Online Help

Recording a Donation Made In Support of a Participant

If a participant collects cash and checks directly from donors and gives these offline gifts to you without recording them in their Participant Center, or if your organization receives an offline cash or check on behalf of a participant, you can record these offline gifts and process them into the Gift History of the participant. If the credit card or bank account withdrawal processing features are enabled, you can also record gifts with these payment types.

If you have the cash or check in-hand, you can confirm the gift as you enter it. Otherwise, if you are waiting for the cash or check, you can leave the gift unconfirmed and confirm it later. Note that credit card and bank withdrawal payments are processed immediately upon entry and are considered Confirmed. The monetary amounts from confirmed gifts that you enter are displayed in the status indicators (for example, on the Personal Page of the participant, team page, event page, and so on), but unconfirmed gift payments will be included only if the appropriate options to show unconfirmed gifts have been enabled.

You can enter both one-time payment and recurring gifts that will be collected for a specific number of payments. The monetary amounts will be displayed in the status indicators only if the appropriate event option to show recurring payments immediately has been enabled.

If you will be entering a large number of gifts at one sitting, you can enter a Batch ID to keep track of the gifts that you have entered.

To record a donation made in support of a participant:

Note: If you are on the Members roster on the Team page, skip directly to Step 4.

  1. Click Customer Service from the top navigation bar. The Customer Service splash page displays.
  2. In the Process Navigator, click Manage Participants. The Participants list page displays.
  3. If the participant is not in view in the list displayed:
    1. Click the Search link. The Search page displays.
    2. Enter the information in the fields and click the Finish button. The Participants list displays with matching search results.
  4. Click View Summary from the Actions column of the appropriate participant. The Summary page displays with registration details and the Gift History list.
  5. Click Record Donation from the Related Actions. The Enter Donor Information page displays.
  6. For Name, enter the required information in the First Name and Last Name fields.

    Notes:
    (a) This is the only required field for most TeamRaiser donations.

    (b) If the gift payment will be by credit card or bank account withdrawal, the Name entered must match the name on the credit card or bank account. The donor can use a less formal name (or, a nickname or joint donor name) as the Recognition Name in Step 9 that will display on the gift honor rolls on event pages.

    (c) You can also enter information in the Middle Name field as well as select a Title to display in front of the first name, and a Suffix and Professional Suffix to display after the last name.

    (d) Enter or select the appropriate information in the remaining address and biographical fields if you have it.
  7. Click the Next button. The Configure Gift page displays.
  8. For Gift Type, to enter a:
    • One-time gift payment. leave the One time radio button selected and, for Gift Amount, enter the amount that the donor has given or will be giving.
    • Recurring gift payment:
      1. Click the Recurring radio button. Two new recurring gift payment fields display under the Gift Amount field.
      2. For Gift Amount, enter the amount that the donor has given or will be giving.
      3. For Frequency of the Gift Payment, click the appropriate time interval from the drop-down list to represent the time interval at which each payment will be collected.
      4. For Number of Gift Payments, enter the number of times the gift will be collected.
  9. For Recognition Name to display in the status indicators on the Personal Page of the participant on whose behalf the donor is making this gift):
    • Leave the field blank to use the name of the donor as it is entered in the Name fields above
    • Or, enter the alternate name that the donor has specified (for example, the Smith Family or PJ Smith, or PJ Smith and AJ Brown).
    • Or, enter the word Anonymous if the donor has indicated not to display their name in association with this gift.
  10. For Batch ID, optionally enter the batch number with which this gift should be grouped. Note that if this field already contains a Batch ID, you can overwrite it with a new value if appropriate.
  11. For Payment Method, if the gift:
    • Is in cash and you have received it, leave the Cash radio button selected and the Confirmed radio button in the Payment Status area selected.
    • Will be in cash that you have not received, leave the Cash radio button selected, and click the Unconfirmed radio button in the Payment Status area.
    • Is made with a check and you have received it:
      1. Click the Check radio button.
      2. Leave the Confirmed radio button in the Payment Status area selected.
      3. For Check Number, enter the number on the check you have in hand.
    • Will be made with a check that you have not yet received:
      1. Click the Check radio button.
      2. Click the Unconfirmed radio button in the Payment Status area.
      3. If you have the number of the expected check, enter it in the Check Number field.
    • Is a credit card payment:
      1. Click the Credit Card radio button. The Credit Card Information fields display.
      2. For Credit Card Number, enter the card number. You can enter spaces or simply type all of the numbers and letters.
      3. If displayed, for CVV Number, enter the appropriate card verification number.
      4. If displayed (for Switch/Solo cards), for Issue Number, enter the appropriate information.
      5. Click the Expiration Date drop-down lists and click the appropriate month and year when the card expires.
    • Is to be withdrawn from a bank account:
      1. Click the Bank Account Withdrawal radio button. The Bank Account information fields display.
      2. For Bank Routing Number, enter the routing number of the bank from which the account will be charged for the payment.
      3. For Bank Account Number, enter the account number that will be charged for the payment.
      4. For Verify Bank Account Number, enter the account number again.
  12. To process this payment:
    • By itself and return to the Registration Summary page for this participant, click the Process button.
    • And then record another gift for this participant, click the Process and Add Another button.