Policy - Inventory Management
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Human Resources
Policy Name: Inventory Management Policy
Origination Date: April 2025
PurposePurpose:
The Inventory Management Policy establishes standards for tracking, controlling, and managing all organizational inventory assets within our donation processing operation. This policy ensures accurate recording, efficient handling, and proper safeguarding of incoming mail, donor checks, cash donations, and processing supplies. The policy promotes accountability and minimizes loss while maintaining optimal processing efficiency and accurate financial reporting.
ScopeScope:
This policy applies to all inventory items owned or managed by 633Donor Solutions within the donation processing operation and all personnel involved in mail opening and donation processing. It covers procedures for receiving, sorting, opening, and processing incoming mail, as well as documentation requirements for donations. The policy establishes guidelines for tracking incoming mail volumes, donation processing throughput, and reconciliation procedures.PolicyPolicy:
Mail Receiving and TrackingTracking:
All incoming mail must be logged upon arrival with date, time, quantity of mail, and receiving staff member's signature for chain of custody verification. Unopened mail must be stored in a secure area with restricted access and continuous monitoring until it can be processed by authorized caging personnel. Batch control numbers must be assigned to groups of incoming mail to maintain tracking throughout the entire donation processing workflow.
Donation Security and HandlingHandling:
All checks, cash, and negotiable instruments must be processed by two-person teams with dual control procedures to ensure accountability and prevent loss. Daily reconciliation reports must compare the number and value of donations processed against the number of pieces opened to identify any discrepancies. All donation processing workstations must be cleared of materials at the end of each shift with no checks or cash left unsecured overnight. Video surveillance must cover all areas where donations are handled with footage retained according to financial compliance requirements.
Processing Supplies ManagementManagement:
Critical supplies including endorsement stamps, deposit bags, and donor acknowledgment materials must be inventoried weekly to ensure adequate stock for uninterrupted operations. Equipment such as letter openers, check scanners, and data entry terminals must be logged in and out by operators with performance issues documented immediately. All supply requisitions must be approved by supervisors with usage rates monitored to identify inefficiencies or potential process improvements.
Compliance and Reporting StandardsStandards:
Daily batch processing reports must document the number of donations received, processed, and deposited with supervisory verification of totals and exceptions noted. Exception handling procedures must be documented for special situations including anonymous donations, foreign currency, and damaged checks. Monthly reconciliation between processed donations and bank deposits must be performed by staff independent from daily processing operations. Quarterly compliance audits must verify adherence to all donor privacy regulations, financial controls, and organizational policy requirements for donation handling.
This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.