💼 SayPro Program Coordination for Employee Donations and Matching Procedures

Efficient Donation Management | Criteria Compliance | Accurate Charity Allocation

🔹 1. Objective

To ensure that employee donations are properly registered, verified for matching eligibility, and correctly allocated to appropriate charities. The goal is to streamline the process, enhance transparency, and maintain accurate records while adhering to SayPro’s matching gift policies.

🔹 2. Key Responsibilities

The core responsibilities in Program Coordination include:

🔹 3. Donation Registration Process

A. Employee Donation Submission

The process begins with the employee submitting a donation for approval. This can be done via an online portal, donation forms, or email.

• Online Portal: If SayPro uses an employee donation management platform (e.g., Benevity, YourCause, or CyberGrants), employees can submit their donations directly through the system, which automatically logs details.
• Manual Forms: If donations are manually submitted (e.g., via paper forms or email), a designated team member or coordinator must input the data into the donation tracking system.

B. Required Information for Donation Registration

The employee donation submission should include key information:

• Employee Name
• Donation Amount
• Date of Donation
• Charity Name (to ensure it’s an eligible charity in the program)
• Receipt or Proof of Donation (to verify the donation was made)

Example Submission:

• Employee Name: Jane Doe
• Donation Amount: $200
• Charity: Red Cross
• Donation Date: April 10, 2025
• Proof of Donation: Donation receipt (PDF or image)

🔹 4. Verification of Matching Criteria Compliance

A. Ensure Donations Meet Matching Gift Criteria

Once an employee’s donation is registered, the next step is to verify that the donation qualifies for matching under SayPro’s program. The criteria can include:

• Donation Amount: SayPro may have a minimum or maximum donation threshold for matching.
• Eligible Charities: The charity must be registered and approved by SayPro. It could be an IRS-qualified 501(c)(3) nonprofit organization (if operating in the U.S.) or meet specific global standards if international charities are included.
• Employee Contribution: Some companies may limit matching to specific employee contributions or a certain percentage of the employee’s annual salary.
• Donation Timing: Ensure that donations made during the matching period are eligible (e.g., fiscal year, specific donation windows).

B. Validation Tools and Process

If using an automated system, the matching criteria validation is often handled by the platform:

• Automated Verification: Donation portals often have built-in tools to verify whether the charity is eligible for matching and if the donation meets criteria. These tools validate charity status via public databases (like GuideStar or Charity Navigator).
• Manual Validation: If SayPro is managing donations manually, the program coordinator should use official resources to validate charity status and check the donation amount against matching thresholds.

🔹 5. Matching Gift Allocation

A. Confirm Eligible Donations for Matching

Once a donation is confirmed as eligible, the next step is to allocate the matching funds:

• Match Allocation: For eligible donations, the matching contribution should be recorded as part of the employee’s total donation and allocated to the same charity. For example, if an employee donates $200, and SayPro matches it with $200, the total allocation to the charity is $400.
• Communication: Notify the employee of the matched donation and confirm the total amount being allocated to the charity.

B. Ensure Correct Charity Allocation

Each donation must be correctly allocated to the charity the employee has selected. This is a crucial step, as misallocation can affect both the employee’s and SayPro’s reputation with the charity and employees. For larger companies, charity directories or tools like Benevity can help track which charities are registered and which donations are allocated.

🔹 6. Tracking and Reporting Donations

A. Maintain Accurate Records

To ensure compliance, transparency, and accountability, SayPro must track the following data:

• Employee Name
• Donation Amount
• Charity Name
• Match Status (Matched or Pending)
• Date of Donation
• Matching Contribution Amount (if applicable)
• Charity Confirmation of Donation (if available)

This information can be maintained in a centralized database or donation management system for easy access and reporting.

B. Report to Development Office or HR

Regularly report on the total donations and matching contributions to the development office or relevant departments. These reports should include:

• Total Employee Donations
• Total Matching Donations
• Number of Employees Participating
• List of Charities Receiving Donations
• Projected Matching Funds for Future Events

Example Report:

• Employee Donation: $200
• Matching Gift: $200
• Charity: American Cancer Society
• Total Donation to Charity: $400
• Employee Name: John Smith
• Donation Date: April 15, 2025

C. Provide Transparency to Employees

Send a quarterly or annual report to employees summarizing the matching gift program, highlighting how their contributions have supported charitable causes. This reinforces SayPro’s commitment to community engagement and encourages future participation.

🔹 7. Coordinate with Charities and Employees

A. Charity Communication

SayPro must establish a system for confirming that the donations have been received and allocated by the charity:

• Charity Confirmation: Work with charities to confirm receipt of both employee and matching donations. This can be done via email or through automated tools in donation platforms.
• Thank You Letters/Receipts: Ensure charities are sending thank you letters or donation receipts to employees for tax deduction purposes. SayPro may also send a thank-you message to the employee to reinforce their participation.

B. Employee Communication

• Donation Acknowledgement: After the donation and match are verified, send employees an acknowledgment email outlining the donation amount, matching funds, and the charity the funds will support.
• Status Updates: In case of any delays or issues, keep employees updated on the status of their donations and matching procedures.

🔹 8. Best Practices and Considerations

A. Regular Audits

Conduct periodic audits to ensure that donations are properly recorded and matched. This ensures compliance and catches any errors before they escalate.

B. Clear Communication

• Provide clear guidelines to employees regarding the matching process, including eligible charities, donation thresholds, and submission deadlines.
• Regularly update employees on how they can participate in the program and any changes in criteria or eligible charities.

C. Technology Integration

• Leverage Donation Platforms: Automate much of the process by using donation platforms like Benevity or YourCause, which can streamline both donation submission and matching procedures. These tools can automatically verify charity eligibility, track donations, and ensure compliance with matching guidelines.

🔹 9. Outcome: Why This Matters

Effective program coordination ensures that:

• Employee engagement in the donation program remains high due to streamlined, transparent processes.
• Matching funds are distributed correctly, promoting SayPro’s corporate responsibility and community engagement.
• Tax benefits and recognition are appropriately given to employees and charities, enhancing overall trust in SayPro’s program.
• Compliance with matching criteria is maintained, ensuring no errors or misallocations occur.