Manage Donations
View and manage user donations in Donation Management. Available actions are based on the payment method used for the donation, as well as your organization or role.
For credit card donations, actions include:
- Cancel recurring donations
- Refund paid donations
- Resend tax receipts
- Void and reissue tax receipts
For donations made using a payment method other than a credit card, actions include:
- Change payroll and bonus payroll donation amounts
- Cancel pledged donations
- Cancel recurring donations
- Resend pledge confirmations
Donations cannot be paused, but they can be changed, canceled, or refunded as applicable. Donors can then make additional donations as required.
Processors cannot change credit card donations or create new designations or donations.
Processors do not require donor access grants to perform the actions available to them since they are the official charities receiving the funds from donors, and they have a need and right to manage the donations. While OAs also do not require grants from donors, CSAs do require grants.
Note: A recurring donation is completed as of its Recurring End Date. However, its status will reflect completion as of the payment cycle following the Recurring End Date.
Note: Matching gift requests and logged donations are not displayed.
Find Donations
Organization Admins and WAMs administering an organization can view and search for donations only within their workplace or organization. Processors can view and search for donations in all the workplaces for which they are the processor. To view donations for a specific workplace, filter by that workplace.
Donations are displayed in a sortable, paginated table, where you can view basic information for each donation. Expand table entries to view donation details and designations, as well as Giving History details and available actions.
You can sort donations by Created Date or Last Activity Date. You can also filter donations by Date, as well search for donations by one of the following as applicable, depending on your organization or role:
Email - Work Email
Person Name - First Name and/or Last Name
Organization Name - Organization, Processor, or Workplace Management Partner
ID - Commitment ID, Donation ID, Subscription ID, Organization ID, Person ID, or User ID
Amount - Integer only. Include the currency symbol with the integer. Do not include periods or commas. For example, $100.
Change Donation Amounts
Donation amounts can be changed based on the donation type and its payment method, as well as by organization or role. Changes apply to the next scheduled donation, and a confirmation is sent to the donor. Donation details show when the latest donation change was made, and by whom. Date and matching gift restrictions may apply.
For recurring payroll donations, payroll donation pledges, and bonus payroll donation pledges, donation amounts can be changed by CSAs, OAs, WAMs, and processors within payroll enrollment periods and before bonus payroll cutoff dates. OAs and WAMs can also change donation amounts outside of these specified dates. However, changing a payroll donation outside of an enrollment period or after a cutoff date may overlap with a donation or installment in progress, and they should coordinate with their payroll administrator. Recurring payroll donation amounts can also be changed by donors.
Recurring credit card donation amounts can be changed by CSAs and donors. OAs and processors cannot change recurring credit card donations.
Donors can change their recurring payroll and credit card donation amounts in the My Giving section of their Profile.
The following restrictions also apply:
Donation recipients cannot be changed.
Donations with existing matching gift requests cannot be changed.
Canceled recurring donations cannot be changed.
Donations cannot be paused.
To change a donation amount:
Select Donation Management.
Find and select the appropriate donation.
In the Recipients section, select Change Donation.
Enter the donation amount.
Select Change Donation. A confirmation is sent to the donor. Changes apply to the next scheduled donation.
Note: Matching gift requests and logged donations are not displayed.
Cancel Donations
Note: For Processors only.
Processors can cancel pledged donations made using a payment method other than a credit card. These include payroll, bonus payroll, stock, cash, and check donations.
Cash, check, and stock donations cannot be changed or paused. They must be canceled and recreated by the user as required. Payroll and bonus payroll donation amounts can be changed; however, organization, role, date, and matching gift restrictions apply.
To cancel a pledged donation:
Select Donation Management.
Find and select the appropriate donation.
In the Giving History section, select Cancel Donation from the Actions menu.
Cancel Recurring Donations
You can cancel recurring credit card and payroll donations.
Recurring donations cannot be paused. They can be canceled and recreated by the user as required. Recurring donation amounts can be changed; however, organization, role, date, and matching gift restrictions apply.
To cancel a recurring donation:
Select Donation Management.
Find and select the appropriate donation.
In the Details section, select Cancel Recurrence.
Refund Donations
Note: For Processors only.
Processors can refund paid credit card donations.
Paid donations cannot be edited. They must be refunded and then be recreated by the user as required.
To refund a paid donation:
Select Donation Management.
Find and select the appropriate donation.
In the Giving History section, select Refund Donation from the Actions menu.
Resend Confirmations
You can resend pledge confirmation emails to users for donations made using a payment method other than a credit card. These include Payroll, Bonus Payroll, Stock, Cash, and Check donations.
To resend a pledge confirmation email:
Select Donation Management.
Find and select the appropriate donation.
In the Giving History section, select Resend Confirmation from the Actions menu.
A pledge confirmation email is sent to the user’s work email address.
Resend Receipts
You can resend tax receipts to users for paid credit card donations.
Note: Users can download tax receipts for their paid credit card donations at any time in the My Giving section of their Profile.
To resend a tax receipt:
Select Donation Management.
Find and select the appropriate donation.
In the Giving History section, select Resend Receipt from the Actions menu.
A confirmation email with an attached tax receipt in PDF format is sent to the user’s work email address. If the user does not receive an email a few minutes after you send the receipt, they should check their spam folder.
Note: The tax receipt displays the user's home address when it is available. Otherwise, their work address is displayed. A user's home address is updated by any address information saved when they add a new card.
Void & Reissue Receipts
Note: For Processors only.
Processors can void and reissue tax receipts for paid credit card donations.
Important: It is necessary to void and reissue tax receipts for Canadian donors when receipts must be corrected, amended, or updated. This is not applicable to US donations.
To void and reissue a tax receipt:
Select Donation Management.
Find and select the appropriate donation.
In the Giving History section, select Void & Reissue Receipt from the Actions menu.
A confirmation email with an attached tax receipt in PDF format is sent to the user’s work email address. If the user does not receive an email a few minutes after you send the receipt, they should check their spam folder.
Note: The tax receipt displays the user's home address when it is available. Otherwise, their work address is displayed. A user's home address is updated by any address information saved when they add a new card.
Enter Batch Pledges
You can manually enter up to 20 pledged donations in a batch.
Batch pledge entry is not allowed for credit card donations. When donors give to campaigns owned by a processor that is not their workplace's processor, payment methods are limited to credit cards.
To successfully process payroll pledges, Annual Pay Periods must be greater than 0 in the user record. While Payroll Deduction is enabled by default when users are created, payroll giving must also be enabled and configured for the workplace. You can manage users individually or using a CSV file in User Management. For more information, please refer to the Data Dictionary. You can enable your payment methods and payroll giving configuration in Settings.
Important: You cannot view or edit a batch once you save it. Review the pledges and make any adjustments before you save and submit the batch.
To add pledges to a batch:
- Select Batch Pledge Entry.
- For each pledge, enter the following information. All fields are required.
Select a Campaign.
Select the Employee who pledged the donation.
Select a Payment Method. Batch pledge entry is not allowed for credit card donations.
- Cash – Enter the amount of the donation.
- Check – Enter the amount of the donation.
- Payroll – Enter the frequency and amount of the donation.
- Stock – Enter the Estimated Total Value (USD), # of Shares, Symbol, Brokerage Firm, Broker Name, Broker Email, and Broker Phone Number.
Add Recipients by selecting up to three nonprofits and three impact funds and entering the pledged donation amounts. The total recipient amount must equal the donated amount. Recurring payroll gifts must have a minimum designation of $1. Other recipients must be $5 or more.
Select Add Pledge to add the pledge to the batch. You can include up to 20 pledges in a batch.
Review the pledges and make any adjustments. You cannot view or edit a batch once you save it.
Select Save to save and submit the batch of pledged donations.