Print the report and file in the correct manila folder
AmazonSmile ACH Payments
AmazonSmile donations are accumulated over a quarter. If someone buys something using our AmazonSmile link, those donations are deposited in one batch in the middle of the month every three months. We do not receive a deposit every month, but you do receive a weekly email form no-reply@amazon.com that lists the most recent deposit.The email address and password used to update our account are in the clipperz.is account. You will not be able to see who made the donations, so they will have to be entered as Anonymous.
