Nonprofit conferences can offer transformative experiences for fundraising professionals, establishing opportunities for networking, skill development, and exclusive insights into industry trends. However, securing approval and funding for such trips often requires a well-crafted justification. And, if you’re interested in attending Double the Donation’s upcoming May 2025 Matching Gift Summit (hint: you should!), we’ve provided a handy template to help convince your boss of the value your trip would supply.
First things first…What is the Matching Gift Summit?
Matching gifts can be an incredible yet often untapped source of fundraising support for nonprofits, universities, and other fundraising organizations. In matching gift programs, corporations match donations that their employees make to charitable organizations. According to recent matching gift statistics, $2-3 billion is donated annually through matching gift programs, but an estimated $4-$7 billion is left unclaimed.
Double the Donation’s goal is to assist organizations in securing the matching gift revenue available to them. This includes resources provided in our Matching Gift Summit, matching gift automation platform, and more.
Specifically, the Summit is dedicated to sharing matching gift best practices, resources, success stories, and more to help 501(c)(3) nonprofits manage this fundraising channel more effectively. Attendees will learn about forming strong business partnerships and earning valuable corporate sponsorships to support their projects, events, programs, and more.
And why should I represent my organization at the event?
“Double the Donation’s Matching Gift Summit is invaluable for corporate philanthropy professionals. I would recommend this event to anyone who is interested in growing their matching gift fundraising. The Summit has served as an incredibly helpful resource for our team as we have implemented insights and learnings from the event into our matching gift fundraising strategy.”
— Ariana Romanelli, Lead Associate, Corporate Partnerships at Save the Children
If that’s not enough of a reason, attending Double the Donation’s May 2025 Matching Gift Summit is hands down the best way for your team to gain insights into emerging industry trends, identify and adapt to shared challenges in workplace giving, source insights from fundraising peers, and more.
The summit will offer uniquely insightful discussions focusing on enhancing corporate giving strategies, providing advanced techniques to optimize your programs and engage corporate partners more effectively. Plus, networking events provide opportunities to build meaningful connections with nonprofit leaders, CSR professionals, and industry experts alike.
Now, email your boss! Free template to justify your trip
Subject: Matching Gift Summit – Great opportunity for our team
Dear [insert manager’s name],
I’d like to get your approval to attend the Matching Gift Summit, Double the Donation’s premier matching gift event, in Atlanta, GA from May 5th -7th.
The event would be a win-win: my goal in attending is to make sure we’re getting the maximum dollars possible from matching gifts, plus attending would be a great professional development opportunity for me personally.
Here are some ways [your organization] would benefit from my attendance:
[If relevant] Making the most of our Double the Donation: since all sessions are dedicated to workplace giving and matching gifts I’ll learn more about how to use 360MatchPro to its full capacity.
Increasing our matching gift revenue: the event is designed to send professionals home with actionable next steps to raise more money via matching gifts.
Avoiding challenges: the summit brings together professionals from similar organizations, I’ll be able to hear how others have managed the challenges we currently face
Growing our network: This is a gathering of professionals who specifically work on Matching Gifts at the Top Nonprofits in the US, so I’ll have the opportunity to build our network with peers from other organizations.
Here’s an approximate breakdown of the costs:
Registration:$650
Airfare: [insert]
Hotel: $195 per night (if we secure the room block provided by Double the Donation at the Georgian Terrace- the conference location)
Any meals, not covered in conference pass: $50 (most meals are covered)
Total: [insert]
After the Matching Gift Summit, I’ll submit a post-conference report with major takeaways and learnings so I can share everything I absorbed at the conference with other team members, and potentially the larger organization.
Thank you for considering my request. Looking forward to your reply.
https://doublethedonation.com/wp-content/uploads/2024/05/Justify-Your-Trip-to-the-Matching-Gift-Summit-Free-Template.png300800Colleenhttps://doublethedonation.com/wp-content/uploads/2022/03/logo-dtd.svgColleen2024-05-31 14:31:342024-10-29 15:40:16Justify Your Trip to the Matching Gift Summit [Free Template]
In today’s competitive landscape, nonprofits are constantly looking for new ways to attract and retain dedicated volunteers. Fortunately, one way to incentivize and enhance engagement in volunteer activities involves rallying volunteers to participate in their employers’ Volunteer Time Off programs. In order to do so effectively, your organization will first need to establish a system for tracking volunteer time off.
That’s where this guide comes in!
VTO offers volunteers flexibility from professional commitments by freeing up their time to support their favorite causes. By leveraging these programs in your engagement efforts, your organization can create a supportive environment that values and encourages volunteers’ time.
Read on to gain the tools and knowledge needed to seamlessly track VTO for your organization and its supporters. Discover practical tips designed to streamline the experience, ensuring your dedicated volunteers feel valued and empowered to continue their support.
What is Volunteer Time Off Tracking?
Businesses with generous employee volunteer incentives, such as paid VTO hours, often require an established process for staff to request and track their volunteer time off. While it can vary from one company to the next, the process of tracking volunteer time generally involves two key components:
A request for time off, completed and submitted by the employee to the company before the volunteer event
A detailed hour-tracking log, completed and submitted by the employee (and sometimes verified by the organization) to the company after the volunteer event
Depending on the company a volunteer works for, the specific steps they’ll take and the tools they’ll use to track their time can differ. This may range from a Google Form or paper sign-in sheet to a complete Human Resources Information System (HRIS) or corporate Volunteer Management Software (VMS).
Here’s what a few employers’ policies say about tracking volunteer time off:
“Employees must receive prior approval from their supervisor before using paid time off for external volunteer activities. Requests for external volunteer paid time off should be made in writing and with reasonable advance notice.” — ASU Enterprise Technology
“VTO must be requested 30 days in advance and approved by the immediate supervisor. The supervisor will review the request and confirm or deny approval. The department may require acceptable proof that VTO time taken is within the purpose of this policy.” — Baylor College of Medicine
“VTO leave is to be used exclusively for volunteer activities, and employees will be required to submit written confirmation from the non-profit organization of their volunteer time to their supervisor within one business day to be paid. The Workday system will be updated to allow management to properly classify this time as VTO.” — City of Akron
“Upon completion of volunteering, the employee must complete the online Volunteer Time Off Tracking Form within three business days of the time off (hourly employees will also use VOL when tracking their hours in Kronos).” — Dartmouth
Benefits of Tracking Volunteer Time Off For Nonprofits
Tracking volunteer hours for corporate Volunteer Time Off programs offers numerous advantages for organizations. This is especially true as they aim to ramp up the impact of their volunteer programs by effectively utilizing VTO.
Here are some key benefits:
Streamlining the VTO Request Process — When volunteer hours are tracked effectively and efficiently, it simplifies the process for volunteers to receive their paid-out time. The more positive their workplace giving experience is, the more inclined they’ll be to participate in other giving programs down the line!
Verifying Volunteers’ VTO Requests — Some companies will want your organization to confirm the accuracy of their employees’ volunteer hour requests. Effective time-tracking practices make it easy for your team to do so with verifiable documentation, thereby establishing a sense of transparency while reducing the administrative lift required.
Ensuring Accurate Reimbursement — Proper hour-tracking ensures that volunteers are reimbursed accurately for their time. When financial roadblocks are removed, your volunteers will be more likely to support your efforts again and again.
Identifying Volunteer Grant Opportunities — There’s often an overlap between companies offering VTO and companies offering volunteer grants (or Dollars for Doers). That means some of your volunteers’ companies might even be willing to contribute grant funding to your organization, depending on the number of hours their employees spend with your cause. With effective time-tracking practices in place for your volunteer base, you can uncover opportunities to further engage your supporters and receive additional revenue through the programs.
Volunteer Time Off Metrics Your Nonprofit Should Track
As you begin implementing your plan for tracking volunteer time off, it’s important to understand which metrics your organization should be focusing on. We recommend selecting a few KPIs (or key performance indicators) that can help your team narrow its efforts and measure its successes.
These could include…
Total number of volunteers receiving VTO. The total count of volunteers who have been granted and utilized VTO by their employers within a specific period.
Example: 15 Cat Rescue Club volunteers participated in their employers’ VTO programs in a single year.
VTO eligibility rate. The portion of volunteers who qualify for Volunteer Time Off programs through their employers. To calculate the percentage, simply divide the total number of volunteers by the number of VTO-eligible volunteers; then, multiply by 100.
Example: Out of 50 regular volunteers, 20 individuals were identified as working for companies with VTO programs. That puts the eligibility rate at 40%!
VTO hours by program or activity. The total number of Volunteer Time Off hours logged by volunteers for specific projects, activities, or initiatives.
Example: Of the 15 volunteers receiving paid time to volunteer through their employers, 10 individuals contributed 100 hours to pet care, while 5 contributed 30 hours to fundraising or marketing-related programming.
Average number of VTO hours per volunteer. The average number of VTO hours taken by each volunteer within a specific timeframe. To calculate this figure, divide the total number of VTO hours by the number of volunteers utilizing VTO.
Example: If 15 volunteers spent a total of 130 hours supporting your cause through their VTO programs, the average number of VTO hours spent per person comes to 8.6 hours.
The estimated value of VTO support. The total monetary value of volunteer hours contributed through VTO programs. To estimate the monetary value, multiply the total number of VTO hours by the standard hourly rate for volunteer time (~$33.49).
Example: At the standard hourly rate, 130 hours donated through VTO programs produces a value of approximately $500 for your organization.
VTO volunteer retention rate. The percentage of VTO-participating volunteers who continue to donate their time over multiple periods through a VTO program.
Example: If 5 of the 15 VTO-participating volunteers donate their time again the following year, the retention rate would be 33.3%.
Types of Tools For Tracking Volunteer Time Off
Nonprofits have a few different options for tracking Volunteer Time Off, each with its own unique set of pros and cons. While the best kind of tool for your organization will depend on your team’s wants and needs, here’s a breakdown of the most common types:
Manual tracking systems, such as Google Forms, spreadsheets, or written logs. These tools are generally free to use, making them accessible for nonprofits with limited budgets. However, functionality is fairly limited, and organizations are required to devote more time to overhead as a result.
Volunteer management software, including solutions for automated tracking, reporting, and communication. Plus, it enhances the volunteer experience, making it easier than ever to sign up for shifts and track their time. You can even look for a VMS with corporate partnership functionality, too!
Human Resources Information Systems, or HRIS, which often facilitate philanthropy through a company’s payroll or HR portals. This is generally where individuals would request other forms of paid time off, too, making it a conveniently located opportunity.
Corporate giving database tools, like Double the Donation! While not actively a volunteer management system, Double the Donation Volunteering makes it easy for organizations and their volunteers to access program guidelines and company-specific instructions for tracking time.
Overall, choosing the right platform for tracking Volunteer Time Off depends on your nonprofit’s size, budget, and specific needs. Assess your organization’s resources and requirements to select the most suitable and effective solution for managing VTO and enhancing volunteer engagement.
Either way, it’s crucial that you ensure your team (and its volunteers) are equipped with the best tools to provide the best user experience. The easier it is for volunteer time to be tracked, the higher participation rates you can expect to see through the programs!
Bonus! Free Template For Tracking Volunteer Time Off
Ready to get started? Below is a template your team can use to document volunteers’ time as they engage with your organization.
We recommend exploring dedicated software to streamline and simplify the time-tracking process. However, the following log will provide a foundation for accurate record-keeping, growing engagement, and increased transparency in collaborations.
Basic Volunteer Time Off (VTO) Tracking Template
Organization Name: _______________________________________ Volunteer Role (position or activity): ____________________________
Date(s) of VTO Activity: [MM/DD/YYYY] Total VTO Hours Requested: __________
Description of activity/Reason for VTO: _______________________________________________
___________________________________________________________________________
—
Volunteer Time-Tracking Log
Name
Activity
Date
Check-In
Check-Out
Total # Hours
Hour Verification by Nonprofit: ☐ Volunteer Supervisor Signature: ______________________________________
Whether you’re looking to identify existing volunteers or expand your network with new prospects, an efficient tracking mechanism is crucial. This makes it easy for individuals to participate in their employers’ programming, thus incentivizing ongoing involvement. Plus, it can also drastically reduce the overhead required of your team to manage the initiatives. In doing so, you foster a culture of community and support.
A well-structured VTO program can be a powerful tool for attracting new volunteers, retaining existing ones, and advancing your mission. Embrace the opportunity to support your devoted volunteers, and watch as your nonprofit continues to thrive.
Interested in learning more about tracking volunteer time off and other ways to maximize your corporate and individual engagement? Check out these recommended resources:
Free Download: The Ultimate Guide to Matching Gifts. In addition to volunteer time off, one of the most widely available types of giving programs is matching gifts. See how your organization can supercharge engagement with matching here!
Paid Volunteer Time Off (VTO) programs continue to gain traction as companies boost their CSR while engaging employees in meaningful community activities. These initiatives not only reflect a company’s commitment to social impact but also empower organizations to make the most of their volunteer base. However, despite the growing prevalence of VTO, there’s a significant knowledge gap regarding workplace giving initiatives—even among eligible supporters. And that’s where a well-thought-out plan for marketing volunteer time off to your audience will come in handy!
In this post, we’ll dive into the world of Volunteer Time Off for nonprofits and share key recommendations for effectively promoting VTO. Here’s what we’ll cover:
Read on to explore the transformative impact corporate volunteer initiatives like these can have on your organization, its mission, and your community as a whole.
Let’s get started!
What Is Volunteer Time Off?
Volunteer Time Off (which is also referred to as VTO, paid-release volunteer time, or employer-sponsored volunteerism) is a unique benefit that allows employees to spend typical work hours volunteering with charitable causes. This type of program supplies additional time off, above and beyond any existing vacation or sick leave, and is specifically designated for team members to participate in volunteer activities.
VTO programs vary among companies in terms of eligibility criteria, time off granted, submission processes, and more. Some companies offer a set number of VTO hours per year, while others allow employees to use VTO on a flexible basis. The types of volunteer activities permitted can also range from community service projects to skills-based volunteerism and more.
Why Does Marketing Volunteer Time Off Matter?
As a form of corporate partnership, the purpose of Volunteer Time Off is multi-fold. First, the programs enable companies to demonstrate commitment to social responsibility and engage employees in meaningful ways. At the same time, employees are presented with a unique opportunity to give back to their communities and support their favorite causes—like yours—without missing a day’s wages. This fulfills individuals’ desires to make a positive impact and fosters a sense of purpose in their work inside and outside the office.
For nonprofits, the availability of volunteer time off widens the prospective supporter pool, incentivizing individual involvement and significantly increasing engagement. However, many employees are unaware of the VTO programs offered by their employers, leading to a missed opportunity for companies and nonprofits alike.
That’s why marketing the programs is so essential, and why organizations like yours are taking increasingly proactive steps to drive awareness among their audiences. When done well, simply highlighting VTO opportunities in donor- and volunteer-facing materials will allow you to bridge the knowledge gap and unlock a new avenue for community involvement.
10 Top Strategies For Marketing Volunteer Time Off at Your Org
Crafting a Volunteer Time Off marketing plan is essential for organizations looking to supercharge volunteerism and engage supporters with corporate incentives. So, how, specifically, will you increase awareness of the programs among your audience to maximize participation? We recommend implementing the following strategies and best practices in your efforts.
1. Establish Volunteer Time Off metrics and KPIs to track.
When it comes to marketing just about anything—including volunteer time off and other corporate giving programs—determining which KPIs (or Key Performance Indicators) your team will track is an essential first step. Implementing the appropriate metrics in your promotional plan allows you to measure the effectiveness of your VTO program and identify opportunities for improvement in your strategy.
These might include:
Volunteer participation rates
Number of existing volunteers using VTO
Number of first-time volunteers using VTO
Total number of hours donated through VTO programs
Average number of VTO hours used by volunteers
Number of companies offering VTO for your volunteers
VTO volunteer retention rate
Tangible project impact
Digital engagement (email clicks, social media likes, etc.)
By tracking these indicators and more, you can supercharge your efforts with data-driven decisions, demonstrate the program’s value to stakeholders, and optimize volunteer engagement. And that will set you up for successful marketing as you begin promoting the opportunities to supporters.
By tracking these indicators and more, you can supercharge your efforts with data-driven decisions, demonstrate the program’s value to stakeholders, and optimize volunteer engagement. And that will set you up for successful marketing as you begin promoting the opportunities to supporters.
2. Look at examples of other organizations’ VTO marketing efforts.
If your organization has yet to begin promoting volunteer time off to your audience, it can be a bit overwhelming if you’re not sure where to start. Fortunately, studying successful examples from your peers and other organizations’ VTO marketing efforts can provide valuable insights and inspiration.
Take a look at the following web pages from two nonprofits sharing information about Volunteer Time Off programs with their supporters:
Example #1
Example #2
Each one provides an essential overview of the opportunity, and analyzing their strategies can help identify best practices, innovative ideas, and common pitfalls to avoid.
3. Provide an overview of VTO basics on your nonprofit website.
As the examples showcase above, one of the best ways to promote volunteer time off to your supporters is to share information about the programs on your nonprofit or school’s website. After all, your website is an invaluable resource for volunteers and donors looking to get further involved with your organization. It makes sense for VTO to be a featured opportunity!
If you already have a Volunteers’ page on your site, be sure to add a blurb about Volunteer Time Off there—along with instructions on how individuals can locate their companies’ guidelines. You can also include information on your workplace giving or “Ways to Give” pages or even dedicate a brand new page to all things VTO.
Regardless, a clear and concise overview can serve as an essential incentive for volunteer engagement. By making this information easily accessible on your site, you can educate visitors, encourage more individuals to take advantage of VTO, and reduce barriers to participation.
Top tip: Once you have VTO content live on your website, use Google’s Ad Grants program to promote the page to a wider audience at no cost!
4. Share impact-focused volunteer time off content on social media.
Another way to spread the word about Volunteer Time Off programs is by sharing information from your organization’s social media profiles. For the best results, the content you publish should highlight the benefits of volunteerism on your cause and emphasize the convenience with which individuals can support your efforts.
Try scheduling a combination of informational content, mission impact stories, volunteer testimonials, statistics and research, participating companies, step-by-step instructions, and more. Across all your posts, keep in mind platform-specific best practices, such as regarding multimedia materials, hashtags, linking strategies, and more.
Remember: Social media is a powerful tool. Use it to show supporters how they can do even more to move your mission forward in tangible, hands-on ways. As a result, you can amplify your organization’s message, attract new supporters, and build a growing community around your cause.
5. Source employment information from volunteers and donors.
In order to locate opportunities for supporters to take VTO while volunteering with your cause, you’ll need access to their employment data. It should be a no-brainer that you’ll want to know where your volunteers work. However, you shouldn’t overlook the VTO potential of your donors, either! Most organizations’ donors and volunteers overlap by a significant amount—and volunteer incentives like VTO can help encourage even more donors to give their time.
So, how can you get the information if it’s not already available? One of the easiest ways is to request employment data directly within your volunteer registration forms, donation pages, and more. However, other identification methods may include the usage of a matching gift company search tool, email domain screening, data appends service, and more.
6. Inform volunteers about VTO opportunities within onboarding.
Make sure volunteers are familiar with the idea of volunteer time off from the start of their engagement to ensure available opportunities do not go unclaimed. For this, we recommend incorporating VTO information directly within the onboarding or training processes.
This approach helps set expectations, drives immediate engagement, and encourages volunteers to see if they qualify. Early education about VTO can also enhance volunteer retention and satisfaction by making it easy for eligible supporters to get paid while supporting your cause!
7. Send personalized follow-ups after volunteer activities.
Personalized follow-ups help build a stronger relationship between each volunteer and the nonprofits they support, thus increasing the likelihood of ongoing engagement and retention. As you begin implementing a plan for marketing volunteer time off for your cause, you don’t want to overlook the power of personalized communication.
Here’s how this can work:
Let’s say your organization gains a new volunteer who works for Warner Media, which you know offers a generous amount of VTO. After the individual’s first volunteer shift, you decide to send a tailored thank-you note. The note should demonstrate your appreciation of the individual’s support and remind them about their company’s volunteer incentives.
When the individual reads the message, they’re ultimately inspired to complete the request process for their employer to count their hours toward the Volunteer Time Off program.
If you have access to program guidelines or submission instructions, that information can help simplify the experience for your volunteer, too!
8. Encourage VTO-eligible supporters to organize group events.
One of the most impactful ways to promote volunteer time off is by leaning into word-of-mouth marketing. To demonstrate the value, let’s say the same volunteer continues supporting your organization with their VTO. You already know the individual works for a company that offers volunteer time off for its employees. One of the best ways to get more VTO-eligible supporters through your doors is to empower existing volunteers to organize group events with their peers.
If Volunteer A receives dedicated VTO hours, it can be assumed that Volunteer A’s colleagues can likely request VTO, as well. That means you’ll have a larger pool of individuals willing to do important work for your cause without facing the impact of a lost day’s wages.
Bonus: Free Sample Volunteer Time Off Marketing Materials
Ready to jump into marketing volunteer time off to your audience, but not sure where to begin? Feel free to use these sample graphics as a starting point.
Sample #1: General VTO Overview
Here’s what this example does well:
With an attention-grabbing header and concluding with a clickable CTA button, this sample focuses on driving action among volunteers. When users click the button to learn more, they should be directed to a VTO resource on your site. There, it should overview the opportunity in detail and instruct supporters on how to determine their eligibility for the programs.
Sample #2: Informational Infographic
Here’s what this example does well:
An infographic can be an excellent way to share tons of important information in an engaging and visually appealing manner. This sample content highlights a few key insights from our Volunteer Time Off statistics page, providing a helpful snapshot of the opportunity for nonprofits and their supporters.
Sample #3: Defining Volunteer Time Off
Here’s what this example does well:
It’s important for your audience to have a solid understanding of VTO programs before you can expect them to participate. Therefore, starting at the beginning with an easy-to-understand definition allows you to ensure all stakeholders are on the same page.
Sample #4: VTO Company Spotlight
Here’s what this example does well:
One of the best ways to ensure supporters understand the VTO opportunity is to highlight real examples of the programs. This sample marketing material does so well by sharing specific guidelines and insights regarding the highlighted company’s programming. Plus, it encourages the organization’s audience to self-identify as eligible for the particular program!
Wrapping Up & Next Steps: Start Growing VTO
Volunteer Time Off programs can drive significant social impact for nonprofits, their supporters, and the companies interested in giving back. As a result, the opportunity is not one that should be overstated.
Start by encouraging your audience to tap into VTO and other workplace giving initiatives. From there, your team can harness the power of employee volunteerism to advance its mission more effectively than ever before.
Interested in supercharging your organization’s corporate engagement strategy? Check out these recommended resources for further reading:
https://doublethedonation.com/wp-content/uploads/2024/05/DTD_A-Deep-Dive-into-Marketing-Volunteer-Time-Off-for-Nonprofits_Feature.png6001600Adam Weingerhttps://doublethedonation.com/wp-content/uploads/2022/03/logo-dtd.svgAdam Weinger2024-05-17 17:39:312025-01-30 19:11:46A Deep Dive into Marketing Volunteer Time Off for Nonprofits
This checklist provides a clear, step-by-step approach for effectively incorporating corporate matching gifts into an organization’s fundraising efforts, helping to boost donations without a complicated or lengthy process.
Why download 10 Quick Steps to Matching Gift Success?
Get actionable insights fast.
This resource is designed to provide straightforward, easy-to-follow steps for implementing a successful matching gift strategy, making it perfect for organizations looking for quick, practical solutions.
Boost fundraising efficiency.
By following the concise steps in the guide, nonprofits can enhance their matching gift efforts with minimal time and resources, ensuring they capitalize on every match-eligible donation.
Streamline donor engagement.
Uncover clear techniques for identifying and engaging match-eligible donors, helping your team to improve donor relations and maximize giving without adding complexity to the process.
Find out how email domain screening can bring your organization’s matching gift fundraising to new heights.
Matching gifts supply a powerful revenue source that allows nonprofits to amplify individual generosity by leveraging corporate philanthropy. These programs, through which corporations match employees’ donations to charitable causes, hold immense potential for bolstering fundraising and driving growth.
However, despite the widespread availability of matching gift programs, nonprofits often struggle to fully capitalize on this funding channel. Many supporters remain unaware of the opportunity, and identifying eligible donors on your own can be a time-consuming process.
Fortunately, there are a few ways organizations can uncover match-eligible gifts in their donor base with varying levels of ease. In this guide, we’re going to focus on one in particular: email domain screening.
By reading this guide, you’re already on your way to identifying and collecting more matching gifts. Now, let’s dive in to explore the role that email domain screening can play in this endeavor.
What is Email Domain Screening?
As donors give online, they’re generally asked to provide an email address within an organization’s donation form. While some choose to share a personal email (think: addresses ending in gmail.com, yahoo.com, outlook.com, etc.), others opt to use their business emails (e.g., name@company.com) to make their gifts.
This can be a great way to uncover match-eligible gifts using an email domain screening process.
So, how does it work? When it comes to uncovering matching gifts, email domain screening involves an organization (or a dedicated software solution it enlists) checking for donations made using corporate email addresses.
Domain screening streamlines the identification of eligible donors using information your supporters are already sharing. In the end, it simplifies the matching gift process for donors and maximizes the funds your organization collects through the programs.
The Email Domain Screening Process
The better your team understands the email domain screening process, the more equipped you’ll be to boost your organization’s matching gift revenue. Take a look at the following walkthrough to learn more about each stage involved.
Step #1: Data Collection
As donors give online, the software collects their personal information, including email addresses and other contact information. The system also captures employment-related data, such as the donor’s employer name, if provided, and the associated email domain.
Step #2: Domain Extraction
The software extracts the domain part of each donor’s email address. For example, if a donor makes a gift using the email john.doe@homedepot.com, the extracted domain would be homedepot.com. From there, the organization can establish that the individual (likely) works for the Home Depot, and update its records accordingly.
Step #3: Database Matching
From there, transaction records for individuals who do provide corporate emails are scanned against known matching gift suppliers. This is generally done using a matching gift database (complete with guidelines and documentation for thousands of participating companies) or a list of top companies to uncover vital employment and eligibility insights.
Then, donors whose email domains match with participating companies are identified as potentially eligible for matching gifts!
Step #4: Retrieval of Company Info
For each eligible donor, the organization or software retrieves employer-specific matching gift information. These insights generally include minimum and maximum donation amounts, match ratios, submission deadlines, and direct links to online request forms based on the company extracted from the individual’s corporate email address.
Step #5: Personalized Donor Outreach
Once matching gift information is retrieved, the organization or software solution generates targeted communications for eligible donors. (Hint: if you’re looking to save staff time, an automation tool is a must-have!)
These communications should inform donors about their eligibility for matching gifts and provide guidance on how the recipient can initiate the matching gift process. Whenever possible, this should include instructions on how to submit a match, any relevant forms or links, and additional documentation required by the employer.
How Email Domain Screening Uncovers More Matching Gifts
Email domain screening can significantly benefit an organization’s matching gift strategy. In fact, vetting donations made using a corporate email address can result in tons of new donors being flagged as matching gift eligible. All in all, that leads to more than a 1% increase in total revenue for nonprofits each year.
Let’s see what this means by the numbers for a few types of organizations:
Small nonprofits raising $100,000–$250,000 a year tend to see a return of $1,000 to $2,500 from email domain screening.
Medium nonprofits raising between $250,000 and $1 million a year tend to see a return of $2,500 to $10,000 from email domain screening.
Large nonprofits raising over $1 million a year tend to see a return of $10,000 or more from email domain screening.
But the benefits don’t end there, either! In addition to direct financial returns, email domain screening also empowers fundraisers to…
The best part is that, with the right matching gift software, conducting an email domain screening requires little to no added effort from a nonprofit’s fundraising team. By enlisting this strategy to uncover more match-eligible gifts, organizations like yours can amplify their impact and achieve their goals more effectively than ever before.
Other Ways to Identify Matching Gift Opportunities
So far, we’ve talked a lot about email domain screening in this guide. And while it’s a sound strategy for organizations looking to give their matching gift efforts a boost, it’s certainly not the only way to determine donors’ eligibility.
On average, nonprofits report that between 5% and 7% of donors use corporate email domains when completing their initial gifts. So, what can you do to supplement domain screening and engage with the remaining portion of your supporter base?
Let’s quickly walk through some other leading ways nonprofits can uncover matching gifts from within their networks. Keep in mind that the more screening mechanisms you enlist, the greater the likelihood that you’ll capture every opportunity without letting matches fall astray.
Enlisting multiple identification methods allows fundraisers toidentify up to 30% more match-eligible donors.
1. Embed a company search tool on your donation form.
Make it as easy as possible for donors to provide employment information directly as they give—even if they opt not to use a corporate email address. When an individual makes a contribution through your online donation form, ensure they encounter a field where they can input the name of the company they work for. Even better would be an auto-completing search tool, such as the one powered by Double the Donation!
2. Add a matching gift widget to your confirmation screen.
After donors complete their gifts, they’ll generally be directed to a confirmation page on your site. Here, they should be thanked for their gift and provided with recommended next steps. And when you incorporate a matching gift tool on your confirmation screen, donors will have yet another chance to supply employment data.
Such a widget allows each donor to quickly search for their employer’s matching gift program by typing in the business name. If a program from their employing company is found, the individual can be marked as match-eligible in real time and encouraged to complete a matching gift request on your behalf.
Following a donor’s contribution, send a personalized follow-up email thanking them for their support and inviting them to provide their employment information if they haven’t already.
This email should also supply instructions on how donors can uncover their own eligibility—such as by reaching out to their company’s HR department or CSR team.
Regardless of the methods you use to collect employment information and identify match-eligible gifts, you’re going to have some gaps in your donor records. And that’s where a data enhancement service—specifically an employer append—can come in handy.
All you need to do is partner with a data appends provider and supply the company with the information you have in your existing records. From there, the appending company conducts a variety of enrichment processes to augment each profile with fresh insights gleaned from a wide array of data sources—including employment information and matching gift eligibility.
If you already have accurate and up-to-date employment information for your donors, there’s another type of data enhancement service you can consider. That’s a bulk matching gift screening, where you provide an appends provider with your donors’ names, the companies they work for, and other data insights. Then, the appending company screens your donor profiles against its database of matching gift information and indicates each individual’s likely matching gift eligibility.
Email domain screening offers nonprofits an invaluable opportunity to uncover more matching gifts and transform their fundraising endeavors. By utilizing this technology, organizations like yours can tap into the vast pool of matching gift opportunities provided by corporate employers.
In doing so, you’ll reap benefits like streamlined identification practices (driving operational efficiency), heightened donor engagement, and increased revenue for your mission.
Interested in learning more about matching gifts and other fundraising strategies? Check out these recommended resources:
Matching Gift Process | A Complete Step-by-Step Guide. Understanding the ins and outs of matching gifts is essential for guiding donors through the process. Walk through each step to learn what’s required of you and your supporters.
https://doublethedonation.com/wp-content/uploads/2024/04/DTD_The-Power-of-Email-Domain-Screening-For-Matching-Gifts_Feature.png4501200Adam Weingerhttps://doublethedonation.com/wp-content/uploads/2022/03/logo-dtd.svgAdam Weinger2024-05-10 13:38:592024-05-13 16:12:49The Power of Email Domain Screening For Matching Gifts
In today’s developing corporate landscape, businesses are constantly on the lookout for new ways to engage their employees, differentiate their brands, and increase their overall revenue. One powerful tool that’s emerged as a way for companies to reach these objectives is corporate volunteerism—and, specifically, offering paid volunteer time off (or VTO) for their employees.
As a nonprofit professional, these types of programs present a lucrative opportunity to incentivize volunteerism, foster meaningful supporter relationships, and expand your mission reach. However, understanding how to make the most of these endeavors and navigate the intricacies of the programs can seem daunting. That’s why we’ve crafted this comprehensive resource.
Designed to illuminate the path toward leveraging volunteer time off to its fullest potential, this guide will cover the following:
Ready to learn more about corporate volunteer incentives like VTO? Let’s get started with the basics.
What is Paid Volunteer Time Off?
Also known as employer-sponsored volunteerism or paid-release time volunteer programs, paid volunteer time off is a strategic mechanism through which companies empower employees to partake in philanthropy during standard work hours.
Companies that offer these programs generally establish a certain number of VTO hours team members accrue each year for designated volunteer projects—above and beyond any existing paid leave or sick time. This approach not only encourages employee engagement but also strengthens corporate citizenship and fosters social responsibility within the workforce.
By providing paid time for volunteering, companies involve their teams in giving back to their communities. According to the Society for Human Resource Management, the portion of companies offering VTO as part of their benefits package increased by more than 2 in 3 over the last decade. Today, an estimated 66% of surveyed employers provide some sort of paid time off in their benefits packages for employees to engage in volunteer events.
Why? Research shows that 96% of employees who participate in corporate volunteerism report having a positive company culture. And one of the best ways for businesses to encourage participation among staff is to turn it into a paid day out of the office!
Types of VTO Programs
Like volunteerism itself, there’s no single way to participate in a VTO program. While the specifics tend to vary from one company to the next, many initiatives fall into one of the following categories:
Individual VTO — Paid time off designed to encourage a company’s employees to spend time volunteering on the clock. Businesses offering VTO empower staff to give back independently, contributing unique skills and expertise without missing a day of pay. Plus, the programs allow individuals to choose organizations or causes that align with their interests and skill sets (like yours!).
Group volunteer events — Business or team-wide volunteer events that involve a company’s employees participating in organized activities or projects collectively. These types of events promote teamwork, morale, and camaraderie among employees. At the same time, it allows volunteers to make a collective impact on larger-scale projects or initiatives.
Skills-based volunteerism — Also referred to as pro bono services, employees use professional skills to volunteer for a cause or organization beyond traditional volunteer activities. For example, a marketing specialist could assist in developing a promotional strategy, or a CPA may donate time to facilitate an organization’s accounting efforts.
Disaster response volunteering — Employees assisting with relevant and timely relief efforts in the event of a natural disaster or humanitarian crisis. This may include supply distribution, shelter assistance, search and rescue, first aid, and more to provide aid to communities affected.
Civic time off — Paid time off designated for employees to participate in civic activities such as voting or serving on a jury. Companies offering this benefit demonstrate their commitment to responsible citizenship and engagement.
Once you’ve established which of your supporters qualify for volunteer time off, take a look at the program guidelines to determine—and communicate—the types of activities included in the programming.
Paid VTO vs. Volunteer Grants
Corporate volunteer grants and paid volunteer time off each represent a powerful way for companies to incentivize volunteerism among their staff. However, the two programs differ in key ways, and it’s important to understand the distinctions as you craft your organization’s engagement strategy.
First, VTO refers to a company policy where employees are granted paid time off work to participate in qualifying volunteer activities. Through these programs, employees can donate time to their favorite nonprofits and engage in community service without sacrificing their regular pay.
Conversely, volunteer grants are donations made by companies to nonprofit causes in recognition of their employees’ volunteer efforts. The biggest difference between the two is that funding is contributed to the organizations with which employees volunteer rather than to employees’ own paychecks.
What to Know About VTO Program Guidelines
Each company that offers volunteer time off first establishes a set of criteria or guidelines that dictate qualifying employees, nonprofits, activities, and more. For a nonprofit team, understanding common program guidelines enables fundraisers to identify VTO opportunities within their network.
Fortunately, most companies provide their employees with helpful documentation regarding eligibility and instructions for the program. These policies generally include the following:
Eligible employees — Companies may implement regulations regarding full-time versus part-time team members or establish a minimum duration of employment prior to employees becoming eligible.
VTO hours accrued — Some companies provide a set number of hours employees receive each year, while others allow it to accrue in smaller increments. Regardless, a recent study found that participating companies provide an average of 20 VTO hours per year per employee.
Qualifying organizations and activities — The mission or cause of the organization an employee volunteers with can play a role in an individual’s eligibility for time off, too. For example, most 501(c)(3) nonprofits qualify, though strictly political or religious organizations often do not. Similarly, there may be limits placed on the scope of activities covered under VTO.
Pre-approval or request processes — Most companies require some sort of request process for their VTO programs. Make sure eligible supporters are aware of the opportunity, and take steps to guide volunteers through their submissions as much as possible.
Take a look at this sample VTO template to get a feel for the types of programs you’ll likely encounter. This policy provides a number of exclusions to the program, too—including coaching a child’s sports team, attending a PTA meeting, or participating in a religious conference.
By familiarizing yourself with corporate VTO guidelines, your organization can effectively engage corporate volunteers and maximize the impact of their volunteer efforts.
How Do Nonprofits Benefit From Volunteer Time Off?
Many organizations rely on dedicated volunteers to ensure smooth operations. Volunteers generously contribute their time, energy, and skills to benefit communities. As a result, volunteerism provides essential support without added financial costs. This expands capacity, fosters engagement, enhances programming, and more.
Paid volunteer time off (or VTO) programs go a few steps further to drive an even greater impact. These benefits include:
Low-cost labor — Empower your team to get more done for your organization while reducing the need to invest in additional hiring, recruitment, or labor efforts. According to volunteerism research, the value of a single volunteer hour is currently estimated to be $31.80.
Expanded volunteer pool — By removing financial and logistical barriers, VTO produces a larger pool of potential volunteers to engage with. That means more volunteers signing up to participate!
Diverse skillsets and expertise — When it comes to volunteerism, employees often bring their professional expertise to the table (think: copywriting, graphic design, accounting, legal services, etc.). This ultimately provides increased access to specialized skills and knowledge.
Heightened retention — Volunteers are more likely to continue their support when their time is compensated. Highlight the availability of VTO to keep supporters coming back time and time again.
New fundraising opportunities — According to Volunteer Hub, 79% of people who volunteer donate to the organization as well. VTO programs help engage volunteers with your cause, and your team can begin stewarding them as donors, too!
Growing corporate partnerships — Targeting VTO companies can heighten visibility and open doors for partnerships. Consider whether participating employers also supply matching gifts, volunteer grants, and other types of programs.
Increased community impact — With expanded resources and a growing supporter base thanks to corporate volunteer programming like VTO, your team can benefit its community and mission even more.
Top 5 Employers With Paid Volunteer Time Off Programs
Tons of businesses offer paid volunteer time for their employees. Becoming familiar with top VTO programs allows your team to identify engagement opportunities, access valuable resources, and establish strategic partnerships.
Check out these five examples of generous employers—and see if your volunteers (or donors!) work for these companies.
Up to 18 paid volunteer hours each year
Additional two-month paid internship opportunities Focus: Environmental activism
Also offers matching gifts: ✔️
Also offers volunteer grants: ❌
Patagonia is an outdoor clothing and recreation gear retailer based in Ventura, California. With a focus on environmental activism, the company engages employees by offering up to 18 paid volunteer hours annually.
Not to mention, Patagonia also encourages employees to participate in an additional two-month Environmental Internship Program with the environmental group of their choice (while maintaining full benefits!). Additionally, Patagonia matches employees’ monetary donations to a wide range of nonprofits as well—with each team member qualifying for up to $10,000 in matching gift funds per year.
Two paid days (16 hours) each year
Inclusive of company-sponsored volunteer activities Focus: Local community investment
Also offers matching gifts: ✔️
Also offers volunteer grants: ✔️
Thomson Reuters is a Canadian-based multinational information and media conglomerate. With more than 25,000 employees across hundreds of locations worldwide, the company offers a number of corporate-sponsored ways for team members to give back to their communities.
While full-time team members receive two paid days off for volunteer activities each year, the program policy dictates that part-time staff (specifically those regularly scheduled for more than 20 hours per week) qualify for a prorated number of VTO hours as well.
8 hours VTO per quarter for full-time staff
4 hours VTO per quarter for part-time staff
Focus: Strengthening communities
Also offers matching gifts: ❌
Also offers volunteer grants: ✔️
Also offers P2P fundraising matches: ✔️
GM Financial is a financial services provider and subsidiary of General Motors with extensive operations based in North and Latin America, Europe, and China. As a way of giving back to society, GM Financial incentivizes volunteerism among employees in a few ways—including both volunteer grants and paid time off to volunteer.
The good news? Full-time and part-time employees can participate! Each quarter, full-time GM Financial staff receive 8 hours of volunteer time off, while part-time workers receive 4.
Meanwhile, through its volunteer grant program, employees can earn $10 for every hour they donate to a nonprofit. However, the program policy does specify that dollars for doers (or volunteer grants) may only be requested for volunteer activities that take place outside of working hours.
30 hours pro bono services each year
Hack for Good tech innovation event Focus: Accessible legal knowledge, resources, and services
Also offers matching gifts: ✔️
Also offers volunteer grants: ✔️
Microsoft Corporation is a multinational corporation with a focus on leading operating systems, productivity applications, and web browsers. The company is also known for its standout philanthropy—and, specifically, its widespread employee involvement.
In a single year, nearly 50,000 Microsoft employees volunteered more than 1 million hours of their time with charitable organizations worldwide. Through its paid volunteer time off program, each team member receives 30 hours to dedicate to pro bono work annually.
Two paid days of service (16 hours) each year Focus: Education, community, and health and wellness
Also offers matching gifts: ✔️ (With auto-submission!)
Also offers volunteer grants: ❌
Sentinel Group, formerly known as Sentinel Benefits & Financial Group, is a Massachusetts-based business management consulting firm. In order to engage their employees and incentivize community service, Sentinel Group launched a volunteer time off program. Through the initiative, each team member receives 16 hours (or two full days) worth of PTO to devote to volunteer activities.
Promoting VTO Opportunities to Supporters
The rate at which a company’s staff are involved in corporate volunteer initiatives can vary drastically from one employer to the next. As a nonprofit, one of the best things your team can do to increase participation is to begin driving awareness of the programs with smart marketing and promotional efforts.
Here’s what we recommend!
1. Share about volunteer time off programs on social media.
Your organization’s social media profiles are going to be some of your greatest assets when it comes to driving awareness of VTO opportunities on a mass scale. Sharing information about paid volunteer time off programs online can be just what you need to inspire action among your followers.
As usual, remember to use engaging visuals and compelling storytelling strategies to capture and retain your audience’s attention. You might also choose to share success stories of team members who have previously participated in VTO activities and highlight the tangible impact they’ve made for your cause. Then, be sure to link out to additional resources (such as a dedicated page on your website) for interested supporters to learn more.
2. Create or optimize a dedicated Volunteers page on your website.
Speaking of, creating a dedicated web page for all things volunteerism (and volunteer incentives) allows you to establish a centralized hub for volunteer-related resources. If you already have a volunteers page on your site, you’ll want to incorporate information about paid volunteer time off programs to best market the opportunity to your audience.
Be sure to illustrate the positive impact of corporate volunteerism on your mission and provide additional resources and information on how supporters can get involved. In doing so, you can reinforce your organization’s commitment to collaboration and volunteerism, too!
3. Leverage employer data to identify VTO opportunities.
Your supporters’ employment data contains a wealth of information about available engagement opportunities—from matching donations to supplying paid time for volunteering. Use the information to uncover contacts in your database who work for companies with VTO. Then, adjust your strategy accordingly.
If you already know where a volunteer works, take a moment to look into the company’s volunteer incentive programs. If you don’t have an individual’s employer on file, consider a corporate giving database tool or explore an employer append service to help fill in any gaps.
4. Implement personalized outreach for eligible supporters.
Once you’ve determined which supporters work for companies with VTO programs, initiating tailored communications can go a long way. But you don’t just want to reach out to existing volunteers! In fact, identifying and engaging with donors working for VTO companies can be a surefire way to tap into new opportunities for support.
Be sure to focus your outreach while highlighting the benefits of paid volunteerism (i.e., a meaningful experience and a fun day off work!). Then, encourage recipients to take advantage of the programming. Provide information on upcoming volunteer activities and clearly communicate how supporters can get involved.
Our top recommendation? Embed a volunteer grant database (such as Double the Donation Volunteering) on your website so supporters can easily access program guidelines and instructions.
5. Familiarize yourself with local businesses offering volunteer time off.
Local businesses can become some of your most valuable corporate partners. Research companies in your area and note those offering VTO programs for their employees. (Not sure where to start? Reach out to professional services firms in your area—such as advertising, law, or accounting.)
From there, you’ll want to establish connections within the human resources department or corporate social responsibility team. Start your conversation by learning more about their volunteerism initiatives and identify opportunities for collaboration. Then, pitch a volunteer event or activity with which to engage the business’s staff through VTO.
6. Encourage volunteers at VTO companies to organize group activities.
Let’s say you have an existing volunteer who works for a large company with a paid VTO policy. One of the best ways to attract eligible volunteers is to empower supporters to rally their colleagues.
Sometimes, all you have to do is encourage a single volunteer to organize a group activity and get their teammates on board.
Be sure to provide resources to assist in coordinating volunteer projects, like team-building exercises, community service days, or fundraising events. By setting up your volunteers to mobilize their coworkers, you can maximize the impact of available VTO programs and foster a culture of collaborative volunteerism.
Final Thoughts & Additional Resources
When nonprofits and companies work together, the opportunities for social impact are endless. Paid volunteer time off programs are one example of a way businesses are meeting the increased demand for corporate responsibility. Matching gifts and volunteer grants are a few others.
Now, it’s time to tap into the VTO programs in your organization’s network. Your team can establish solid corporate partnerships, better engage with volunteers, and achieve your mission with greater efficiency.
Good luck!
There’s more to corporate engagement than paid volunteer time off. Dive into these other generous programs and initiatives to uncover new opportunities for your organization:
FREE DOWNLOAD: The Ultimate Guide to Matching Gifts. This must-read resource provides comprehensive insights into matching gifts, empowering organizations to make the most of these programs. Explore practical tips and strategies to navigate donation matching here!
Maximizing Impact With Corporate Volunteer Grant Programs. Did you know you can collect corporate funds when a company’s employees volunteer with your cause? Dive into this in-depth exploration of volunteer grant programs and discover the power of volunteerism to drive positive change.
Navigating Corporate Philanthropy | A Nonprofit Playbook. Forging successful corporate partnerships is a must. This complete guide supplies actionable guidance for navigating corporate philanthropy. Learn to identify prospects, craft proposals, make your pitch, and foster mutually beneficial relationships.
https://doublethedonation.com/wp-content/uploads/2024/05/DTD_Volunteer-Time-Off-The-Ultimate-VTO-Guide-For-Nonprofits_Feature.png6001600Adam Weingerhttps://doublethedonation.com/wp-content/uploads/2022/03/logo-dtd.svgAdam Weinger2024-05-02 20:19:562025-03-03 19:57:35Volunteer Time Off | The Ultimate VTO Guide For Nonprofits
Companies gave an impressive $29.48 billion to U.S. charities in 2022. Even with this generosity, nonprofits frequently overlook revenue opportunities. In fact, $4-$7 billion in funds allocated for matching gifts go unclaimed every year. That’s where a corporate giving database comes in.
This technology makes it easy for nonprofits to identify companies that offer CSR opportunities, such as workplace giving programs, sponsorships, and in-kind gifts. With a comprehensive and accurate database, nonprofits can access detailed information about corporate giving programs, including eligibility criteria, application processes, and deadlines.
This article will cover these topics and share how nonprofits can utilize corporate giving databases to discover companies willing to donate:
These databases aren’t just information repositories; they’re gateways to increased donations through generous companies. Let’s explore how to harness this technology to unlock greater fundraising success at your nonprofit.
What Is A Corporate Giving Database?
A corporate giving database is a comprehensive resource that compiles information on corporate philanthropy programs. This technology helps nonprofits identify potential funding opportunities by providing details on individual companies’ program criteria, application processes, and contact information.
Some databases offer geographic search functions, while others require you to search for specific companies by name. A database will typically store information on different types of giving opportunities such as:
Matching Gifts: In this program, companies match donations their employees make to eligible nonprofits, effectively doubling the initial donation amount.
Volunteer Grants: Corporations provide monetary grants to nonprofits where their employees volunteer usually based on the number of hours volunteered.
Volunteer Time Off: This type of program provides employees with dedicated PTO hours they can spend volunteering with nonprofit causes.
In-Kind Donations: Instead of cash, businesses donate goods or services, such as products, professional services, or other resources that the nonprofit might need.
Cause Marketing: Also called cause-related marketing, cause marketing is when companies collaborate with nonprofits to launch campaigns where a portion of the revenue from certain products or services is donated to the nonprofit.
Community Grants: Corporations provide grants for specific projects or programs that align with their CSR objectives, often focusing on local community enhancement.
Double the Donation’s matching gift database stores information on companies’ matching gift and volunteer grant programs. Fundraisers, donors, and volunteers can use the database to search for their employers and discover employee eligibility requirements, which nonprofits are eligible for matching grants, grant amounts, and match ratios. It’ll even provide instructions on submitting a match request and a link to the form, if available.
For example, here are the guidelines our database has for YUM Brands, which owns KFC, Pizza Hut, and Taco Bell:
Corporate giving databases are ideal for nonprofits looking for support and journalists reporting on CSR contributions.
CSR Databases: Understanding The Business Perspective
Companies that give to charity receive a reputation boost, tax write-offs, and increased employee engagement. As such, many corporations like to publicize their CSR efforts by creating dedicated web pages. They’ll also reach out to corporate giving database providers to be added to their systems, making it easy for nonprofits and employees to research donation opportunities and find eligibility requirements.
Reasons that companies share their CSR policies include:
Enhanced brand reputation:Our CSR research indicates that consumers are 4-6x more likely to trust, protect, champion, and purchase from companies with a strong sense of purpose. Meanwhile, 93% of employees prefer working for companies that lead with purpose. That means companies with CSR initiatives are more likely to win over employees and consumers.
Higher employee participation in CSR: Promoting their workplace giving programs means more employee participation! For example, let’s say someone donates to your nonprofit. If their employer shares their information with a corporate giving database provider, donors can research their eligibility and determine if they’re match-eligible right from your donation page.
Community goodwill: Some companies show off their support for specific causes that align with their companies’ services. Our list of corporate philanthropy examples highlights how Bombas, a popular clothing retailer, donates socks, t-shirts, or underwear for every item purchased. They’ve donated 100 million items to 3,500+ shelters, transitional living facilities, and other community organizations.
Some companies manage corporate giving by launching a separately administered private foundation, for which the IRS requires public disclosure. Companies typically share impact metrics, funding opportunities, and how to apply for funding on their websites.
However, businesses commonly donate through corporate giving programs. Since companies aren’t required to publicize these programs, you might have trouble finding which businesses offer them. A corporate giving database like ours can help here! Our team constantly updates its database with the latest information on companies’ CSR programs. With records on more than 24,000 companies, our matching gift database is the most comprehensive, accurate one in the world.
Why Some Companies Cautiously Share Their CSR Programs
While there are several benefits to marketing CSR programs, some companies choose to limit their publicization. Here’s why some companies choose to limit the visibility of their philanthropic activities:
Concerns over too many donation requests
Privacy considerations for recipients or sensitive projects
Angering customers who think the company is wasting money on an organization or cause they don’t approve of
Instead of publishing relevant CSR information on their website, businesses may quietly add their information to a corporate giving database to ensure key information is available to only those who need it, such as nonprofits and employees.
Double the Donation’s Corporate Giving Database For Nonprofits
Our corporate giving database is specifically designed to help nonprofits increase fundraising through corporate philanthropy. It’s the world’s most comprehensive matching gift database, representing 26.8 million matching gift-eligible individuals at 24,000+ companies. That’s an incredible 99.68% of all match-eligible donors!
With it, your nonprofit can:
Identify and pursue match-eligible gifts and volunteer grants
Incorporate matching gifts into existing software via 100+ integrations, including leading providers like Blackbaud and Classy
Simplify the matching gift and volunteer grant experience for supporters
Save time with automated email streams that encourage supporters to submit requests to their employers
Our team also constantly searches for and resolves stumbling blocks like broken links, outdated forms, and loading issues. That way, donors and volunteers won’t waste time completing an application just to find out they’re not eligible.
How Our Corporate Giving Database Works
Nonprofits can easily make using our database a part of their existing donation and volunteer management processes. Here’s how it works:
Embed our company search tool into key areas on your website like your donation form and confirmation page.
Supporters look up their employers. They can search for subsidiaries, brand names, and local offices. Even if they misspell the company’s name, our database can help them find the right one.
Supporters view the company’s guidelines. For matching gifts, this includes minimum and maximum donation amounts, match ratios, employee eligibility requirements, nonprofit eligibility requirements, and request deadlines.
If available, supporters click the link to the match request form or follow other submission guidelines. Currently, we have over 90% of forms available in our CSR database.
Watch this virtual tour of our platform, so you can envision how it’ll work for your team:
With Double the Donation, you can check on individual donors’ match statuses and follow up at any point. You’ll even have a matching gift dashboard to get a snapshot of your nonprofit’s corporate giving fundraising results!
As the leader in matching gift technology, we’re constantly developing powerful new features to drive nonprofits’ success forward. For instance, our latest innovation is matching gift auto-submission, which gives donors the option to let our technology submit their match requests for them. That means less work for them, fewer errors on their forms, and more revenue for your nonprofit!
With Double the Donation, you can rest assured that you’re making the most of corporate matching gifts.
How Nonprofits Can Leverage Our Corporate Giving Database
Nonprofits of all shapes and sizes should learn how to leverage a corporate giving database. These databases can help your nonprofit identify and connect with companies whose giving criteria match your mission, helping to pinpoint long-term partnerships.
If investing in a corporate giving database sounds like a smart move, here’s how you can make the most of Double the Donation:
Educate your team. Ensure your team knows how to use your corporate giving database. Nonprofits who use our database can explore our support articles, learn all about corporate giving through our Matching Gift Academy, and connect with our highly-responsive team if they need help.
Embed the company search tool into key places. Add our company search tool to your online donation form and confirmation page to enable donors to check if their employer offers matching gifts when donating. Some nonprofits create a dedicated corporate giving page that features CSR opportunities and the search tool.
Track and report on CSR results. Our platform maintains detailed records of your supporters’ corporate giving to analyze your strategies’ success. Pay special attention to companies that give substantially to your organization. Then, follow up to emphasize their impact and thank them for their support. This can lead to ongoing support through long-term partnerships and sponsored events.
By following these strategies, your nonprofit can boost its fundraising efforts with our corporate giving database. In no time, you’ll raise more funds and build stronger relationships with donors and corporate partners.
Final Thoughts on Corporate Giving Databases
Corporate giving databases offer a vital resource for nonprofits seeking to maximize their fundraising efforts and enhance their impact. By leveraging companies’ generosity, your nonprofit can expand its capacity to serve, innovate, and thrive.
To learn more about unlocking growth via corporate giving, explore these educational resources:
The Ultimate Fundraising Guide to Corporate Giving Programs: Dive into the world of corporate philanthropy with this guide for nonprofits. Learn about types of corporate giving, including everything from sponsorships to automatic payroll deductions.
Matching Gift Databases: What Nonprofits Should Know: Matching gift databases are a particular type of corporate giving database. Learn the fundamentals of these platforms and how using one can impact your fundraising.
Handbid and Double the Donation are proud to announce a new integration and partnership to benefit nonprofits and their donors through employer matching gifts. The integration places Double the Donation tools on Handbid donation forms for donors to discover their eligibility for matching gifts from their employer.
“We know from our experience with mobile bidding and auctions that donors love when they can give in unique, scalable ways,” said Jeff Porter, Founder of Handbid. “We consider corporate matching gifts to be one of those key ways donors can deepen their impact again and again.”
An estimated $4-7 billion in matching gift funds goes unclaimed every year. These are funds specifically set aside for nonprofit organizations–and the goal of the Double the Donation and Handbid integration is to help organizations start reaping the benefits of corporate philanthropy programs.
“Every day donors make gifts to the organizations they care about but don’t realize they can make an even bigger difference thanks to their employer,” said Adam Weinger, President at Double the Donation. “Automation through Double the Donation and Handbid guides those donors to the programs that can literally double their donations.”
Handbid and Double the Donation’s new integration with Double the Donation can now be accessed by mutual clients of the solutions. Follow our integration guide for more details on how to get connected.
Ready to add matching gifts to your Handbid donation experience? Request a demo with us and make sure to share you’re a Handbid user!
Want additional resources to help you take your matching gifts strategy to the next level? Enroll today in our Matching Gift Academy for in-depth content about growing your matching gift revenue.
https://doublethedonation.com/wp-content/uploads/2024/04/dtd-handbid-partnership-announcement-feature.png5801550Adam Weingerhttps://doublethedonation.com/wp-content/uploads/2022/03/logo-dtd.svgAdam Weinger2024-04-29 01:05:222025-02-27 19:01:55Handbid and Double the Donation Partner with Integrated Matching Gifts Solution
Double the Donation’s Ultimate Guide to Matching Gifts is designed to be your go-to resource for understanding, leveraging, and maximizing corporate matching gift opportunities for your organization. Matching gifts, often overlooked, supply an incredible source of funding for nonprofits—offered by companies to financially reward the causes their employees care about. However, many teams aren’t fully aware of how these programs work or how to tap into them effectively.
In this guide, you’ll find everything you need to know about matching gifts, from understanding the basics and eligibility requirements to actionable tips on how to increase participation and track results. We provide examples of companies offering generous matching gift programs, best practices for educating and engaging donors, and strategies for fostering relationships with corporate partners.
Whether you’re new to the concept of matching gifts or looking to refine your existing approach, this resource offers detailed insights to help you unlock additional funding and deepen your engagement with both individual and corporate supporters.
Why download the Ultimate Guide to Matching Gifts?
Maximize fundraising potential.
Access actionable strategies to significantly boost donation revenue by leveraging corporate matching gift programs. By understanding how to tap into this often underutilized resource, nonprofits can unlock additional funding.
Streamline matching gift processes.
Uncover clear steps for optimizing the management of matching gifts, from identifying eligible donors to simplifying the follow-up process. This helps organizations save time and effort while ensuring they don’t miss out on match-eligible contributions.
Enhance donor engagement.
Donors are more likely to give if they know about matching gifts. Unleash best practices for educating and motivating donors to participate in matching gift programs, strengthening donor relationships and increasing engagement with your cause.
Corporate leaders oversee relationship management on many fronts, including employee engagement and customer satisfaction, and corporate gift-giving is an effective strategy to tackle it. After all, 57% of employees and 52% of consumers are more likely to be loyal to companies that provide gifts.
However, companies must give gifts fairly and responsibly for them to have the desired effect—and that’s where corporate gift-giving laws come in. In this guide, we’ll cover everything you need to know about these policies on presents, including:
Let’s begin by taking a closer look at gift-giving basics!
Corporate Gift-Giving Laws FAQS
What are corporate gift-giving laws?
Corporate gift-giving laws are policies created by a company to standardize internal and external gift-giving, helping prevent bribery, favoritism, and other conflicts of interest. These policies generally outline the circumstances in which the company’s employees can give or receive gifts, including:
Who can give and receive gifts? Corporate gift-giving laws outline gift exchanges between peers, superiors, and clients.
What gifts are appropriate? Policies concerning corporate gift-giving may define the types of gifts that can be given or received, such as specific tangible items or monetary gifts.
When should gifts be given? Corporate gift-giving laws should specify how often gifts can be given to monitor the amount of gifts that are sent or received.
How much can be spent on gifts? A well-planned policy outlines the budget for gift-giving, determining how much can be spent on a gift.
With a policy that lays out these details, your company will be equipped to start exchanging gifts with clients, employees, business partners, and other contacts to strengthen relationships with your professional network. Let’s break this down further by examining the essentials of gift-giving and receiving.
What is an employee gift policy?
Giving employees gifts can have a significant impact on your company’s efforts to recognize, engage, and retain employees. Generosity can also increase productivity, with 81% of employees stating they are more likely to work harder when an employer appreciates their efforts.
This means your company should craft an employee gift policy that outlines how you’ll show appreciation through gifts and under what circumstances. This policy will depend on the following elements:
To deduct these expenses, your company must have records that include the details of the amount spent and prove the business purpose of the gift. This also applies to gifts given indirectly to an employee, such as to a spouse or family member.
However, some types of gifts, such as gifts that can be considered entertainment, are not tax deductible. For example, if you were to gift clients bottles of wine and take them to an orchestra performance, the wine bottles would be tax deductible but the orchestra tickets would not.
Employee gift reporting
For the sake of accountability and to keep your books in order, determine how your company will report the gifts it gives. This will be an important part of your policy, which not only lays out the gift-giving process but also how you’ll report and track gifts.
Be sure to keep thorough records including:
The value of the gift
When the gift was given
Who the recipient was
The reason for the gift
Determine who will be in charge of recording employee gifts and where these records should live.
What are corporate gift acceptance policies?
Aside from giving gifts, your company may also receive gifts from clients, customers, or other corporations. To account for this, create a gift acceptance policy that determines which gifts are given and under what circumstances they’re acceptable on behalf of your company.
How to Create Corporate Gift-Giving Laws
So how do you get started, and what should you include? Create corporate gift-giving laws for your company using the following steps:
Determine who can give gifts. Decide which members of your company’s leadership have the authority to purchase and give gifts. For example, should managers have the authority to give employee gifts, or should they recommend certain employees for rewards and leave the gift-giving to leadership?
Define the circumstances for gift-giving. Write out the purpose of gift-giving and under which circumstances gifts are appropriate. For example, if your company seeks to give gifts as part of its employee recognition strategy, you might create a gift-giving timeline based on specific work-related accomplishments or anniversaries.
Set price limits on gifts. Outline specific price limits in your gift policy. Consider setting price ranges for various gift types and occasions. For example, a work anniversary might warrant a $50 plaque while a retirement gift could be more expensive. Remember your gifts may vary based on availability or the purpose of the gift.
Identify any unacceptable gift ideas. Provide flexibility for the types of gifts that can be given, but recognize that some gifts should never be given. For example, gifting a pair of jeans with no relevance or branding to your business could be inappropriate and unprofessional. Make a list of specific gift items that shouldn’t be given under any circumstances.
Make provisions for this policy to be adjusted in the future, if necessary. It’s difficult to include everything, and you may encounter a unique situation in the future that calls for you to revisit your policy. To visualize how you might put these key elements together in one, comprehensive policy, let’s go over a template!
Corporate Gift-Giving Policy Template
If you need help getting started, fill in this template with your company’s unique information:
[Company’s name] recognizes gifting as a customary practice and a meaningful way to show appreciation. To avoid perceptions of bribery, favoritism, and other conflicts of interest, this policy will outline the guidelines and acceptable norms for giving and receiving gifts.
Definitions “Gift” refers to cash, goods, or services of commercial value that are given to an individual for personal benefit without any expected return of payment.
Scope This policy applies to [list roles that should follow this policy]. At [Company’s name], the following individuals are authorized to give or receive gifts on behalf of the company: [List individuals allowed to give or receive gifts]
Unacceptable Gifts The following gifts are unacceptable to be given or received on behalf of [Company’s name]: Gifts of expensive electronic items, such as mobile phones, laptops, or TVs. Personal gifts of clothing or jewelry are inappropriate and strictly prohibited. [List any other unacceptable gifts]
Price Limits [Company’s name] shall adhere to the following price ranges when giving gifts: Employee recognition gifts should not exceed [Amount]. Work anniversary gifts for any employee should not exceed [Amount]. Gifts accepted from clients/customers should not exceed [Amount].
Gift Receipts After giving or receiving a gift, any employee at [Company’s name] should record the gift by [Process for recording gifts].
Consider also creating a gift refusal letter template that employees or leadership can use to appropriately represent your company in the event they must decline a gift.
Corporate Gift Ideas
Coming up with a list of acceptable gifts can help you further standardize the process of rewarding employees and stewarding customers. Consider the following gift ideas.
Matching gifts
While matched donations aren’t tangible or deliverable via a gift bag, they’re a great way to show employees that your company cares about the same causes they do. Incorporate a matching gift program into your company’s existing philanthropic efforts and add guidelines to your employee handbook or portal so your team knows how to participate.
To encourage employees to participate in your program, invest in CSR software with auto-submission capabilities. This will connect your company’s information and matching gift request form to matching gift databases, allowing employees to automatically submit a match request upon making a donation.
As a result, your company will see the following benefits:
Elevated employee engagement: Employees will be more engaged when they know your company values them—and the causes they value. Automating matching gift requests demonstrates your company’s eagerness to give and support the causes your employees care about.
Increased program impact: Auto-submission streamlines the management of your company’s corporate giving programs. Plus, you’ll make it easier for employees to give and ultimately increase your company’s social impact.
Add to the impact of your matching gift program by further building out your CSR initiatives. For example, you might launch a corporate volunteer program in which your team can volunteer for nonprofits together or a volunteer grant to donate monetarily in response to their individual volunteer hours.
eCards
Whether you’re celebrating an employee’s birthday, wishing a customer a happy holiday season, or thanking a team leader for their hard work, thank-you messages can be simple yet meaningful gifts.
eCard software allows you to create customizable, digital greeting cards for any occasion, meaning your company can develop an arsenal of greeting cards for birthdays, work anniversaries, celebrating accomplishments, or any other situation warranting a gift.
For example, let’s say you want to recognize an employee for going above and beyond in their urgency and responsiveness. Here’s how you could create an eCard to thank them:
Design the eCard: Create a design for the eCard that calls out the purpose of the message. In this example, you could title the card, “Best-in-class responsiveness” to thank an employee for prompt communication.
Add a personal message: Personalize the card with a message so the recipient knows exactly what they did to receive a card and why their actions mattered. For example, you might write, “Thanks for helping jump on the client call on such short notice!”
Opt-in to notifications: eCard software can notify you when the recipient opens their eCard, allowing you to track how and when employees engage with your appreciation messages.
With these features, you’ll be able to send unique eCards to employees and clients alike. Plus, by making the tool available to your team, you’ll encourage your staff to send eCards to each other and recognize their peers.
Tangible gifts
While any tangible gifts you give will be unique to the occasion and the recipient, here are a few ideas to kickstart your shopping:
Gift baskets
Wellness boxes
Personalized stationery
Sample products from your business
Tangible gifts are tricky to navigate since they require a careful balance between being personally meaningful and professional. Be sure to outline any relevant requirements for choosing tangible gifts in your corporate gift-giving laws to provide clear guidelines for choosing these gifts.
Tribute gifts
Aside from matching employees’ donations, your business can also give on their behalf to the causes they care about! For example, if you know that an employee volunteers at a local animal shelter, consider donating to that shelter on their behalf as an appreciation gift.
Additional Resources for Creating Corporate Gift-Giving Laws
Corporate gift-giving laws are unique to the organization that creates them, which is why your policy should foremost address your organization’s needs. For example, smaller, close-knit teams might have more flexibility while larger companies will need strict guidelines to ensure gift-giving is fair.
Consider where your company aims to be in the future and leave room in your policies to adapt to these changes. For example, do you plan to double your staff? Will you serve a new client base? As you consider your company’s growth and the policies that you’ll need in place to account for it, look over the following resources for more tips:
22 Employee Recognition Platforms To Recharge Your Workplace. Gifts are great for employee recognition, but there are additional tools you can use to reinvigorate your team! Browse this list of employee recognition platforms to find the right ones for your company.
https://doublethedonation.com/wp-content/uploads/2024/02/Double-the-Donation_corporate-gift-giving-laws_feature-copy-1.png6001300Adam Weingerhttps://doublethedonation.com/wp-content/uploads/2022/03/logo-dtd.svgAdam Weinger2024-03-29 10:57:472024-03-29 10:57:47Corporate Gift-Giving Laws: How to Make Policies on Presents
![Justify Your Trip to the Matching Gift Summit [Free Template]](https://doublethedonation.com/wp-content/uploads/2024/05/Justify-Your-Trip-to-the-Matching-Gift-Summit-Free-Template.png)
“Employees must receive prior approval from their supervisor before using paid time off for external volunteer activities. Requests for external volunteer paid time off should be made in writing and with reasonable advance notice.”
