Matching Gifts Policy Example – Volunteer and Charity Policies

Matching Gifts Policy Sample

In this article, we’ll look at the key elements that make up an example Matching Gifts Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Matching Gifts Policy Template

The following are the main elements that should be included in your Matching Gifts Policy:

1. Title Page

• Policy Title: Matching Gifts Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Matching Gifts Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Matching Gifts Policy aims to encourage and support employee philanthropy by providing matching contributions for donations made to eligible non-profits and charities. This initiative seeks to amplify the impact of employees’ charitable giving, fostering a culture of generosity and community involvement within the organization. By aligning corporate resources with employee donations, the policy enhances the overall support provided to various charitable causes, promoting social responsibility and community engagement. This approach not only benefits the recipient organizations but also strengthens employee morale and commitment to the company’s values

3. Scope

• A description of who the Matching Gifts Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all employees who make donations to qualified non-profits and charities. It outlines the company’s commitment to matching these contributions, thereby encouraging charitable giving and community support. Employees are eligible to participate in the program, provided their donations meet the specified criteria for qualified organizations. The policy aims to enhance the impact of employee donations and foster a culture of philanthropy within the organization. It is part of the broader Volunteer and Charity Policies, reflecting the company’s dedication to social responsibility and community engagement

4. Definitions

• Clarify any key terms or jargon used within the Matching Gifts Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Matching Gifts Policy provides matching contributions for employee donations to eligible non-profits and charities. It falls under the category of Volunteer and Charity Policies. This policy aims to encourage and support employees’ philanthropic efforts by doubling their financial contributions to approved organizations

5. Policy Statement

• A detailed outline of the Matching Gifts Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Matching Gifts Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees can request matching contributions for their donations to qualified non-profits and charities. To initiate a match, employees must submit a matching gift form along with proof of their donation. The company will then verify the eligibility of the non-profit or charity. Once verified, the company will match the donation up to a specified limit per employee per year. The matching contributions are processed on a quarterly basis. Employees are encouraged to check the list of eligible organizations and ensure their donations comply with the policy guidelines

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Matching Gifts Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees are responsible for submitting requests for matching contributions to qualified non-profits and charities. They must ensure that their chosen organizations meet the eligibility criteria outlined in the policy. The HR department is tasked with verifying the eligibility of these organizations and processing the matching contributions. Management is responsible for overseeing the policy’s implementation and ensuring compliance with its guidelines. Finance is in charge of allocating funds for the matching contributions and maintaining accurate records of all transactions. Regular audits are conducted to ensure transparency and adherence to the policy

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Matching Gifts Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Matching Gifts Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Matching Gifts Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.