SayPro Program Coordination for Employee Donations and Matching Procedures

Streamlined Registration | Matching Criteria Compliance | Accurate Charity Allocation

Objective

The primary goal of SayPro Program Coordination is to oversee and ensure the smooth operation of the employee donation matching program. This includes managing the registration process for employee donations, verifying that donations meet matching criteria, ensuring they are directed to the correct charities, and maintaining accurate records. The outcome is to ensure the program is transparent, compliant, and supports both SayPro’s and the employees’ philanthropic goals.

Key Responsibilities of Program Coordination

The program coordinator has several key responsibilities to ensure the donation process is smooth, compliant, and effectively managed:

1. Employee Donation Registration Process

The first step in the program coordination process is to facilitate the registration of employee donations. This ensures transparency and accurate tracking of donations.

A. Employee Donation Submission

• Donation Platforms: If SayPro uses an online platform (e.g., Benevity, YourCause, or CyberGrants), employees can easily submit their donations electronically.
• Manual Registration: If donations are submitted via paper forms or email, a designated team member or program coordinator must enter the donation details into the system manually.

B. Information Required for Donation Registration

To ensure that donations are properly tracked, each submission must include:

• Employee Name
• Donation Amount
• Date of Donation
• Charity Name (ensuring that the charity is eligible for matching)
• Proof of Donation (e.g., donation receipt or transaction confirmation)
• Employee’s Contact Information (for follow-up, if needed)

Example:

• Employee Name: John Doe
• Donation Amount: $250
• Charity: Habitat for Humanity
• Donation Date: April 20, 2025
• Proof of Donation: Donation receipt (PDF)

2. Verification of Matching Criteria

A. Confirming Matching Criteria Compliance

Once the donation is submitted, the program coordinator must verify whether the donation meets SayPro’s matching gift criteria. Matching criteria typically include:

• Minimum and Maximum Donation Amounts: Ensure the donation amount falls within SayPro’s eligible range (e.g., SayPro may only match donations between $50 and $2,500).
• Eligible Charities: Confirm that the chosen charity is part of SayPro’s approved list or is an eligible 501(c)(3) nonprofit organization.
• Employee Eligibility: Ensure the employee is eligible for the matching program (e.g., full-time employees, retirees, etc.).
• Donation Timing: Confirm that the donation falls within the eligible matching period, typically aligned with SayPro’s fiscal year or specific donation windows.

B. Tools for Verifying Matching Criteria

• Automated Platforms: If using a platform like Benevity or YourCause, much of the verification process is automated (e.g., matching rules are built into the system, and eligible charities are vetted automatically).
• Manual Verification: If the process is not automated, the program coordinator must manually verify whether the charity is eligible (using resources like GuideStar, Charity Navigator, or IRS databases) and check that the donation meets SayPro’s criteria.

Example:

• Employee Donation: $150 to Habitat for Humanity
• Matching Gift Criteria:
  • Minimum Donation: $50
  • Charity Eligibility: Habitat for Humanity is an IRS-qualified nonprofit
  • Employee Eligibility: John Doe is a full-time employee
• Outcome: Donation is eligible for matching.

3. Donation Allocation and Charity Distribution

A. Ensure Proper Allocation of Donations

After verifying that the donation meets the matching criteria, the program coordinator is responsible for allocating the donation and matching funds to the correct charity. This should include:

• Employee’s Selection of Charity: The donation should be allocated to the charity the employee has chosen, ensuring there are no errors in the transfer.
• Matching Contributions: For each verified donation, SayPro matches the amount according to the company’s match policy (e.g., $1 for every $1 donated).

B. Charity Confirmation and Allocation

The program coordinator should:

• Confirm Receipt: Contact the charity to confirm that the donation (employee’s contribution plus the match) has been received and allocated correctly.
• Send Acknowledgement: Provide employees with confirmation that their donation has been matched and successfully allocated to the charity.

Example:

• Employee Donation: $150 to Habitat for Humanity
• SayPro Match: $150
• Total Donation to Charity: $300
• Charity: Habitat for Humanity
• Employee Acknowledgement: John Doe is notified that his total donation of $300 has been successfully processed.

4. Donation Tracking and Record-Keeping

A. Accurate Tracking of Donations

To maintain accurate records, the program coordinator should log all relevant data for each donation:

• Employee Information (Name, ID, Department)
• Donation Details (Amount, Date, Charity)
• Matching Status (Matched or Pending)
• Charity Information (Name, Contact Info, IRS Status)
• Proof of Donation (Donation Receipt)

This information can be maintained in a centralized donation management system or spreadsheets (if using a manual system), ensuring that the data is readily accessible for reporting and audit purposes.

B. Generating Reports

• Regular Reports: Generate periodic reports on donation activity, matching contributions, and overall program participation. Reports should include:
  • Total Donations: Track the total amount donated by employees and matched by SayPro.
  • Charity Allocation: Include the total allocated to each charity.
  • Employee Participation: Provide insight into how many employees are participating in the matching program.
• Audit Compliance: Ensure that all donations, matching gifts, and allocated funds are properly recorded and ready for auditing, either internally or externally.

Example Report:

5. Communication with Employees and Charities

A. Employee Communication

The program coordinator must regularly communicate with employees to:

• Acknowledge Donations: Send a confirmation email to employees acknowledging their donation and detailing the matching contribution.
• Update on Status: If there are delays in the matching process or any issues with charity allocation, keep employees informed.
• Provide Annual Updates: Summarize the results of the program at the end of the year, including total donations, matching contributions, and charity impact.

Example Email to Employee:

• Subject: Your Donation to Habitat for Humanity has Been Matched!
• Message: Dear John, thank you for your generous donation of $150 to Habitat for Humanity. We are pleased to inform you that SayPro has matched your donation, contributing an additional $150. The total $300 has been successfully allocated to Habitat for Humanity. Your support is making a difference!

B. Charity Communication

Coordinate with the charity to:

• Confirm Donation Receipt: Ensure the charity receives both the employee’s donation and the matching funds from SayPro.
• Provide Impact Reports: If available, send the charity any updates or impact reports from SayPro, showing how employee donations have contributed to their programs.

6. Reporting and Auditing

A. Regular Financial Reports

Prepare financial reports that summarize the donation matching activity, including:

• Total Employee Donations: Report on the total amount donated by employees.
• Total Matching Funds: Report on the total amount SayPro has matched.
• Breakdown by Charity: Show how donations have been allocated to different charities.
• Employee Participation: Track how many employees have participated in the donation matching program.

B. Auditing and Compliance

Ensure that the program is audited periodically for compliance with:

• Matching Criteria: Donations must meet SayPro’s criteria before being matched.
• Charity Eligibility: Only approved charities should receive donations.
• Record Accuracy: All data should be accurate and up-to-date.

Outcome and Benefits

By overseeing the registration of employee donations and ensuring proper matching procedures, SayPro will:

• Enhance employee engagement in charitable giving by ensuring a streamlined, transparent process.
• Maintain compliance with matching gift policies and charitable regulations.
• Maximize the impact of donations by ensuring the matching funds are allocated correctly to the intended charities.
• Build stronger relationships with both employees and charitable organizations, reinforcing SayPro’s commitment to social responsibility.