Donation receipts are sent to donors every time they give.
If two donors are joined within Giving, both donors receive a donation receipt when either one of them gives.
Some organizations send statements to their donors as well, usually once a year to help donors with their report their charitable giving for their taxes.
The Internal Revenue Service requires receipts for receiving charitable donations. From IRS Pblication 1771, Charitable Contributions – Substantiation and Disclosure Requirements:
- A donor must have a bank record or written communication from a charity for any monetary contribution before the donor can claim a charitable contribution on his/her federal income tax return.
- A donor is responsible for obtaining a written acknowledgement from a charity for a single contribution of $250 or more before the donor can claim a charitable contribution on his/her federal income tax return.
- Single donations of $250 or more MUST be acknowledged by a written statement. A separate acknowledgement can be provided for each single contribution of $ 250 or more, or one acknowledgement, such as an annual summary, may be used.
- ALL cash donations must be acknowledged by a written statement.
With regard to email receipts, letters, postcards, or computer-generated forms with the above information are acceptable. An organization can provide either a paper copy of the acknowledgment to the donor, or an organization can provide the acknowledgment electronically, such as via an e-mail addressed to the donor.
The Canadian Revenue Agency doesn't require non-profits to issue receipts, but most do.
The CRA does, however, require charities to issue end of year cumulative receipts and has specific guidelines, such as treasurer signature, the link to the CRA website, the organization's Registration Number, and a unique receipt number.
All those requirements have been met by donor statements.
Planning Center Giving issues receipts:
- When a donor gives online.
- When an admin creates a donation on behalf of a donor, in the admin panel.
- When a donor gives by check or cash. Check and cash donations are counted in batches. When that batch is committed, any donor with an email address in their profile will be emailed a receipt, depending on the settings of the payment source.
In every case, the email receipt is issued regardless of the size of the donation.
The receipt has the amount and date of the donation, along with the following:
- Email receipts will be sent with your church's name as the sender. The reply to email address is your Church Email as set in Accounts.
- Payment method details are passed along to the donor, as well as the fund they selected when donating.
- An Intangible Religious Benefits statement is included on every donation receipt, which can be changed in Settings.
- Donors can log into their profile from within their email. This login link is valid for two days from the time the email is sent. After two days, the link will expire as a login-link, so if the donor selects the link and is not already logged into their donor account, the link will not log them in.
- Your church's basic contact information is included at the end of the receipt.