Silent Auction

TABLE OF CONTENTS

Printables

Including bid sheets, invoice template, etc: https://utexas.box.com/s/3adqieb52kg34pa9cmoz25g0bxmebcow

IMPORTANT: You cannot give people a "Receipt" for the silent auction items they win. We give them a "certificate of authenticity" instead so they can't claim on their taxes. See file in UT Box above

How to take auction payments

See old printable versions on Box https://utexas.box.com/s/83n0pkuhkhj7k9vqsjtczfzizxxukfek

Go through bidding sheets to find successful bidder.
Connect with the person who successfully won the item. Please keep at least the initial contact to the SAGA email.
1. Texting and phoning is a good option. You can use SAGA’s Google Voice & Gmail number by going to voice.google.com or downloading the Google Voice app on your phone.
2. You can also email. As stated above, please send all emails from SAGA's email. Sometimes people won't reply, so only then use a personal email.
Get them to pay. You can either do so by a virtual invoice, in person, etc.
1. Square + Payments + Donations: Do NOT give out receipts with square reader when it prompts you. Please fill out a Certificate by hand instead.
2. Alternately, get them to submit a payment through the Become a SAGA Patron! "One time patron" option. Double check on the SAGA iPhone Square account that the payment went through before giving them the item.
Fill out a printed certificate. Keep the SAGA half and give the other half to the buyer. We do not give out receipts. We give out certificates!
1. This purchase is NOT tax deductible.
2. AGAIN: NO RECEIPTS! ONLY CERTIFICATES
Keep the “SAGA” half of the receipt and put in envelope.
Take a photo of the SAGA half of the certificate ASAP and upload it to the Receipts folder. (Upload instructions on Budget & Accounting)
After, enter ALL donations in the budget sheet in Google Drive

Other Notes:

Never keep credit card information. As soon as the payment has gone through, use the paper shredder in the mailroom to shred the card.