1. Post Office Notes
Post Office mail is picked daily at 41 Marietta St NW Lobby Atlanta, GA 30303-9997. We have two mail boxes, numbers 1807 and 1808.
Parking is metered on the side street but in front of the building free. If you arrive before 7am parking is free at meters. Park Atlanta fees ticket is $35.
At Mission Support, open the mailbox to your left of the glass doors and add that mail with the rest you’ve picked up.
2. Open Mail
Began separating the mail by donations, individuals and invoices (which goes to the AP person).
Use the envelope opener to open all mail.
2.1. Items to Verify
When you are opening mail there are pieces of information that you should be on the look out for: address changes, name changes, and verifying the amount (write the amount on the coupon).
1 and 2 should match - if coupon will trump check as most won't cross through invalid check information and the address on the coupon most likely was mailed there.
3 and 4 should match = write 4 on the coupon so during data entry and verify it's easy to spot.
2.2. Check and Coupon Placement
Ensure the coupon is in the front and the check is behind lined up in the bottom right corner.
Special Handling or White Mail with No Appeal Codes
For memorial and honor gifts, make a copy of the check and associated material and place them in the black tray outside of the office.
If you receive a check from a foundation, a matching gift or payroll deduction, give those checks to the Director of Grants before processing them.
Anytime there is a restricted gift, make a copy and give it to Jenifer in accounting. Also, if there are checks given to you for a check deposit only that are not donations, make copies for Dearbourn as well
__________
All singles batches should contain a check and coupon. Make sure that the name, addresses, and amounts match on the check and coupons. The address on the check is NOT always right. Sometimes the coupon and envelope have the right address. If there is no coupon, remove the check; look on the outside of the envelope for an appeal code which is usually centered to the left on most envelopes. Add that check to a check only batch. Some envelopes with Atlanta Mission on them will not have an appeal code on them, those envelopes are receipt envelopes and we use the appeal code X153: the x=the envelope type, 15 is the current year, and we use numbers to indicate the current month 1=January, 2=February etc. When there are double digit months, we use the letters A=October, B=November and C=December.
A check only batch is a batch with checks only Most of these checks come in a regular white envelope. We have appeal codes that should be written on the checks for tracking purposes.
All DAF’s DAF’s are donor advised funds i.e.: National Christian Foundation, Fidelity Charitable Gift Fund and Schwab Charitable Fund etc.). The appeal code is V153.
Online Banking- Checks from online banking usually are mailed with 2 to 30 checks at a time in one envelope and will reference online banking. The appeal code for online banking is O153.
White Mail- A check that comes in a white envelope from the post office or some folks buys them to keep at home for such purposes. The appeal code for white mail is W153.
Finally Any Checks coming back from marketing agency piece should have a 4 digit appeal code - do everything to enter a code other than white mail.
See Appeal Codes