Cash Donations

Handling Cash Donations

Cash donations can be processed in two ways. The goal in both cases is to ensure the donation is recorded as coming from an individual donor (not the clinic), and that it can be properly tracked.

Preferred Method: Attach to the Specific Donor

When a pet owner provides a cash donation, record it under their name in your hospital management system.

Steps

1.     Create a new invoice under the donor’s name (or use an existing open invoice).

2.     Add the line item: “myBalto Foundation Donation” for the cash amount.

3.     Check them out as you normally would.

4.     Deposit the cash into your bank as usual.

Example

·      John Smith gives a $5 cash donation.

·      Open an invoice under John Smith.

·      Add “myBalto Foundation Donation” for $5.

·      Check out the invoice and deposit the $5 cash.

Important note about tax receipts

Donations taken at checkout through your practice information management system (aka PIMS) do not receive automated tax-receipts.

·      Our preferred approach for tax receipts is for the owner to donate via the QR code that routes them to your donation website (this keeps receipts automated).

·      If the owner donates cash instead, the receipt is not automated.

·      In that case, you will need to reach out to us so we can create a tax receipt manually.

Option 2: Unknown Owner / Loose Change

We understand that sometimes people drop coins or small bills into a donation jar and you don’t know who donated.

Even though this isn’t ideal, we still need to “attach” the donation to an individual so it does not appear to be coming from the clinic directly.

Steps

1.     Count the cumulative cash/change from the jar.

2.     Open an invoice under an employee at your clinic.

3.     Add the line item: “myBalto Foundation Donation” for the total amount.

4.     Check out the invoice as normal.

5.     Deposit the cash into your bank.

This ensures the donation is attributed to a person (employee) rather than the clinic, while still following the same workflow as the preferred method.