DONATION ENVELOPE INSTRUCTIONS
01/01/2015
Turning in Donations
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All normal donations can be turned in using the white donation envelopes
Envelopes should be filled out according to the information below and be sealed and handed to one of
our accounting chairs.
Business Card & Track Sign donations can be included in the white envelopes. Make sure that the
form and business card (if applicable) is also included. These will be provided to the Sponsorship
chair after the donations are counts.
Luminaria Forms for bags that still need to be created can also be included in the envelope. They will
be provided to the luminaria chair. If you are making the bags yourself, we do not require the form.
Several Bank Nights will be scheduled before the actual Relay event in order to turn in any cash or
checks you might have. You will be notified by email and at meetings about what nights will function
as bank nights. For safety reasons we cannot post these dates on the website or Facebook page. If
you need information on these dates and times, please contact the accounting chairs at
[email protected]
Donations will be picked up three times during the course of Relay. Those times will be provided to
you upon your team captain checking in at registration at the event. You will receive a kit with
donation envelopes, times and instructions. (Please note that there will be two additional colored
envelopes that will be used for Day of Event sales and Raffles. Instructions will be included for what to
use those envelopes for, but the backs can be filled out the same as the white envelope.)
Summary
Offline donations are processed by our accounting chairs and then uploaded to the website via our offline
donations chair. In order to ensure the accuracy of the accounting process, please follow the guidelines below
on how to fill out the donation envelopes. Please note that whatever information we receive from you will be
what is used to load these donations onto the Relay website. We count on you in order to make sure the
information is accurate. While we are able to change the soft credit of a donation on the website, we are
unable to split amounts after they are uploaded. Please fill out the information carefully.
The next two pages will provide step by step instructions on what information to fill out on the envelope. Only
the fields that are numbered will need to be filled out. The rest can be disregarded.
NEWARK RELAY FOR LIFE
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DONATION ENVELOPE INSTRUCTIONS
01/01/2015
Back of Envelope
The back of the envelope should be where you note which participants on your team will be receiving the
donations inside.
Please note that the design of the envelopes is less than ideal, so when you fold down the flap to seal it before
you turn it in, the first 4 lines will be covered. Please start your entries on line 5 in order to have this
information legible for the offline donations chair.
1.
2.
3.
4.
Participant/Team Member Name (If it’s for the team as a whole, please just put the team name)
Total Cash Donations for that team member
Total Check Donations for that team member
Total for checks and cash for that team member
Repeat steps 1-4 for all team members with donations to turn in. Multiple team members can all be included
in one envelope.
5. Total of all cash in envelope
6. Total for all checks in envelope
7. Total of all cash and check in envelope. Total amount of deposit.
NEWARK RELAY FOR LIFE
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DONATION ENVELOPE INSTRUCTIONS
01/01/2015
Front of Envelope
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Team Name
Total of Cash Donations (Do not include Luminaria Sales)
Total of Check Donations (Do not include Luminaria Sales)
Total of all Non-Luminaria Donations
Total of Cash from Luminaria Sales Only
Total Checks from Luminaria Sales Only
Total for all Luminaria Sales
Total Cash Donations (should match #5 from back of envelope)
Total Check Donations (should match #6 from back of envelope)
Total of all Cash and Check in envelope (should match #7 on back of envelope)
NEWARK RELAY FOR LIFE
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DONATION ENVELOPE INSTRUCTIONS
01/01/2015
Sample Envelope
Please see pictures below of a sample envelope which has been filled out for multiple team members with
checks and cash.
NEWARK RELAY FOR LIFE
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