Booster Club Payment Processor Reconciliation Checklist: Match Online Gifts, Fees, and Deposits
A booster club payment processor reconciliation checklist is the step-by-step process a treasurer uses to match every online gift, sponsorship payment, and event registration collected through a payment platform — PayPal, Stripe, Square, Give Lively, Zeffy, or any similar processor — against three records: the processor’s own transaction report, the organization’s internal donor and sponsor ledger, and the bank statement showing the net deposit after fees are deducted. Online payment processors do not send one deposit per gift. They batch transactions, deduct fees before depositing, and sometimes hold funds for days. Without a formal reconciliation process, booster club treasurers frequently encounter unresolved gaps between what donors gave, what the processor reported, what the bank received, and what the organization recorded — each gap a potential audit finding and a potential donor acknowledgment error. This checklist covers every step of the reconciliation process from report export through bank deposit matching, fee verification, and recognition record updates.
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