Perfection is rarely, if ever, found in real life. Everything, no matter how seemingly wonderful, tends to have at least one slightly less-than-perfect quality. That amazing, rent controlled apartment might have a leaky radiator. That excellent, hole-in-the-wall restaurant is four miles away and completely off the train line. And of course, even the very best United Way campaigns have their share of paperwork.

It’s true. No matter how amazingly your campaign went, how much you exceeded goals or how much you impressed the top brass, you still have to wrap up your campaign. So after the awards are given out and the celebratory cake is eaten, now you get to focus on the most important thing you hate to do—reporting!

There is good news, though…

United Way has reporting down to a science and we have plenty of ways to make the process easier for you. One rule applies, though: report early and report often. Without getting into all the super-fun, technical aspects of pledges, payments, taxation and allocation, United Way really just needs a few documents that make those pledges legal. Before we can inform our marvelous partner agencies they can expect program funding, our marvelous group of auditors must first put their marvelous stamp of approval on our marvelous projected year-end allocations.

(Editor’s note: You caught us—the audit may not be that happiness-inducing, but the process has to be strict, so that we can ensure good stewardship of donors’ contributions;)

But seriously, what really needs to be done after the awards/cake?

1. A Campaign Report: This is a simple little report that captures the detail of the campaign results. In order to document a pledge, auditors require a written confirmation stating the final results. The Campaign Report, if signed by the Campaign Leader, is ideal for this result. Download it directly by clicking here.
2. An Email: In many cases, an email will be sufficient to pass auditing standards, as long as that email; a) comes from the Campaign Leader’s work account, b) is signed at the bottom and c) specifically states the results. “At closing, our campaign raised $54,874 from Employee gifts of cash and checks. These funds were sent to Lock Box Bank, Inc.”
3. eWay: Campaigns that use an electronic pledge capture system may be able to provide all the summary documentation required. Check with your fundraising manager.
4. Pledge Cards: If all else fails, submitting pledge cards allows United Way to thank donors and process designations.

So while reporting may not be the more enjoyable than planning the chili cookoff, it is an essential function of the overall campaign process. In a nutshell, accurate and timely reporting ensures that your organization’s donations make it our partner agencies. It also ensures that your donors are thanked properly and that your company is fully recognized for its great, meaningful contribution to the community. Reporting is the important (yet sometimes feared) step in the funding process which allows United Way (with your support, of course) to make the difference in Metropolitan Chicago. Good luck!