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Understanding Payroll Giving Disbursement Statements: Insights for Charities

This conference presentation by Juliet Lupton focuses on the intricacies of disbursement statements related to payroll giving. Charities learn how to interpret these statements from various Payroll Giving Agencies (PGAs), which vary in format and timing. Key information includes donor details, amounts disbursed, employer matching, and additional metrics to help organizations understand donor behavior and improve fundraising strategies. The analysis encourages charities to compare their payroll giving effectiveness to other forms of regular giving, ultimately aiding in optimizing donor engagement and contributions.

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Understanding Payroll Giving Disbursement Statements: Insights for Charities

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  1. Payroll Giving Special Interest Group Conference 2012 Understanding the Money – Disbursement Statements Juliet Lupton

  2. Information for all charities……..from the bank statement 8 Jun Automated Credit CHARITABLE GIVING1 PAYROLL GIVING 1234.56 28 Jun Automated Credit CAFGYE31000780095 GYE31000780095 4567.89 29 Jun Automated Credit CHARITIES TRST PYM CT247 6789.01

  3. Disbursement Statements • Each PGA supplies to their own format • Each PGA has their own scale of charges • Each PGA disburses to their own timing • Each PGA has their own support mechanism for queries • All supply by email to minimise costs

  4. Information contained in Disbursement Statements • For Each Donor • Donor’s Employer • Donor’s Name • Donor’s Address • PGA Reference Number • PFO • Amount Disbursed • Amount of Employer Match (if any) • New donor indicator

  5. Additional Information from some PGAs • Gross Donation Amount • Administration Charges • Net Donation Amount • Additional Reference Numbers

  6. Variations in Disbursement Information • Donor chooses to be anonymous • Employer chooses to be anonymous • Donor identified but no address details provided • Indication of multiple donor payments

  7. Disbursement Processing • Reconcile disbursement total to bank statement! • Identify new donors and match to donor pledges • Record PGA reference number • Record additional donor information provided by PGA • Identify new donors without a pledge • Create a new donor record to facilitate donation tracking and communication

  8. Disbursement Processing cont… • Record donation amounts from new and ongoing donors • Confirm that donation amount updates match to disbursement totals

  9. Information NOT in a Disbursement Statement Who did Not make a donation! Who has cancelled their pledge! Who has left their employment/ retired!

  10. Time for Analysis I • Donors • Donors who failed to give when their colleagues made donations • Donors giving different amounts

  11. Time for Analysis II • Employers • Employers not supplying donations for any employees • Employers changing administration charge policy • Employers changing matching policy • Employers making annual/ one-off match

  12. Time for Analysis III • Overall • No of donors giving for first time v pledges outstanding • Changes in donation amounts

  13. Forecasting Future Income • Past Donor Performance • Success rate for new donor recruitment • Lapse rates • All based on your charity’s donor data as every charity is different!

  14. What might be unique? • Your charity’s reliance on particular employers/ industry sectors for donors • Past successful campaigns • Level of appeal of competitor charities

  15. Useful Metrics (Annual) • Change in average/ median donation amounts • Change in average donor life span • Change admin charge payment rates • Change in employer matching levels

  16. In Conclusion • Your results are going to be fascinating and will enable you to compare payroll giving against other forms of regular giving from a position of knowledge

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