Recording Legacy Pledges and Gifts

Published: 22nd October 2018

If a donor informs us of their legacy pledge during their lifetime, this should be logged first as a gift type of “Legacy Gift”, with a subtype of “Bequest Pledge Intended”. The pledge amount should be filled in if know (otherwise left blank), gift is “not-receipted” and the status would be “Intended”. The next of kin, executors or anyone else associated with the gift can be added to the gift in the Legacy Gift Tab (these are added as new relationships so can be added there and linked to the gift). If a legacy proposal exists (most will have a proposal) then the legacy gift pledge should be linked to the proposal using the link to gift button on the proposal itself.

 

We can log what assets the constituent has if known and required in a tab on the legacy gift screen.

 

When we receive actual confirmation of the details of gift following a death a second legacy gift will be added in the same way as the first but with the subtype of “Bequest Pledge Actual”. If we are only notified of a legacy once somebody has passed away (ie, they haven’t shared their plans with us during their lifetime), then this is only “Legacy Gift” that should appear on their record. All payments should be linked to the “Bequest Pledge Actual” gift, and not the intended one.

 

Adding a Legacy Gift (Lifetime Pledge)

 

Gift Type= Legacy Gift

Gift Subtype = Bequest Pledge Intended

Date = Today’s Date or date legacy was secured

Amount= Amount if known but can be left blank

Campaign = Legacy

Fund = TBC unless they have specifically stated an interest at time

Reference = Nothing

Appeal = Nothing

Package= Nothing

Canvasser = if managed by a fundraiser enter the fundraisers here

 

(Leave the rest of the right hand side of the record blank)

 

Vehicle = bequest

Gift Status = Intended

Gift has been realised (tick) = unticked

Assets = This is where we can log what the constituent has as assets if known, there are 2 types of asset we want to record, Residuary Amount % and Pecuniary Amount (if known). In the description enter the %, if there is a known estimate of that value you can enter it in the amount field otherwise you can leave it blank.

Miscellaneous

Gift is anon = yes or no

New notepad = what is written in will (if known) or any other information that is relevant to the gift

 

Legacy Gift

*Add relationship; search/add new relationships (from ‘relationship’ tab)

*Executors & legal advisors, next of kin or anyone else involved in the receipt of the legacy

 

Soft Credit

If in memory of spouse/alumnus

 

Matching Gift

 

Matching Gift = nothing

 

Attributes

 

Gift Aid Allocation = Not eligible

Gift Allocation = Legacy Pledge

Bequest Type = Residuary or Pecuniary

 

Tax

 

Tax = nothing and make sure gift aid is set to not qualified

 

If it transpires that we will no longer be receiving a legacy donation the gift status should be changed to “Closed – Written Out” (We have options here for different statuses to be created)

 

Adding a Legacy Gift (Actual Pledge following death of donor)

 

 

Gift Type= Legacy Gift

Gift Subtype = Bequest Pledge Actual

Date = Today’s Date or date details arrived

Amount= Amount (should be known in the details if not can be left blank)

Campaign = Legacy

Fund = TBC unless they have specifically stated an interest at time

Reference = Nothing

Appeal = Nothing

Package= Nothing

Canvasser = if managed by a fundraiser enter the fundraisers here

 

(Leave the rest of the right hand side of the record blank)

 

Vehicle = bequest

Gift Status = Open

Gift has been realised (tick) = unticked

Assets = This is where we can log what the constituent has as assets if known, there are 2 types of asset we want to record, Residuary Amount % and Pecuniary Amount (if known). In the description enter the %, if there is a known estimate of that value you can enter it in the amount field otherwise you can leave it blank.

 

Miscellaneous

Gift is anon = yes or no

New notepad = what is written in will (if known) or any other information that is relevant to the gift

 

Legacy Gift

*Add relationship; search/add new relationships (from ‘relationship’ tab)

*Executors & legal advisors, next of kin or anyone else involved in the receipt of the legacy

 

Soft Credit

If in memory of spouse/alumnus

 

Matching Gift

 

Matching Gift = nothing

 

Attributes

 

Gift Aid Allocation = Not eligible

Gift Allocation = Legacy Pledge

Bequest Type = Residuary or Pecuniary

 

Tax

 

Tax = nothing and make sure gift aid is set to not qualified

 

If you are adding this gift and a previous Bequest Pledge Intended exists, you need to edit the gift status of that record to:

 

“Closed” if the actual pledge is the same as the original bequest or Closed – Amendment if details have changed.

 

 

Adding a Legacy Payment (Linked to the pledge)

 

Open the Legacy Gift for the constituent (Bequest Pledge Actual)

Click Realised Revenue tab

Click Gift in top menu (top of record)

Open Add Revenue Realised

 

 

Gift Type = Cash

Subtype = Legacy Payment

Date = Today’s Date (F3)

Amount = (Amount)

Campaign = Legacy

Fund = Fund/Pledge (what was said in pledge) (will auto populate from details in legacy gift)

Canvasser = If applicable

Reference = If applicable

Pay Method = usually business cheques (add details – cheque no. & date)

 

Miscellaneous

 

Anonymous = If gift is anonymous

Soft Credit = If alumnus wife/in memoriam etc.

Attributes           = Gift aid = not eligible

= Gift Allocation = to be transferred

= Govt matched funding = no

Tax = set as not qualified

Split Gift = if appropriate

 

When full legacy received: 

 

Go to legacy pledge (Bequest Pledge Actual)

Change gift status to received

Gift has been realised = Ticked

 

Notes:

 

Tribute can be assigned to an individual or organisation if required.

 

Appendix 1

 

Legacy Donor is deceased but Spouse/Executor/Other will be taking over the honouring of the legacy.

If the situation arises that a legacy donor has passed away but a remaining person will be taking over the legacy then the following procedure needs to take place.

Add the bequest pledge actual gift to the record using the processes above but in the Legacy gift status of “Transferred”. This is so we know that the legacy is confirmed and we received notification of it.

On the record of the person who will be taking over the legacy (spouse, partner etc etc) if they don’t have an Raisers Edge record, one will need to be created (see guides on the training website) and then the legacy bequest pledge added to the record (following the process above) so the gift can still be stewarded. Also the relationship to the deceased needs adding. Once the legacy is received the normal process is followed for the bequest actual gift being added. Cash income against the legacy will be added the last legacy donor and soft credited to the original legacy donor.