Microsoft Matching Gift Figures

Matching Gift Forms | Basic Components of Corporate Match Forms

Years ago, all companies required employees to submit match requests using paper forms. While they’re still offered at some companies, more and more companies continue to transition to electronic matching gift forms. This article is dedicated to outlining the different components of both paper and electronic match forms.

Paper Matching Gift Forms

Common Components of Paper Match Forms

Guidelines

At Double the Donation, we provide a summary of each company’s matching gift program to make it easy for donors to go through the process. Of course, companies have far more detailed guidelines with all sorts of fine print detailing how the program works.

Donor Section

This is where the company asks employees to provide details on the original donation. This typically includes:

  • Employee identification numbers
  • Personal information such as a mailing address and phone number
  • Details on the organization receiving the donation (Name, address, etc.)
  • Amount of the donation

Nonprofit Section

This is where the nonprofit verifies that the employee actually made the donation.

View an example by taking a look at Norfolk Southern’s matching gift program.

Typical Steps for Donors Submitting a Paper Match Form

Employees at corporations with paper match forms go through the following steps to submit their match requests:

  1. Make a donation
  2. Determine if their company matches employee donations
  3. Locate and submit the appropriate matching gift form

We encourage you to explore Double the Donation’s service to see how we help donors determine their matching gift eligibility and make it easy for them to submit match requests.

Electronic Matching Gift Forms

It’s the 21st century so it makes sense that many companies have transitioned to electronic forms. Doing so not only reduces their costs in the long-run, but also makes it’s easier for employees to submit match requests instantly from anywhere.

Common Components of Paper Match Forms

Employee Sign In / Registration

Employees usually use their standard username and password to access the company’s electronic matching gift submission form. Sometimes retirees must register in order to use the system. This is often done through a third party company such as the JK-Group, Amerigives, or Causecast.

Employee Submission

Employees go through the process of registering their match requests. This typically includes:

  1. Finding the nonprofit organization from the list of IRS 501(c)(3) organizations
  2. Providing information about their previous donation such as the amount and date of the donation
  3. Submitting their matching gift requests.

Nonprofit Verification

While the most challenging part of receiving matching gift funds is getting donors to initiate the matching gift process, don’t forget that your nonprofit also has a role to play.

After the employee registers the matching gift request, the nonprofit is normally notified by mail that an employee requested a match. At this point, the nonprofit must log into the company’s online verification system to confirm that the employee actually made a donation to the organization. Nonprofits may also be asked to send a letter verifying their 501(c)(3) status.

Examples of Companies Utilizing Electronic Matching Gift Forms

Wondering exactly what the matching gift process is like for your organization’s donors? Here are two articles which also include detailed screenshots:

Home Depot’s Matching Gift Process Sample

Like Kimberly-Clark, Nestle, and many other major corporations, Home Depot leverages Amerigives’ matching gift platform.

See a demo of Home Depot’s process >

Capital One Matching Gift Process Sample

Like Boeing, Texas Instruments, and many other companies, Capital One employees utilize CyberGrants’ matching gift platform. Employees go through the process which is integrated into Capital One’s intranet.

See a demo of Capital One’s process >

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