DONATIONS

POLICY STATEMENT.

The Division of Veterans Healthcare Services (DVHS) requires that each of the New Jersey Veterans Memorial Homes (VMH) develop and incorporate a systematic program and process of accountability and acknowledgment of all donations of gifts, time, money, or related resources.

 

PURPOSE.

This policy and procedure shall serve to ensure veterans home residents are afforded the benefit of all items and resources donated to each of the New Jersey Veterans Memorial Homes either by individuals, interest groups, or community organizations.

 

PROCEDURE.

    1. New Jersey Veterans Memorial Homes
    2. The New Jersey Veterans Memorial Homes will develop and incorporate a “donation” program that will ensure the accountability and acknowledgement of all donations for the benefit of residing residents.
    3. Activities Department
    4. Accountability for donations:
      4a. Accept all appropriate donations.
      4b. Complete the donation form.
        4b. Issue a copy of the completed donation form to the donating party.

 

    5. Inventory all donations on an approved log or ledger.
    6. Distribution of donated items:
    7. Distribute all donations to the appropriate areas.
        7a. Equipment, toiletries, clothing, gifts, etc., shall be distributed to designated areas
        7b. Money shall be forwarded to the Business Office for deposit in the Welfare or General fund for general use or for the purpose intended.
        7c.  Food items shall be forward to the Food Service Department.
    8. Acknowledgments:
    9. Individual thank you letters will be drafted for all donations.
    10. Donations of $5,000 and above will be acknowledged with a formal presentation.
    11. For donations under $5,000, the donor may provide their own publicity.

    12. All thank you letters will be signed by the Chief Executive Officer or designee.

    13. Record Maintenance:

    14. Records of miscellaneous donations and monetary donations of $3,000 or less will be held on file for a period of three (3) years.
    15. Records of monetary donations of $3,000 or more will be held on file for a period of five (5) years.

 

Revised:  June 2007

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