Donations

If someone donates to a mission trip using cash or check, you can use the Batch Manager Tool. After you enter the donation normally, select the Mission Trip Event and the correct Pledge (trip participant) in the Designations tab of the Donation Details page.

If you provide a scholarship to a mission trip participant, you have a couple of options to record the scholarship against the Pledge:

• Change the pledge amount to reflect the typical fundraising goal minus the scholarship. If needed, you can use the Notes field on the Pledge record to track scholarship details.
• Create a Scholarship Donor and apply a non-cash donation from that donor to the Pledge.

Scholarships

If you give a scholarship to a trip participant, we recommend you keep the internal payments out of MinistryPlatform entirely. Decrease the fundraising goal (Total Pledge) for individuals whose trips are subsidized by other budgets.

For example, Steve has $1,000 coming from two other budgets to cover a trip that is $2,000 per person. Decrease his fundraising goal (Total Pledge) by $1,000 and make a journal entry in your accounting system to move the money (credit the trip, debit the other budget).

Alternatively, create a donation of "Internal" Payment Type by a fake donor ("Internal Transfer") and make a journal entry in your accounting system. Whether this is a manual JE or flows through the usual Batch > Deposit > Export workflow for donations depends on where the scholarship funds come from and if you need to know or record the offset in MinistryPlatform.

Transfers

If a participant changes trips, you might need to transfer money between Mission Trip Participants (Pledges).

Create a $0 Donation with a -$x Distribution to one Participant's Pledge and a +$x Distribution to the other Participant's Pledge. You can assign the donor to a generic Church Donor (for example, Church Admin, Miscellaneous, and so on), or you can create a Donor record for "Internal Trip Transfer".

This likely means that the donations change Programs. So, these $0 transfer donations should flow through the usual Batch > Deposit > Export workflow so that your GL updates accordingly.