Gift Processing Workflow

Credit Cards (Back Office – phone, mail)

1. Process payment in VIP
2. Enter gift in Altru
3. Black out credit card information and scan gift document(s)
4. Save scanned gift document(s) to
   1. Texas Gift Operations’ Gift Documentation folder in Box
      1. Title document: bma_[your EID]_MMDDYYYY
      2. CC gift documents must be uploaded on the same day the gift is processed, so TGO can finalize the payment
   2. Altru constituent record(s)
      1. Either upload and save yourself or drop files in Membership’s intern folder in Box for student worker to complete
   3. Send digital cards
   4. If requested, print cards and envelopes
      1. Attach appropriate stickers to cards
      2. Sign letters
         1. Director’s Circle cards are signed by Kim Theel, Deputy Director, Operations
         2. General Membership cards are signed by the Manager of Membership and Constituent Data
      3. Scan signed letters and save to Altru constituent records, as in Step 4.b.
      4. Mail cards
         1. Include 1 Membership insert and any guest passes included with membership level
      5. File original gift documents

Checks (Back Office – mail)

1. Enter in VIP (CRV YES)
2. Enter in Altru
3. Make 2 copies of gift document(s) and check
   1. Copy 1
      1. Clip to original check and batch sheet
      2. Add to green deposit bag for delivery to TGO
   2. Copy 2
      1. Black out account information on Copy 2
      2. Scan
      3. Upload to Altru constituent record
      4. Attach copy to original gift documents (anything that came with the check) and file
   3. Send digital cards
   4. If requested, print cards and envelopes
      1. Attach appropriate stickers to cards
      2. Sign letters
      3. Scan signed letters and save to Altru constituent records
      4. Mail cards
         1. Include 1 Membership insert and any guest passes included with membership level
      5. File original gift documents

Museum Shop (Back Office)

1. Enter in VIP (CRV NO)
   1. Enter note: Museum Shop sale, deposited separately
   2. Create external batch
   3. Copy gift documents and attach to batch sheet
   4. Add to green deposit bag for delivery to TGO
2. Enter in Altru
3. Send digital cards
   1. If requested, print, attach stickers, and sign cards
      • Scan cards and gift documents and upload to Altru record
      • Mail cards
   2. File original gift documents

Lockbox (Back Office – pick up from TGO or consult weekly VIP gift report)

1. Enter in Altru (already in VIP)
2. Send digital cards
   1. If requested, print, attach stickers, and sign cards
   2. Scan and upload cards to Altru record
   3. Mail cards
3. File original coupons and upload VIP gift image to Altru record

Online Giving Portal (Back Office – receive email notification from VIP or consult weekly VIP gift report)

1. Check VIP gift details – if needed, add benefit amount (the OGP does not do this automatically)
2. Enter in Altru
3. Download copy of gift notification email or VIP gift record and upload to Altru record
4. Send digital cards
5. If requested, print, attach stickers, and sign cards
   1. Scan and upload cards to Altru record
   2. Mail cards

Online (Altru) & Front Desk (Online/Daily Sales)

1. Already in Altru – Check for errors
2. Send digital cards
   1. If requested, print, attach stickers, sign, and mail cards
3. Scan and upload any cards and gift documents to Altru record
4. Sync or process manually in VIP (CRV NO)
5. Add folder with batch sheet and gift documents to Blanton CRV-NO Batches folder in Box
6. File original gift documents

B scene (Back Office)

1. Enter in VIP (Credit Card = CRV NO/Cash or Check = CRV YES)
   1. Batch gifts (create external batch for any CRV NO gifts)
   2. Copy gift documents and attach to batch sheet(s)
   3. Add to green deposit bag for delivery to TGO
2. Enter in Altru
3. Send digital cards
4. If requested, print, attach stickers, and sign cards
   1. Scan cards and gift documents and upload to Altru record
   2. Mail cards
5. Take documents to TGO
6. File original gift documents