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Matching Reward Course of: A Full Step-by-Step Information


As some of the standard types of company philanthropy, matching items are on the rise. This CSR tactic supplies a simple manner for organizations like yours to double incoming donations. Nonetheless, many organizations will not be taking full benefit of matching items⁠—largely attributable to a lack of know-how (amongst donors and workers alike) in regards to the prevalence of the providing and the simplicity of the matching present course of.

Although it may possibly fluctuate primarily based on particular corporations and organizations, the essential matching present course of follows these key steps:

Here's what the matching gift process looks like.

On this information, we’ll dive deep into the matching present fundraising course of in order that your workforce may be well-informed in regards to the alternative at hand.

Use this useful resource to construct confidence in your understanding of matching items; then, you’ll be all set to assist educate your donors in regards to the matching present course of as effectively.

Step 1 in the matching gift process

Step 1: A person donates to a nonprofit.

Step one within the matching present course of happens when a person makes a private donation to a corporation. This can be a prerequisite for the gift-matching initiative, and it’s primarily what kicks off the remainder of the process. In spite of everything, you possibly can’t match a present with no present to match!

Fortunately, there are tons of the way for particular person donors to help their favourite causes. Relying on the businesses the donors work for, completely different giving varieties could also be eligible for matching present program participation.

For instance, a person might give through a money donation, on-line giving web page, peer-to-peer marketing campaign, junk mail, occasion contribution, and extra. In the meantime, some corporations allow staff to offer matchable donations by way of their CSR platform. And others will even match items of securities, akin to shares and mutual funds!


Here's what making a donation can look like in the matching gift process.

Right here’s how the matching present course of can start utilizing an internet donation kind.

Based on matching present analysis on the subject, “The extra choices an worker has to offer and to get their present matched, the extra doubtless they’re to make the most of obtainable firm matching alternatives.”

Step 2 of the matching gift process

Step 2: Their matching present eligibility is set.

Sadly, not each donation made to a charitable group goes to be match-eligible. Not solely do donors must work for taking part corporations to qualify for company present matches, however the donations themselves should additionally meet sure standards in an effort to be authorized. Thus, after a donor submits their private donation, it’s time to find out whether or not that present might be matchable.

So as to take action, you’ll want to match the lately contributed present towards the donor’s employer’s matching present tips. These ought to embrace:

  • Varieties of qualifying staff
  • Varieties of qualifying nonprofit causes
  • Minimal and most match quantities
  • Match submission deadlines
  • Matching present ratios

Although some donors might go into the method absolutely conscious of their matching present eligibility standing (for instance, if their employer had beforehand promoted the chance to its workers), many won’t know whether or not their firm even presents such a program. That’s why an increasing number of organizations are selecting to include matching present promotions instantly following the giving expertise⁠—together with on the donation affirmation web page, follow-up emails, and extra.

Fortunately, high matching present instruments (that embrace entry to a complete matching present database) ought to present your donors with entry to employers’ matching present tips in addition to hyperlinks to company-specific match request varieties. This can allow customers to find out matching present eligibility in only a few clicks.

Here's what determining eligibility can look like in the matching gift process.

A fast search utilizing an identical present database software can present detailed eligibility information.

Step 3 of the matching gift process

Step 3: The person submits an identical present request.

Every matching present a corporation receives is the direct results of an identical present request from a donor to their employer. And although the web submission course of can fluctuate by firm, it sometimes entails the next steps:

1. An worker logs into the corporate’s matching present submission web site.

Whereas some employers develop their very own matching present submission course of internally, most contract behind-the-scenes facilitation of this system to a matching present program supplier designed particularly for the aim. These corporations are sometimes supplied with an internet portal by way of which they handle their employer matching items programming.

Matching gift submission process step 1 - screenshot

For donors seeking to submit their matching present requests, step one is to log into their employers’ on-line portal with their distinctive username and password. (Trace: These with issue logging in might have entry to help help by way of the administration supplier!)

2. The worker searches for the nonprofit they donated to.

As soon as logged into their employers’ giving portal, the employer/donor needs to be prompted to find the group to which they gave from inside an internet database. For instance, a person could also be requested to supply the nonprofit’s:

  • Metropolis
  • State
  • Nation
  • Zip code
  • Title (or key phrases)
  • Tax ID quantity (EIN)

Matching gift submission process step 2 - screenshot

Whereas a donor might not have the entire above data, getting into as a lot of the information as doable will improve the probability that they’re capable of choose the right group within the following step.

High tip! For that reason, we suggest offering your donors with quick access to your group’s contact data and different important particulars, in order that they have all the pieces they should submit their matching present requests.

3. The worker selects the right nonprofit from the search outcomes.

After an worker supplies the requested details about the group they donated to, the matching present administration platform compares information towards hundreds of nonprofits within the system. Usually, a lot of organizations assembly the search standards are then compiled, and the worker is inspired to pick out the right itemizing with which to finish their request.

Matching gift submission process step 3 - screenshot

If the group will not be discovered, the person is often in a position so as to add a brand new group by manually getting into the nonprofit’s data—akin to their mailing deal with and tax ID quantity⁠—to submit their match request.

4. The worker registers their donation.

After deciding on the right group from the supplied listing, the worker donor is then capable of present particulars about their most up-to-date donation to the nonprofit. Data requested will sometimes embrace:

  • Fee sort
  • Donation quantity
  • Donation forex
  • Date of fee
  • Match quantity requested (as calculated utilizing the corporate’s predetermined matching ratio and most match quantity)
  • Non-obligatory anonymity or memorial standing
  • Non-obligatory donation program designation

Matching gift submission process step 4 - screenshot

Finally, this information might be reviewed by the donor’s employer (or matching present administration supplier) to make sure the donation meets the corporate’s matching present eligibility standards.

5. The worker submits their matching present request.

This ultimate step is the best of all of them!

After offering detailed details about their nonprofit donation, the donor is requested to evaluation the knowledge for accuracy and submit their present request to the corporate for processing and evaluation.

Matching gift submission process step 5 - screenshot

Step 4 of the matching gift process

Step 4: The employer critiques and verifies the match request.

At this level, the donor can have accomplished their portion of the matching present course of⁠—and the remaining will fall on the nonprofit receiving funds and the corporate contributing funds, respectively.

Now, the employer will sometimes evaluation the worker’s matching present request and in the end decide whether or not to approve the matching donation. One of many key phases on this course of entails the matching firm making certain that the preliminary donation was truly made. In any other case, they gained’t need to match a nonexistent donation!

Whereas some corporations manually confirm every donation, many make the most of present receipts as proof of a person’s private contribution. On this situation, the corporate will merely analyze the supplied donation receipt and matching present request to make sure the donation meets the corporate’s matching present requirements. If that’s the case, the donation match might be authorized.

Here's what donation verification can look like in the matching gift process.

A present receipt, like this, might perform as proof of a person’s private contribution.

In different circumstances, nevertheless, the group’s workforce might be liable for verifying that the unique donation was made as reported to the donor’s employer. When this happens, the nonprofit might be required to attest to the validity of the unique donation to ensure that the corporate to situation its matching present.

(Tip: should you do get a request for donation verification, see to it as shortly as doable to keep away from pointless delays within the matching present disbursement course of!)

Step 5 of the matching gift process

Step 5: The employer matches the donation.

As soon as the unique donation is verified and authorized, the precise disbursement course of is triggered. In consequence, the corporate providing the matching present will situation its company donation within the quantity supplied by its matching program (sometimes at a dollar-for-dollar charge of the worker’s preliminary present, however relying on the preset matching present ratio).

Right here are some things for organizations to contemplate in relation to this step within the matching present course of:

Disbursement schedules

Totally different corporations have completely different disbursement schedules, so it could take some time for corporations to course of the verification and situation the examine. Many companies go for a month-to-month distribution, however extra details about a particular firm’s timeline can typically be discovered on-line or through the use of a matching present program database.

Grouped donation matches

If an organization receives a number of matching present requests from a number of staff to the identical nonprofit, they might resolve to mix the matches collectively in a single donation.

For instance, let’s say Ashley requested a donation match for $100 and John requested a match for $500, each to the Cat Rescue Membership. Ashley and John’s employer, the House Depot, might present the Cat Rescue Membership with one examine price $600 fairly than two separate donations.

Here's what match disbursement can look like in the matching gift process.

Right here’s what a company matching present might appear to be, as soon as disbursed.

Step 6 of the matching gift process

Bonus Step: The nonprofit thanks its donors!

Although this ultimate step will not be technically required for organizations seeking to improve company income with donation-matching, recognizing donors for his or her participation is a vital element of an optimized matching present course of.

Think about this pattern recognition message, which reads:

“Pricey Jenny,

Thanks to your beneficiant help of Cat Rescue Membership.

We’re happy to tell you that we’ve got simply acquired a company matching present on account of your current contribution. We admire the time you took to provoke the matching present course of.

Cat Rescue Membership drastically appreciates your steady help.


Matching Items Supervisor
Cat Rescue Membership”

Here's what match recognition can look like in the matching gift process.

Right here’s an instance of an efficient matching present recognition.

Following up after receiving a match permits your workforce to shut the loop which will in any other case be left open. If a donor is rarely made conscious that their match request was profitable, they’re not prone to take part in an identical program once more sooner or later. If you verify the completion of the match, nevertheless, you permit a optimistic impression of each your group and the matching present course of for donors to carry onto.

To not point out, sending out a thank-you message after amassing an identical donation lets you talk your appreciation of the donor and their help. As soon as once more, be happy to remind the person of the elevated influence that their matching present has dropped at your trigger.

Matching items can seem to be an immense activity for nonprofits and donors who’re unfamiliar with the packages and all they entail. If you take a better take a look at what’s actually concerned, nevertheless, getting your donations matched is solely doable⁠—some would possibly even say simple!

Simply keep in mind, equipping your workforce with the precise instruments for the job is important, particularly for these seeking to additional streamline and simplify the matching present course of from begin to end.

Fascinated with studying extra in regards to the matching present course of and different strategic company fundraising alternatives? Take a look at our different instructional sources:

Learn more about optimizing the matching gift process with Double the Donation.




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