Organized Charitable Donation Records

Have I shared with you how I keep track of our charitable donations?

Specifically, I'm referring to the non-monetary items we choose to donate. These are those that we have chosen not to sell outright, pass on to someone in particular, or recycle.

Sometimes, it is just easier to pack items up and donate them, rather than trying to sell them.

Sometimes, the items aren't going to be just perfect for 'so and so'.

Sometimes, the items are too nice to be used elsewhere,

or you aren't ready to take on that project to transform them into something else.

Yes, sometimes, donating items is the best route to take.

And, that's great, because your donation helps someone else!

So, when it comes to donating, and keeping track for tax purposes, 

I believe in keeping it simple.

Three steps to document your donations:

No. 1

  

Take pictures.

 Really!

After the purging session, lay the items on the bed, table or floor and take photos.

Also, if there are brand labels that may increase the donated value of an item,

get them in the picture. 

Then pile the items to be donated into the bag or box, and DONATE them.

No. 2

Next, when downloading pics to your photo files, create a new file labeled 20xx Donations. 

This will be your main donation photo file for the year.

From here individual folders can be set up within the main folder for when donations are made.

Save the photos into these folders, renaming them with Donation and the date - at least with the month and year, or use the exact date if you have that.

No. 3

Did the donation facility provide you with a sheet or slip that acts as the receipt? 

Are there areas to fill out for item type, quantity and value?

Or, do you not have a receipt to prove your donation?

Put your photos to work to create valid documentation for your donations.

There are three easy ways to do this.

Three ways to show documentation for your donations:

No. 1

 

If you choose to fill out that sheet/receipt item for item, then viewing your photos while doing so will make it easy. Having the photos there will remind you what was donated, how much and the condition of the items. Place your itemized receipt in your tax file.

No. 2

Another option is to put the total estimated value on the receipt, print the corresponding group of photos onto copy paper, and attach that documentation to the donation receipt. Place the receipt and photo sheet(s) in your tax file.

When printing the photos, it's not about high quality, size, or even color. Remember, you have the actual photos stored digitally. Choose settings that enable multiple small photos (wallet or thumbnail size) on one sheet. Select the fast, low quality printer settings, and consider printing in gray scale.

No. 3

If a donation receipt is not available - say, the items were taken to a donation bin in a parking lot - then, take an additional photo or two of the items loaded in your vehicle at home, or even where parked when unloading the items with the donation bin in the background.

Be sure to note the date and drop off location in your planner, and consider adding this info to your photo folder name. Then do the same as above, by printing those donation photos as a group onto a sheet of paper, writing the date on the paper and placing it in your tax file.

When it comes time to dig out your tax information for next year's filing,

these deductions will be all ready to go!

Happy donating!

 

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