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  • Adjust CC Fees for Online Donations if the Fund is Changed

    Overview

    The fund for a donation can be changed before the donation is posted and processed. For online donations, this will not automatically change the fund for any CC Fees that were charged in addition to the donation. Follow the steps below to change the fund for CC Fees associated with an online donation. 

    Adjust Fund for CC Fees

    1. Navigate to the profile payment associated with the online donation.
    2. Click on the Deposit ID.
      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_1.png

    3. Unpost and Delete the deposit.
      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_2.png

      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_3.png

    4. Navigate to the Till.
    5. Select the online Payment ID.
      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_4.png

    6. Click [reconcile].
      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_5.png

    7. Choose the correct deposit account.
      • If the donation was processed utilizing Stripe, select the Stripe Account.
    8. Double-check the dates associated with the fees and payment to make sure they are accurate.
      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_6.png

    9. Once all information has been verified, click Reconcile.
      Adjust_CC_Fees_for_Online_Donations_if_the_Fund_is_Changed_7.png
  • Admin Fee Types and Calculations

    Overview

    Admin Fee Types define how your foundation charges admin fees to specific funds. Admin Fee Types have two components: the Fee Type (i.e. how the fee will be assessed), and the Apply Fee (i.e. when the fee will be assessed). Different combinations of Fee Types (such as flat fee, or percent) and the Apply Fee (such as per each donation, or a set interval) can be configured to fit the needs of your foundation and funds.

    Fee Types

    The Fee Type options define how a fund(s) will be charged:

    • Flat fee types ("flat_fee") charge a flat amount at a defined interval, or on a "per each" (donation, invoice, etc.) basis.
    • Percent fee types charge a percentage of a fund's balance at a defined interval, or on a "per each" (donation, invoice, etc.) basis.
    • Percent Range fee types ("percent_range") use tiers (which can also be laddered) to charge a percentage of a funds balance. These are often used on endowed funds with large balances to keep their admin fee costs to a reasonable level.




    Apply Fee Options

    The Apply Fee options define when or how often a fund(s) will be charged:

    • Interval options can be thought of as "fund balance fees", and are used to charge a fund "X" on a monthly, yearly, etc., basis. 
      • Admin fees that are applied at an interval must be processed at the same interval that's defined in the relevant admin fee type. 
      • Interval options do not post until your foundation runs/processes the admin fee transaction.
    • Per Each options ("ea_") are based on volume, and apply a fee to each donation, grant, etc., that's posted by your foundation. 
      • These are often applied to fund types such as fiscal sponsorship, agency, and affiliate.
      • Per each admin fees post automatically when the donation, grant, invoice, etc., is posted with the same date as the transaction date. 
      • Per each options only apply to new transactions and do not apply retroactively.
      • "Minimum yearly fee" does not take "per each" options into consideration.


     

    Please note that interval options such as monthly, quarterly, etc., are mutually exclusive from the per each options. You can't use an interval and a per each option in the same admin fee type. Similarly, you cannot use more than one Apply Fee option in the same admin fee type.

    The table below shows the available fee types, and when/how they can be applied. For example, an admin fee type with a flat fee can be applied on a per each  basis, but a percent range fee cannot be applied on a per each basis.

    Fee Types and Apply Fees

    Y=Yes  N=No

    Apply Fee

    Flat Fee

    Percent

    Percent Range

    Monthly

    Y

    Y

    Y

    Quarterly

    Y

    Y

    Y

    Yearly

    Y

    Y

    Y

    Fiscal Year (fiscal_year)

    Y

    Y

    Y

    Bi-Annual

    Y

    Y

    Y

    Bi-Annual Fiscal Year (bi-annual_fy

    Y

    Y

    Y

     

    Per Each Grant (ea_grant) 

    Y

    Y

    N

    Per Each Internal Grant (ea_int_grant)

    Y

    Y

    N

    Per Each Donation (ea_donation)

    Y

    Y

    N

    Per Each Internal Donation (ea_int_donat)

    Y

    Y

    N

    Per Each Stock (ea_stock)

    Y

    Y

    N

    Per Each Voucher (ea_voucher)

    Y

    Y

    N

    Per Each Invoice (ea_invoice)

    Y

    Y

    N

     

    Calculations and Examples

    For the purpose of this article, and to make a clear distinction between the Percent Range Fee Type, and Flat or Percent Fee Types, we've organized the information and calculations into two parts. The first part covers Flat and Percent Fee Types, and the second part covers the Percent Range Fee Type. 

    Example calculations were created using two example Funds and example Admin Fee Types:

    Example Funds

    • Donor Advised Fund: the fund being assessed/charged admin fees.
    • Operating Fund: the fund receiving the admin fee revenue.

    Example Admin Fee Types



    Please note that this article does not contain example fee types for every "interval" and "per each" apply fee option. However, the process and resulting transaction details will be similar for other apply fee options of the same type ("interval" or "per each").

    Flat Fee and Percent Fee Types

    The examples below compare the resulting transactions of a Flat and Percent Fee Type when applied on a "per each donation" basis, or a "monthly" basis.

    Per Each Example

    In this example, the Donor Advised Fund is assigned a Flat Fee Type of $5 and a Percent Fee Type of 2%- both of which are configured to apply on a "per each donation" basis.

    When the Donor Advised Fund receives a donation of $125 and the donation is posted, the "Flat Fee Type - Per Each Donation" charges $5 (on the $125 donation), and the "Percent Fee Type - Per Each Donation" charges $2.50 (i.e. 2% on the $125 donation).

    Monthly Example

    In this example, the Donor Advised Fund is assigned a Flat Fee Type of $10, and a Percent Fee Type of 2%- both of which are configured to be applied on a monthly basis (instead of a "per each" donation basis).

    As a reminder, interval admin fees (such as monthly) do not post automatically and will need to be processed by your foundation at the interval specified in the fee type. For this example, the admin fees were processed with a "calculate date" (and "post date") of 3/31/2021 (though the post date can be different than the calculate date if needed).

    When the admin fees are processed for the Donor Advised Fund, the "Monthly - Percent Fee Type" charges $54.70 (i.e. 2% on the fund balance of $32,820), and the "Monthly - Flat Fee Type" charges $0.83 (i.e. $10 on the year or 1/12th of $10 per month). 

     

    Percent Range Fee Type

    The example below compares the resulting transactions of a laddered vs. non-laddered "Percent Range Fee Type" when applied to the Donor Advised Fund on a "yearly" basis (i.e. end of calendar year). To highlight the affect of a laddered vs. non-laddered fee type, both fee types were given the same "Fee Percent Ranges" and the Donor Advised Fund had a balance of $15,000 when the admin fees were processed and posted.

    Yearly Example

    The images below show the laddered and non-laddered fee types. As you can see, the percent ranges are the same- the only difference between the two is the Fee Ladder setting.

    This table shows the amount charged to the Donor Advised Fund (with a balance of $15,000) when using a fee ladder vs. no fee ladder.

    Fund Balance ($15,000) % Range Fee Ladder = Yes Fee Ladder = No
    $0.01 1.00% $10 $0
    $1000.01 0.75% $30 $0
    $5000.01 0.55% $27.50 $0
    $10000.01 0.45% $22.50 $0
    $15000.01 0.35% $0 $67.50
      = $90.00 = $67.50


  • Manual Admin Fees

    Manual Admin Fees are used to charge a one-time admin fee to the relevant fund. Rather than having an admin fee type on a fund and then running the admin fees, a community foundation can decide to do a manual admin fee.

    1. Go to Funds to select and view your funds.
      1. Search for your fund in the Search Funds field or click List in the left-side menu.
    2. Click on the Fund ID of the desired fund.
    3. Click on Manual Admin Fee in the left-side menu.manual_admin_fee_1.png

    4. In Create Admin Fees, enter the following: 
      1. Enter a Post Date.
      2. Enter a Description of the Admin Fee being charged.
      3. Enter the Amount of the Admin Fee being charged.
    5. Click Create.
    6. Review the Admin Fee for possible corrections.manual_admin_fee_2.png 
    7. Click Post in the left-side menu to post the Admin Fee.
    The manual admin fee can also be used as a refund. To use the manual admin fee as a refund, you will need to put a negative amount for the admin fee.
    If this is your first time running a manual admin fee as a refund, reach out to your CSM or Support.
  • Exclude An Asset Account from Admin Fees*

    CommunitySuite allows you to remove accounts like Pledge Receivable from administration fee balance calculations. In other words, you can exclude specific asset accounts from your admin fee balance calculations.

    Please note that CommunitySuite uses only Bank and Investment accounts to calculate admin fees. If the Available Daily Balance flag is enabled for a specific admin fee type; CommunitySuite will look at all asset accounts when calculating the admin fees for that admin fee type (unless an asset account was specifically excluded).

    1. Navigate to Admin Fees from the Home page.
    2. Click Fund Fee Types from the left menu.
    3. Select the ID number of the Fund Fee Type.
    4. Select Add Exclude Account from the left menu.

       

    5. From the Account list, choose the Asset account that you want to remove from the Admin Fee calculation.
      • For example, you might exclude the Pledges Receivable (A) account, because the balance has not been realized at yet.

    The selected Account(s) will now be listed under Exclude Account Balances, and will no longer be included during the fee calculation for that particular Fund. 

  • Fund Fee Groups*

    Arrange your funds and apply fees by putting funds in groups. You can create groups of funds in order to process tiered or laddered administrative fees.

    • Users can group related funds for the assessment of fees in Fund Fee Groups. The system will run the tiered ladder fees based on the group total. This allows the system to charge the fees based on the total of all the funds in the Fund Fee Group.
    • Multiple admin fees can be added to a fund by filling in the second admin fee line.
    • The yearly minimum fee will be assessed on the admin fee group as a whole and allocated based on the fund's proportion of the total groups assets.

    If you want to combine funds into an Admin Fee Group, all funds in the group will need to have the same Fund Fee Type assigned before grouping. Fund Fee Types are customizable and you can create as many as needed.

    To assign funds to a fee group follow this workflow:

    • Go to the Funds page or Admin Fee page.
    • From the Funds page click Admin Fee Groups. From the Admin Fee page click Fee Fund Groups.
    • Click Create from the left-side menu.
    • Enter a name and click the Create button.
    • Add the funds to the Fee Fund Group by clicking Edit from the left-side menu.
    • Select the funds that are included in the group by placing a check in the checkbox next to the fund name. 

      • Make sure the funds all have the same Admin Fee Types assigned.
    • Scroll down and click the Update button.
  • Create a Tiered / Laddered Admin Fee*
    • Go to Funds
    • Pick Fund Fee Type from the left-hand side
    • Enter a Name for the fee type you are creating
    • Choose the Percent range fee type
    • Select the Apply fee button

    Next select Edit from the left side of the screen

    • Select the fee ladder checkbox
    • Choose if you are determining the charge based on the Average Daily balance or not (the default is to charge based on balance when the fees are run)
    • Enter an amount if you wish to have a minimum charge per year
    • For laddered or tiered fees, enter the starting minimum balance in the Fund into the first box, then add the % charged in the second column (ie. 0, 0.01)
    • Choose which Fund(s) the tiered fund fee applies to
    • Select Update when done

    You can also add a minimum fee along with the tiered fees to make sure the Fund(s) are paying your administrative costs.

    Example Admin Fee Tiers are

    • Fund Balance is $0 - 249,999.99, charge .01% (1%)
    • Fund Balance is $250,000 - 499,999.99 charge .0085% (.85%)
    • Fund Balance is $500,000 - 999,999.99 charge .0075% (.75%)
    • Fund Balance is over $1,000,000 charge .0065% (.65%)

    If a fund advisor or an organization has multiple funds that you hold, you may wish to tier fees based on the total value of all associated funds.

    Example: if there are three funds with $250,000 each, and you applied the admin fee based on the total of each fund the fees would be:

    • 1% x 250,000 x 3 = $7500 in fees.

    If you employ a tiered calculation for Admin Fees and consolidate the funds, the result is:

    • 1st Fund total is $250,000 x .01 = $2500
    • 2nd Fund total is $250,000 x .0085 = $2125
    • 3rd Fund total is $250,000 x .0075 = $1875

    The total is now $6500 in fees for the organization, or $1000 less than the first example.

    Using Tiered Admin Fees helps foundations to not penalize organizations that create more than one fund for different purposes.

  • Administrative Fee Overview

    Admin fees (e.g. administrative fees or fund fees) refer to the fees that your foundation charges to manage a fund. In CommunitySuite, there are three components to admin fees:

    • Funds
    • Admin Fee Types
    • Accounts

    Components

    Funds

    Admin fees involve two funds: 

    • The fund receiving the admin fee revenue (this will normally be your foundation's Operating Fund).
    • The fund being charged/assessed (such as a Donor Advised Fund).

    Fund Admin Fee Settings

    Within the fund settings of each fund is a section titled Admin Fee Settings. This is where you assign admin fee types to a fund, and can configure advanced admin fee settings such as designating a different fund to pay the fund's admin fees.
    AdminFee1.png

    For more information about the additional settings, log into your site and hover your cursor over the question mark next to a setting.

    Admin Fee Types

    Admin Fee Types define how your foundation charges admin fees to specific funds. Admin fee types have two components: the Fee Type (i.e. how the fee will be assessed), and the Apply Fee (i.e. when the fee will be assessed). Different combinations of Fee Types (such as flat fee, or percent) and the Apply Fee (such as per each donation, or a set interval) can be configured to fit the needs of your foundation and funds. AdminFee2.png

    (Please see Admin Fee Types and Calculations for more information about admin fee types)

    Accounts

    The Admin Fee Revenue and Admin Fee Expense accounts are system default accounts that must be set in order to process admin fees. These are normally configured during your implementation.AdminFee3.png

    When a fund is charged admin fees, the transaction is recorded as a debit in the Admin Fee Expense account, and a credit in the Admin Fee Revenue account- as well as the default Checking Account that's assigned (in the Cash Management section) of the fund. AdminFee4.png

    Please note that if a specific Admin Fee Account has has been designated in the fund's Admin Fee Settings, this will override the default Checking Account specified (in the Cash Management section) of the fund. For example, if you designated an investment account as the Admin Fee Account in a fund's Admin Fee Settings, the checking account (shown in the multi transaction detail above) would be replaced with the investment account.

  • Create a Fund Fee Type

    To create a Fund Fee Type:

    1. Go to Admin Fees from the Home page.
    2. Select Fund Fee Types from the left-side menu.
    3. Click Create
    4. Enter the Name of the Fund Fee Type.
    5. To the right of Fee Type, click the drop-down arrow to select how your Fund Fee Type is calculated (flat_fee, percent, percent_range).
      • Flat Fee ($250 per year, $5 per grant, etc.)
      • Percent (1% of the balance on endowment quarterly, yearly or monthly, or 1% of each transaction, etc.)
      • Percent Range (1% on $0-49,999 funds, 0.5% on $50,000-250,000 funds, etc.)
    6. To the right of Apply Fee, click the drop-down arrow to select when the Fund Fee Type should be charged.
      • Apply Fee options:
        • Monthly
        • Quarterly
        • Yearly (on Dec 31)
        • Fiscal Year
        • Bi-Annual
        • Bi-Annual Fiscal Year
        • Per Grant from the Fund (ea_grant)
        • Per Internal Grant from the Fund (ea_int_grant)
        • Per Donation to the Fund (ea_donation)
        • Per Internal Donation to the Fund (ea_int_donat)
        • Per Public Securities/Stock Donation (ea_stock)
        • Per Voucher paid by the Fund (ea_voucher)
        • Per Invoice (ea_invoice)
    7. Enter the Receiving Fund, if different from the default. This is the fund that will receive admin fee revenue for this fund fee type.
      • The default is the fund set on the Set Admin Fee Fund Page.
    8. Enter the Revenue Account, if different from the default. 
      • The default is is the Admin Fee Revenue account set on the System Default Accounts page.
    9. Click Create.
    10. Next, edit the fund fee type.
  • Edit a Fund Fee Type

    To Edit a Fund Fee Type:

    1. Go to Admin Fees from the Home page.
    2. Select Fund Fee Types from the left-side menu.
    3. Click the ID of the Fund Fee Type you want to Edit.
    4. Select Edit from the left-side menu.
    5. The default fields available for editing are: 
      • Name
      • Fee Type - The Fee Type you select will determine the remaining fields. 
        • Note: 
          • When editing the Fee Type, click Update after selecting a new Fee Type, then select Edit from the left-side menu and new options will display in the Fund Fee Type window.
          • If you want to create an admin fee that does not charge a fee, use the Flat Rate fee type, enter the Flat Amount as 0.00, and name the fee type "No Fee".
        • The available Fee Types are:
          • Flat Fee:
            • Select when to apply the fee from the Apply Fee drop-down list.
            • Enter the Flat Amount.
            • Enter a Minimum Yearly Fee.
            • Assess Min Fee Per Interval - If checked, instead of adjusting the last interval up to meet the minimum yearly fee, the minimum yearly fee will be divided by the interval you have set in Apply Fee and adjust up as needed. For example, if Apply Fee is set to Monthly, and your Minimum Yearly Fee is $120, if you check this box then each monthly fee will adjust up to be at least $10.
          • Percent:
            • Enter a Flat Percent.
            • Check the box next to use Average Daily Balance, or enter the number of trailing quarters that you want to average next to Use Average Trailing Quarters Balance. 
              • Note: You cannot use Average Daily Balance and Average Trailing Quarters Balance on the same Fund Fee Type. You must select one or the other.
            • Enter a Minimum Yearly Fee.
            • Assess Min Fee Per Interval - If checked, instead of adjusting the last interval up to meet the minimum yearly fee, the minimum yearly fee will be divided by the interval you have set in Apply Fee and adjust up as needed. For example, if Apply Fee is set to Monthly, and your Minimum Yearly Fee is $120, if you check this box then each monthly fee will adjust up to be at least $10.
          • Percent Range:
            • Check the box next to Fee Ladder if you want to calculate your admin fees using a fee ladder.
              • The Fee Ladder will charge different percentages as the balance passes each tier. The ranges can be added in the Fee Percent Ranges table below the Fund Fee Type section.
                • Example:
                  Min Balance Fee Percentage
                  $0 10%
                  $100,000 5%
                  • Without Fee Ladder selected, the admin fee would charge 5% on a fund with a balance of $150,000 and 10% on a fund with a balance of $50,000.
                  • With Fee Ladder selected, the admin fee would charge a fund with a balance of $150,000 10% on the first $100,000 and 5% on the $50,000 above $100,000.
            • Check the box next to use Average Daily Balance, or enter the number of trailing quarters that you want to average next to Use Average Trailing Quarters Balance
              • Note: You cannot use Average Daily Balance and Average Trailing Quarters Balance on the same Fund Fee Type- you must select one or the other.
            • Enter a Minimum Yearly Fee.
            • If you check the box Use Post date for Min Fee Calc, then the yearly minimum fee will be determined by the post date, rather than the default of using the calculation date to determine the yearly minimum fee.
            • Assess Min Fee Per Interval - If checked, instead of adjusting the last interval up to meet the minimum yearly fee, the minimum yearly fee will be divided by the interval you have set in Apply Fee and adjust up as needed. For example, if Apply Fee is set to Monthly, and your Minimum Yearly Fee is $120, if you check this box then each monthly fee will adjust up to be at least $10.
            • Update the Receiving Fund, if different from the default. This is the fund that will receive admin fee revenue for this fund fee type.
              • The default is the fund set on the Set Admin Fee Fund Page.
            • Update the Revenue Account, if different from the default. 
              • The default is is the Admin Fee Revenue account set on the System Default Accounts page.
    6. Apply or remove the Fund Fee Type from a Fund by checking or unchecking the box to the left of the Fund name. 
    7. Click Update.
  • Charge Admin Fees

    Once you've created and configured your admin fee types, and applied them to the relevant fund(s), you can charge admin fees.

    Please note that CommunitySuite uses only Bank and Investment accounts to calculate admin fees. If the Available Daily Balance flag is enabled for a specific admin fee type, then CommunitySuite will look at all asset accounts when calculating the admin fees for that admin fee type (unless an asset account was specifically excluded).

    1. Navigate to Admin Fees from the Home page.
    2. Select Change Fund from the left-side menu.
    3. Under Set Admin Fee Fund, select the Fund that will receive the admin fee revenue.
    4. Click Create from the left-side menu.
    5. Under Create Admin Fees:
      1. To the right of Calculate Date, enter when the Admin Fees should be calculated.
      2. To the right of Post Date, enter when the Admin Fee transactions should be posted.
      3. Enter a Description of the Admin Fee being charged.
    6. Click Next to charge the Admin Fees.
    7. Select Post from the left-side menu to Post the Admin Fees.

    If there are Funds missing that should be charged, Funds listed that should not be charged, or other items that need correction, you can correct and re-run the admin fees.

    1. Select the Admin Fee ID #.
    2. Choose Unpost from the left side menu.
    3. Pick Delete to remove all the transactions. 
    4. Make the needed corrections in your system and re-run the Admin Fees.

    For Admin Fees that are assessed quarterly based on the quarter ending market value of the fund follow these steps:

    1. Navigate to to Admin Fees.
    2.  Select Fund Fee Types from the left menu.
    3. Click into the Admin Fee that charges a Percent Quarterly.
    4. Uncheck the box next to Use Average Daily Balance.
    5. Click Update.
    6. Continue to do this for the other fee types as needed.
      • If you change your mind and want to use the Average Daily Balance calculation, just remember to return and check "Yes" on the Average Daily Balance check box.