Managing Funds

When donors give, they can choose where their money belongs. In Giving, we call these Funds. Create funds as needed, since there's no limit to the amount of funds you can have. Once created, funds can be opened, closed, or hidden.

In the United States, an organization can be exempt from federal income tax if its activities are charitable, religious, educational, scientific, literary, testing for public safety, fostering amateur sports competition, or preventing cruelty to children or animals. 

501(c)(3) tax-exempt organization must:

1. Have a known purpose that aligns with the IRS guidelines.

2. Communicate that purpose to donors.

3. Track the spending of this money to make sure it's actually being used in a manner consistent with the donor's intended use.

To create and edit these funds, go to the Funds tab on the Manage page.

If someone gives online, they can clearly see the funds available to give:

Creating and Editing Funds

Create a fund by selecting Open a new fund and edit a fund by selecting a fund itself.

Do not create funds for ticket sales, book sales, or other non-deductable donations. Giving is only to be used for tracking donations.

  1. Choose a short but descriptive name.
  2. Some General Ledgers have numeric codes that act as primary identifiers for funds. If you use numeric codes in your GL, add the code to easily pair Giving funds with your GL as you accomplish various bookkeeping tasks.
  3. Choose a color to help differentiate funds at a glance. The Theme is only shown on the Admin side.
  4. What will this money be used for? Keep the description short since fund descriptions are visible to donors.
  5. Choose the status of your new fund. If you want donors to see the fund, choose Open. If you want the fund to be open, but you're not ready for donors to see it, choose Open (Admin only), and only Administrators will have access to that fund.
    When editing a fund, Closed will be an option. Close a fund when you no longer want people to donate to that fund.
  6. Share this link to allow people to give directly to this fund.

Select Create new fund to add the fund to your list.

Naming Tips

  • If you add Fund to the name, your donors will read General Fund Fund when they give online.
  • Don't add dates to annual funds. Instead, open and close a fund that will be used seasonally.
  • If you have multiple campus, include the name of the campus in the name.

Deleting Funds

Funds can only be deleted if there has never been money donated to them.

Select a fund with $0.00 in it to be given the option to delete.

Fund Sections

The Funds tab is made up of three different sections: Default Fund, Open Funds, and Closed Funds.

1. Default Fund

The Default Fund is unique in two important ways:

  1. It is the only fund that has no connection to how money is spent.
  2. It is the only fund that is able to receive undesignated donations, such as loose cash.

The church can use donations to the Default Fund however it wants, since the money in that fund is for discretionary use.

The Default Fund is created when you first set up Giving, and it cannot be closed, as loose cash or non-designated money needs to be put in a fund. However, you can change your Default Fund by contacting our Support Team.

2. Open Funds

All other funds are restricted funds which track the donor's intention of how their gift should be spent. Restricted funds are represented in your General Ledger.

Reorder Open Funds, except Admin only Funds, by dragging-and-dropping. The order listed will be reflected on the online giving page and the batch processing tool.

Hide a Fund

Some funds raise money for a limited amount of time. Once that time frame has ended, you can remove the fund from the online interface but keep it open on the administrative side in order to continue receiving checks that may be in the mail.

If you need to keep a fund open but hide it from online giving, you can designate it as Open (Admin only). It will stay at the bottom of the Open Funds section and will have the hidden icon next to it.

3. Closed Funds

When donations are no longer accepted for a fund's purpose, it can be closed. Once closed, the fund is hidden from online giving, and if donations are specifically designated to the closed fund, contact the donor to see if they wish to re-designate their donation.

Recurring donations, however, will still continue to go to this closed fund until changed either by the donor or the admin with permission from the donor.

Re-open a Closed Fund

Closing a fund is not a permanent action; the fund can be reopened if necessary.

If you receive seasonal donations for a specific fund, once those donations are no longer received, close the fund then reopen it when those donations need to be received again. This practice keeps the funds list clean and helps the church designate in the best way they see fit for any season.

When you open and close a fund seasonally, you can easily see data on the fund across the time it was active from the dashboard. Select the date range and view a direct comparison of how this fund performed in each season.

If a fund is no longer needed, close it instead of renaming it. If you do rename a fund, the action is logged to ensure donations aren't being mismanaged or embezzled. If a donation was designated to a specific fund, and there's a need to change or close that fund, contact the donor to get their permission to reassign their donation or refund the donation outright.

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