Gift Processing & Reporting

How Gifts Are Made 

Most donors make their contribution to the Partners in Charity Appeal directly by mail to the development office; online via the website; or at their parish during an in-pew collection or in response to a parish mailing. Diocesan employees also have the opportunity to give via payroll deduction. Gifts of Stock are also accepted; please visit the website or contact our office for instructions. 

Gift Types & Payment 

There are two main types of gifts: 
1) Cash Gifts are one-time gifts with immediate payment.  
2) Pledge Gifts are a promise to contribute a certain amount which is then fulfilled over a period of time. . 
Regardless of gift type, donors have the option of receiving a reminder statement or providing credit card info on the pledge slip. Some parishioners may enclose cash in their envelope. Please do not mail cash payments; instead send a parish check. All checks should be payable to “Partners in Charity Appeal”. 

Direct/Online Gifts & Reports 

Direct and Online gifts received at the Development Office are processed daily.  
Any new gifts received after September 1, 2021 have been applied to the 2022 Appeal. Because of this, your parish may already have gifts credited toward your 2022 Goal. 
If you would like a report listing the total of direct and online gifts that have been credited to your parish, please contact Michael Gillespie at mgillespie@worcesterdiocese.org 508-929-4368. These reports will be available by request starting February 1, 2022. 

Parish Gift Processing 

Your parish has completed the in-pew solicitation or mailing and now has many completed pledge envelopes! Here’s what you need to do next: 

1. Open the pledge envelopes 
2. The provided labels with your parish number and their PIC account number, name & address which should be affixed to the “OFFICE USE ONLY” space. This speeds up data entry and ensures proper credit is received.  
3. If there is no label please write your parish number in the right hand corner of the “OFFICE USE ONLY” space to ensure parish credit. 
4. Record the donor and gift information on a Parish Collection/Donor Information Report. See Parish Donor Reports below for more information. 
5. Mail the original pledge card and completed report to the Development Office along with payment(s). See Submitting Parish Gifts below for more information. 

Parish Donor Reports 

Parishes are asked to send in gifts collected weekly with accompanying payments and reports. A sample sheet has been provided and is also available above for download on the partners-charity.net website under “Parish Resources.” Please number each report and record the date submitted. This report should include: 
Donor Name 
Donor Address 
Total Gift Amount 
Amount Enclosed 
Balance Due 

*Please also note if the gift is being matched or paid by credit card.* 

Understandably, some parishes may keep track of the gifts that are collected in an Excel Spreadsheet or similar document. If this is the case, there is no need to fill out a separate donor information/parish collection report, as long as the all the above information is included. A print-out of your Excel file or report will suffice.  

Submitting Parish Gifts for Processing  

Please process and mail in new gifts on a weekly basis. Each packet should include individual pledge slips (with labels!), the completed Parish Collection Report (see above) and an accompanying check(s) made out to Partners in Charity for the “Amount Enclosed” on the report. The preferred method is to submit one parish check for the enclosed amount, however if your bank will not let you deposit checks made out to Partners in Charity, it is fine to forward them as is. Again, please do not submit cash. 

For accounting purposes, if we do not receive a check for the total gift amount with the envelope(s), or the amount received does not equal the “amount enclosed” on the donor report we will not be able to enter any gifts from that report into the system. The office will contact the parish to reconcile the difference. Any discrepancies between the pledge cards and donor reports and check amount totals will delay gift entry. 

If you have any questions, please do not hesitate to contact Hillary Watson at 508-929-4366 or development@worcesterdiocese.org.