Adding Pledges

A Pledge is any kind of financial assistance provided on behalf of a client. Pledges are sent to Vendors, which are landlords, utility companies or other businesses to whom a client owes money.

After determining to make a pledge on behalf of a client, a caseworker should enter it into Administry.

1. Log into Administry and search for the client.
2. In the Pledge History box, first ensure that the client is below his or her pledge limit.
3. To add a new pledge, click on the plus sign at the top of the Pledge History box. (If your account lacks sufficient permissions, or if there is a Flag preventing pledges for this client, pledges may not be possible for this client. Contact one of your administrators with questions.)
4. Once the Add New Pledge window opens, search for the appropriate Vendor from the Vendor list. Ensure the mailing address matches the mailing address on the client’s invoice, lease, or bill.
5. If the vendor does not appear in the Vendor list, click “Add a new vendor to this list”. This opens a new window where to enter information for a new vendor. Type carefully - this address and other contact information will be used to submit payment to the vendor! Click save to resume adding a pledge.
6. Caseworkers cannot change the Caseworker field; only administrators can assign a pledge to another caseworker.
7. Ensure the amount of the pledge is entered correctly.
8. In the Note field, enter the client’s account number or invoice number found on their bill. This information will be transferred to the memo line on the check your organization sends to the vendor. Ensure this field contains enough information for the vendor to tie this pledge to your client.
9. If you’d like Administry to automatically remind you to follow up about this pledge, change the “Remind me to follow up...” select box, and then add a note to remind you about follow-up details. Only you will see these notes.
10. Click Save & Close.

Note

Pledges that exceed the annual limit for this client will go into an approval queue and must be approved by an administrator before being finalized.

Note

Pledges made to a new Vendor will go into an approval queue and must be approved by an administrator before being finalized.

Caseworkers can edit their pledges only while they are in the approval queue. Once pledges have been finalized, they cannot be edited or deleted. If a pledge can be edited, an Edit button will appear next to the pledge in the Pledge History List.