Recording and Receipting Donations

For Vancouver Island, Southern Interior and Fraser Valley Canvassers (using new books)

The following are important instructions for completing tax receipts for one-time gifts, confirmation slips for monthly gifts and the receipt register. Please read these instructions and if you have any questions, please contact your regional Canadian Cancer Society office.

Donors can make either a one-time donation or sign up to join the Canadian Cancer Society’s monthly giving program. Monthly donors make a big difference in the fight against cancer, because they not only help reduce administrative costs, but also provide a predictable source of income that allows us to more effectively plan ahead and make the most out of donor dollars. We appreciate and value your support of the Canadian Cancer Society’s monthly giving program.

1. One-time donations can be made by cash, cheque or credit card. Cheques are made payable to Canadian Cancer Society.

2. Monthly donors must use VISA, MasterCard or American Express or provide a void cheque to authorize direct debit payments.

3. Place the cardboard backing sheet behind the PINK copy of the donation form (note this is not an official tax receipt).

4. Press firmly when filling out information. Fill out the donation form COMPLETELY including first name, last name, address, phone number, donation amount and issue date.

5. Give the top WHITE copy of the donation form to the donor.

6. If donating by credit card, make sure the DONOR PROVIDES THEIR PHONE NUMBER AND SIGNS THE FORM. Give them the WHITE copy and place the GREEN copy in the envelope provided. Leave the remaining copies in the canvasser book.

7. If an error is made, write VOID in large letters across the donation form. Leave all copies in the canvasser book.

8. Do not detach unused forms – they must be left in the book.

Receipt register instructions – to be completed after canvassing is finished:

1. After you’ve finished canvassing, please complete all the information in the Donation Form Register.

2. Enter your contact information under “Canvasser Information”.

3. Fill in your Community, Area, Zone and Walk information (if applicable).

4. For each donation form issued, record the donation amount in the correct column. If it is a monthly gift, record the amount per month in the far right column and check the box for debit or credit card. If the receipt has been spoiled, write VOID under the cash column.

5. Record the total amount of anonymous donations in the anonymous row (only for donations where NO DONATION FORM was requested by the donor).

6. Record the total of each column in the boxes at the bottom.

7. Total columns A + B and enter amount in the Subtotal box.

8. Total one-time donations in columns A + B + C and enter in the One-Time Gift Total box.

9. Total the monthly amount (per month) and enter in the box provided.

10. Do not complete grey shaded area.