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

As one of the in style types of company philanthropy, matching items are on the rise. This CSR tactic offers a simple approach for organizations like yours to double incoming donations. Nevertheless, many organizations should not taking full benefit of matching items⁠—largely on account of a lack of awareness (amongst donors and employees alike) in regards to the prevalence of the providing and the simplicity of the matching reward course of.

Although it will possibly fluctuate based mostly on particular corporations and organizations, the essential matching reward 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 reward fundraising course of in order that your crew could 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 reward course of as properly.

Step 1 in the matching gift process

Step 1: A person donates to a nonprofit.

Step one within the matching reward course of happens when a person makes a private donation to a company. It is a prerequisite for the gift-matching initiative, and it’s basically what kicks off the remainder of the process. In any case, you may’t match a present with no reward to match!

Fortunately, there are tons of how for particular person donors to assist their favourite causes. Relying on the businesses the donors work for, totally different giving varieties could also be eligible for matching reward 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 workers to provide matchable donations by their CSR platform. And others will even match items of securities, similar 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 reward course of can start utilizing an internet donation kind.

In response to matching reward analysis on the subject, “The extra choices an worker has to provide and to get their reward matched, the extra probably they’re to make the most of accessible firm matching alternatives.”

Step 2 of the matching gift process

Step 2: Their matching reward eligibility is decided.

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 reward matches, however the donations themselves should additionally meet sure standards so as to be accepted. Thus, after a donor submits their private donation, it’s time to find out whether or not that reward shall be matchable.

So as to take action, you’ll want to match the just lately contributed reward in opposition to the donor’s employer’s matching reward tips. These ought to embody:

  • Forms of qualifying workers
  • Forms of qualifying nonprofit causes
  • Minimal and most match quantities
  • Match submission deadlines
  • Matching reward ratios

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

Fortunately, high matching reward instruments (that embody entry to a complete matching reward database) ought to present your donors with entry to employers’ matching reward tips in addition to hyperlinks to company-specific match request types. This may allow customers to find out matching reward eligibility in just some clicks.

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

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

Step 3 of the matching gift process

Step 3: The person submits an identical reward request.

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

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

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

Matching gift submission process step 1 - screenshot

For donors trying to submit their matching reward requests, step one is to log into their employers’ on-line portal with their distinctive username and password. (Trace: These with problem logging in might have entry to assist help by 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 ought 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
  • Identify (or key phrases)
  • Tax ID quantity (EIN)

Matching gift submission process step 2 - screenshot

Whereas a donor might not have all the above data, getting into as a lot of the info as doable will enhance the probability that they’re capable of choose the proper group within the following step.

High tip! Because of this, we suggest offering your donors with quick access to your group’s contact data and different important particulars, so that they have every little thing they should submit their matching reward requests.

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

After an worker offers the requested details about the group they donated to, the matching reward administration platform compares knowledge in opposition to 1000’s of nonprofits within the system. Sometimes, quite a few organizations assembly the search standards are then compiled, and the worker is inspired to pick out the proper itemizing with which to finish their request.

Matching gift submission process step 3 - screenshot

If the group just isn’t discovered, the person is usually in a position so as to add a brand new group by manually getting into the nonprofit’s data—similar to their mailing tackle and tax ID quantity⁠—to submit their match request.

4. The worker registers their donation.

After choosing the proper group from the offered listing, the worker donor is then capable of present particulars about their most up-to-date donation to the nonprofit. Info requested will usually embody:

  • Cost kind
  • Donation quantity
  • Donation forex
  • Date of fee
  • Match quantity requested (as calculated utilizing the corporate’s predetermined matching ratio and most match quantity)
  • Elective anonymity or memorial standing
  • Elective donation program designation

Matching gift submission process step 4 - screenshot

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

5. The worker submits their matching reward request.

This closing step is the best of all of them!

After offering detailed details about their nonprofit donation, the donor is requested to assessment the data for accuracy and submit their reward request to the corporate for processing and assessment.

Matching gift submission process step 5 - screenshot

Step 4 of the matching gift process

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

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

Now, the employer will usually assessment the worker’s matching reward request and finally decide whether or not to approve the matching donation. One of many key phases on this course of entails the matching firm guaranteeing that the preliminary donation was really made. In any other case, they received’t need to match a nonexistent donation!

Whereas some corporations manually confirm every donation, many make the most of reward receipts as proof of a person’s private contribution. On this state of affairs, the corporate will merely analyze the offered donation receipt and matching reward request to make sure the donation meets the corporate’s matching reward requirements. In that case, the donation match shall be accepted.

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, nonetheless, the group’s crew shall be liable for verifying that the unique donation was made as reported to the donor’s employer. When this happens, the nonprofit shall be required to attest to the validity of the unique donation to ensure that the corporate to difficulty its matching reward.

(Tip: should you do get a request for donation verification, see to it as rapidly as doable to keep away from pointless delays within the matching reward 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 accepted, the precise disbursement course of is triggered. Because of this, the corporate providing the matching reward will difficulty its company donation within the quantity supplied by its matching program (usually at a dollar-for-dollar charge of the worker’s preliminary reward, however relying on the preset matching reward ratio).

Right here are some things for organizations to contemplate with regards to this step within the matching reward course of:

Disbursement schedules

Totally different corporations have totally different disbursement schedules, so it could take some time for corporations to course of the verification and difficulty the verify. Many companies go for a month-to-month distribution, however extra details about a selected firm’s timeline can usually be discovered on-line or by utilizing a matching reward program database.

Grouped donation matches

If an organization receives a number of matching reward requests from a number of workers to the identical nonprofit, they could determine 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 Residence Depot, might present the Cat Rescue Membership with one verify price $600 somewhat than two separate donations.

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

Right here’s what a company matching reward might appear like, as soon as disbursed.

Step 6 of the matching gift process

Bonus Step: The nonprofit thanks its donors!

Although this closing step just isn’t technically required for organizations trying to enhance company income with donation-matching, recognizing donors for his or her participation is a crucial element of an optimized matching reward course of.

Think about this pattern recognition message, which reads:

“Pricey Jenny,

Thanks in your beneficiant assist of Cat Rescue Membership.

We’re happy to tell you that we now have simply obtained a company matching reward on account of your latest contribution. We respect the time you took to provoke the matching reward course of.

Cat Rescue Membership drastically appreciates your steady assist.


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 reward recognition.

Following up after receiving a match allows your crew to shut the loop that 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. While you verify the completion of the match, nonetheless, you permit a constructive impression of each your group and the matching reward course of for donors to carry onto.

To not point out, sending out a thank-you message after accumulating an identical donation means that you can talk your appreciation of the donor and their assist. As soon as once more, be at liberty to remind the person of the elevated impression that their matching reward has delivered to your trigger.

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

Simply bear in mind, equipping your crew with the fitting instruments for the job is important, particularly for these trying to additional streamline and simplify the matching reward course of from begin to end.

All for studying extra in regards to the matching reward course of and different strategic company fundraising alternatives? Try our different academic sources:

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



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