Workplace Giving vs. Payroll Giving What’s the Difference

Workplace Giving vs. Payroll Giving: What’s the Difference?

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As nonprofits seek new and sustainable ways to grow donor support, employer-backed giving programs present a powerful opportunity. However, understanding the difference between workplace giving vs. payroll giving is key to making the most of these channels.

While the terms are often used interchangeably, they refer to distinct models of employee giving, each with its own benefits and logistics. In this post, we’ll break down what sets workplace giving apart from payroll giving and how your organization can effectively engage with each to expand your donor base and deepen corporate partnerships.

Specifically, we’ll cover:

By understanding the nuances between these two giving models, your organization can better position itself to connect with engaged donors and align with companies that value social impact. Whether you’re just starting to explore employer-backed giving or looking to enhance your existing efforts, this guide will equip you with the insights and strategies needed to succeed.

Let’s dive in.

What is payroll giving?

Payroll giving is a form of charitable donation in which employees contribute to nonprofits directly from their paychecks, typically on a recurring, pre-tax basis. This method enables donors to contribute regular donations with minimal effort, making it one of the most convenient ways to support a cause over time.

Payroll giving vs. workplace giving illustration

In a payroll giving program, employees choose a nonprofit they’d like to support and specify a donation amount to be automatically deducted from their salary each pay period. These deductions are then processed by the employer or a third-party platform and then disbursed to the nonprofit.

For nonprofits, payroll giving can establish a steady and predictable revenue stream while also deepening long-term donor relationships. Although individual contributions may be modest, their consistency and potential for growth—especially when supported by employer matching programs—can add up significantly over time.

What is workplace giving?

Workplace giving, on the other hand, is a broader term that refers to any program or initiative that enables employees to support charitable causes through their employer. Unlike payroll giving, which focuses specifically on paycheck deductions, workplace giving encompasses a wide range of giving opportunities—both financial and non-financial—that are facilitated by the workplace.

These programs can include:

  • Payroll giving/deductions
  • Employer donation matching
  • Volunteer grants or paid Volunteer Time Off
  • Company-sponsored fundraising campaigns
  • Internal charity drives or giving days

Workplace giving vs. payroll giving illustration

The goal of workplace giving is to create a culture of generosity within a company and make it easier for employees to contribute to causes they care about. For nonprofits, engaging in workplace giving means more than just receiving donations—it’s about being part of a larger ecosystem of social responsibility where companies and employees collaborate to drive impact.

By participating in workplace giving programs, nonprofits can tap into new donor networks, benefit from corporate visibility, and access additional support, such as event sponsorships or in-kind donations. These programs not only help raise funds but also strengthen community ties and increase awareness of your mission.

Maximize Workplace Giving and Payroll Giving Success with Double the Donation

How do workplace and payroll giving relate?

Workplace giving and payroll giving are closely connected—so much so that they’re often mentioned in the same breath. That’s because payroll giving is actually one component of the broader workplace giving landscape. In other words, all payroll giving is workplace giving, but not all workplace giving is payroll giving.

Workplace Giving vs. Payroll Giving Venn Diagram

While payroll giving refers specifically to donations made directly from an employee’s paycheck, workplace giving encompasses payroll giving and other forms of support, including employer donation matching, fundraising campaigns, and volunteer incentives.

For nonprofits, understanding this relationship is essential. By recognizing payroll giving as a gateway to broader workplace engagement, organizations can utilize it as a foundation for more meaningful partnerships. For example, if a donor starts with payroll deductions, your nonprofit may later be eligible for employer matching funds or featured in a company-wide giving campaign. These connections help build long-term donor loyalty while expanding your reach within supportive companies.

How do workplace and payroll giving differ?

While workplace giving and payroll giving are closely related, the two program types differ in scope, structure, and flexibility. As a result, each offers a unique set of advantages for nonprofits and donors alike.

Here’s what you should know about the programs’ differences:

1. Scope:

Payroll giving is a specific type of workplace giving that involves regular, automatic donations taken directly from an employee’s paycheck. In contrast, workplace giving encompasses a broader umbrella that includes payroll giving, as well as programs such as donation matching, charity drives, fundraising events, volunteer grants, and more.

2. Donation Method:

Payroll giving is facilitated through payroll systems, with donations deducted pre- or post-tax (depending on the location or employer setup). Workplace giving, on the other hand, can involve various forms of giving—financial or time-based—that may not be tied to payroll, such as participating in a company-wide giving day or logging volunteer hours to earn grant dollars.

3. Donor Engagement:

Payroll giving is typically a passive, set-it-and-forget-it method. Once an employee signs up, donations occur automatically on a regular basis. Workplace giving, on the other hand, offers more active engagement opportunities, such as team fundraising challenges or company-hosted volunteer events, creating more touchpoints for deeper donor interaction.

4. Employer Involvement:

Employers typically play a larger role in broader workplace giving programs, offering powerful incentives such as donation matching or volunteer time off. Payroll giving may or may not include employer matching and often functions more independently from wider workplace culture initiatives.

Understanding these differences can help nonprofits tailor their outreach and messaging. While payroll giving provides steady, recurring revenue, broader workplace giving programs open the door to deeper engagement and additional corporate support. Both are valuable, and when used together, they can significantly amplify mission impact.

Strategies for making the most of each

To fully tap into the potential of payroll and workplace giving, nonprofits need more than just enrollment—they need a strategic approach. Here are some key ways to maximize visibility, engagement, and long-term impact through these valuable channels:

Get Listed on Workplace Giving Platforms

Many employers use third-party platforms to manage their giving programs. Ensure your nonprofit is registered on these platforms so that employees can easily find and support you through payroll giving and other workplace initiatives.

Payroll giving vs. workplace giving platform registration

Interested in a step-by-step breakdown of how your organization can register with leading platforms (including direct links to applications)? Check out this guide to get started.

Collect Employment Information From Supporters

One of the simplest yet most powerful steps your nonprofit can take is to ask supporters where they work. Knowing a donor’s employer opens the door to potential payroll giving, matching gift opportunities, and broader workplace giving programs alike.

You can collect this information through donation forms, newsletter sign-ups, volunteer registrations, or follow-up outreach. Even a single field that asks, “Who is your employer?” can provide valuable insight for future outreach and segmentation.

Payroll giving vs. workplace giving: collecting employment information for both

Once you have this data, you can:

  • Identify companies with active workplace giving or matching gift programs.
  • Tailor communication to highlight relevant giving opportunities tied to that employer.
  • Encourage donors to explore whether their workplace offers payroll giving or match options.
  • Reach out to CSR or HR contacts at those companies to explore potential partnerships.

The more you know about where your donors work, the better positioned you are to unlock corporate support, grow donor engagement, and maximize giving potential through employer-backed programs.

Promote Employer Matching

Many employees are unaware that their company offers donation matching, often in addition to other programs, such as payroll giving. Your team can help bridge that gap by creating or leveraging the right resources—like a matching gift lookup tool, FAQs, or social media content—to encourage donors to check if their gift can be doubled.

Payroll giving vs. workplace giving: getting matching gifts involved

For the best results, highlight this in donation forms, confirmation emails, thank-you pages, and other relevant materials.

Share Clear Impact Stories

Whether donors give through payroll deductions or other company-sponsored campaigns, they want to know their contributions matter. Use newsletters, impact reports, and social media content to demonstrate how workplace and payroll gifts make a difference.

You can even tailor these stories for a corporate audience when possible.

Build Relationships with CSR Teams

Kick off your efforts by establishing partnerships with companies’ corporate social responsibility (CSR) or HR teams. Offer to create co-branded promotional materials, provide speakers, host volunteer opportunities, or collaborate on giving campaigns.

These connections can lead to deeper engagement and additional funding beyond payroll giving alone.

Empower Donors to Advocate Internally

Your existing supporters can be your strongest advocates for new and improved workplace giving programs. When relevant, encourage them to nominate your organization for inclusion in their employer’s giving campaigns or volunteer days or provide a warm introduction to their employer.

You can even provide toolkits or one-pagers that they can share with HR or CSR leaders to help make a strong case for employee-directed philanthropy.

Track and Acknowledge Payroll Donations

Payroll donations can be harder to track than direct gifts, but they’re no less meaningful⁠, and managing them effectively is no less crucial. Therefore, collaborate with platform providers to access donor information (when available) and express gratitude to contributors on a regular basis. After all, personalized acknowledgments help retain and grow long-term support.

By combining thoughtful outreach, strong partnerships, and clear communication, your nonprofit can make payroll and workplace giving a powerful, reliable part of your overall fundraising strategy.

Wrapping up & additional workplace giving resources

When it comes to workplace giving vs. payroll giving, understanding the differences between the two strategies is essential for nonprofits seeking to cultivate sustainable donor support through employer-backed programs. While payroll giving offers a reliable stream of pre-tax donations directly from employees, workplace giving encompasses a broader range of opportunities, including corporate matching, fundraising events, and volunteer engagement.

By understanding how each of these models operates and how they appeal to both employees and companies, your organization can tailor outreach strategies more effectively, foster stronger partnerships with businesses, and ultimately unlock new funding channels to support its mission.

Ready to learn more about workplace giving and beyond? Check out these additional recommended resources:

  • Top Workplace Giving Companies: Leading Employers to Know. Discover which companies are setting the standard in employee giving programs. This resource highlights leading employers that actively support workplace giving, offering inspiration and partnership opportunities for your nonprofit.
  • Free Download: Earning More Payroll Donation Revenue. Learn actionable strategies to increase payroll giving contributions. This guide walks nonprofits through best practices for engaging donors, optimizing visibility in workplace programs, and boosting recurring revenue.
  • Free Download: Guide to Developing a Workplace Giving Plan. Build a clear, effective roadmap for your nonprofit’s workplace giving efforts. This comprehensive guide covers goal setting, outreach tactics, and partnership development to help you launch or strengthen your giving plan.

Maximize Workplace Giving and Payroll Giving Success with Double the Donation

Why and How to Reach Out to Payroll Giving Donors [A Guide]

Why and How to Reach Out to Payroll Giving Donors [A Guide]

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Payroll giving is a powerful tool that enables employees to make direct contributions to charitable organizations straight from their paychecks. This method not only simplifies the donation process but also fosters a culture of giving within the workplace. However, organizations not knowing how to reach out to payroll giving donors effectively can be a challenge.

In this guide, we’ll examine the reasons for engaging these donors and offer practical strategies for effective outreach. Specifically, we’ll cover:

By understanding the value of payroll giving and implementing thoughtful outreach strategies, your organization can build stronger relationships with donors and enhance the impact of their contributions.

Whether you’re just getting started or are looking to refine your existing approach, this guide will equip you with the tools you need to engage payroll giving donors meaningfully and sustainably.

The Importance of Engaging Payroll Giving Donors

Engaging payroll giving donors is crucial for several reasons. First and foremost, these donors have already demonstrated a commitment to philanthropy by choosing to donate a portion of their earnings. Understanding their motivations and maintaining their interest can lead to sustained support for your organization.

Building Long-Term Relationships

Establishing a connection with payroll giving donors can lead to long-term relationships that benefit both the donor and the organization. When donors feel appreciated and informed about the impact of their contributions, they’re more likely to continue their support.

Regular communication can help nurture these relationships and keep donors engaged. This can include personalized thank-you messages, updates on projects funded by their donations, and invitations to exclusive events where they can meet others who share their philanthropic interests.

By creating a community around your cause, you foster a sense of belonging that can further strengthen their commitment.

Increasing Donation Amounts

Once a donor is engaged, there is potential for increasing their contribution. By sharing success stories and demonstrating the tangible impact of their donations, organizations can encourage donors to consider increasing their payroll contributions.

Why and How to Reach Out to Payroll Giving Donors and Increase Revenue

This not only benefits the organization but also enhances the donor’s sense of fulfillment and satisfaction. Additionally, implementing tiered giving levels can motivate donors to reach for higher contributions as they see the difference their support makes. Recognizing milestones, such as anniversaries of giving or total contributions, can also provide donors with a sense of achievement and encourage them to elevate their commitment.

Encouraging Peer Influence

Engaged donors can serve as advocates for your organization within their workplaces. When they share their positive experiences with colleagues, it can inspire others to participate in payroll giving. This peer influence can significantly expand your donor base and enhance your overall fundraising efforts.

By fostering a culture of giving within workplaces, organizations can tap into a network of potential donors who may not have otherwise considered payroll giving as an option. This collaborative spirit not only enhances fundraising efforts but also fosters a community of like-minded individuals dedicated to making a positive difference.

Strategies for Reaching Out to Payroll Giving Donors

Effective outreach to payroll giving donors requires a thoughtful approach. Here are some strategies that can help organizations connect with these valuable supporters.

Personalized Communication

Personalization is key when reaching out to payroll giving donors. Tailoring your messages to reflect the donor’s interests and contributions can make them feel valued and appreciated.

Consider using their name in communications and referencing specific projects they’ve chosen to support. This level of attention can foster a deeper connection and encourage continued support. Additionally, incorporating personal anecdotes or testimonials from beneficiaries can further enhance this connection, making the donor feel like an integral part of the organization’s story and mission.

Regular Updates and Impact Reports

Donors appreciate being kept informed about how their contributions are making a difference. Regular updates, such as newsletters or impact reports, can provide insights into the organization’s work and the specific outcomes achieved through payroll giving.

Highlighting success stories and showcasing the beneficiaries of their generosity can reinforce the importance of their support.

Engagement Through Events

Hosting events, whether virtual or in-person, can be an excellent way to engage payroll giving donors. These events can range from informational webinars to appreciation gatherings. Providing donors with opportunities to meet the team, learn more about the organization, and witness the impact of their contributions firsthand can strengthen their connection to the cause.

Additionally, incorporating interactive elements such as Q&A sessions or live demonstrations can enhance the experience, allowing donors to feel more involved and invested in the organization’s mission. Offering exclusive previews of upcoming projects or initiatives during these events can also create excitement and anticipation among donors, motivating them to continue (or even increase) their support.

Enlisting Technology for Payroll Giving Outreach

In today’s digital age, leveraging technology can significantly enhance outreach efforts to payroll giving donors. With the rapid evolution of tech solutions, organizations have an unprecedented opportunity to connect with their supporters in meaningful ways. Here’s how:

Email Marketing Campaigns

Email marketing remains one of the most effective ways to reach out to donors. By segmenting your email list to target payroll giving donors specifically, organizations can send tailored messages that resonate with this group.

Regular newsletters, updates, and calls to action can keep donors informed and engaged, fostering a sense of connection and loyalty.

How to reach out to payroll giving donors via email

Social Media Engagement

In today’s digital age, social media is a powerful resource for engaging with payroll giving donors. By sharing stories, updates, and testimonials on platforms like Facebook, Twitter, and Instagram, organizations can cultivate a vibrant community of supporters who feel a strong connection to the cause.

Engaging content, such as behind-the-scenes looks at projects or shout-outs to donors, can encourage sharing and amplify the organization’s message. Moreover, social media provides an avenue for donors to interact with the organization, ask questions, and share their own experiences, fostering a sense of belonging and community among supporters.

Online Surveys and Feedback Forms

Gathering feedback from payroll giving donors can provide valuable insights into their motivations and preferences. Fortunately, online surveys can be an effective tool for understanding donor satisfaction and identifying areas for improvement, which can guide future outreach efforts and help tailor communications to better meet donor needs.

By actively listening to their donors, organizations can foster a culture of transparency and responsiveness that strengthens donor loyalty and commitment.

Workplace Giving Software Integration

To maximize the effectiveness of your payroll giving program, integrating workplace giving software can be a game-changer. By gathering employment data and cross-referencing it with the leading workplace giving database, for example, organizations can quickly identify which donors are eligible for payroll giving, matching gifts, volunteer grants, or other corporate giving programs.

Why and How to Reach Out to Payroll Giving Donors with a Workplace Giving Tool

This insight allows nonprofits to take informed next steps, such as reaching out with personalized messaging about workplace giving opportunities or guiding donors through their employer’s specific giving process.

Learn how to reach out to payroll giving donors with Double the Donation.

Creating a Payroll Giving Recognition Program

Recognizing payroll giving donors for their contributions can significantly enhance engagement. After all, a well-structured recognition program not only shows appreciation but also motivates donors to continue their support.

Donor Appreciation Events

Organizing donor appreciation events can be a powerful way to acknowledge payroll giving donors. These events can celebrate their contributions and provide an opportunity for donors to connect with one another and the organization. Not to mention, recognizing their efforts publicly can reinforce their commitment and encourage continued support.

Why and How to Reach Out to Payroll Giving Donors with Unique Incentives

Incentives and Rewards

Consider implementing a rewards program for payroll giving donors. This could include special perks, such as exclusive updates, merchandise, or invitations to special events. Providing tangible benefits can enhance the donor experience and encourage ongoing contributions.

Spotlight Features

Highlighting individual donors in newsletters or on social media can make them feel valued and appreciated. Meanwhile, sharing their stories and motivations for giving can inspire others and create a sense of community among donors. This recognition not only celebrates their contributions but also encourages others to consider joining the payroll giving program.

Measuring Success + Adjusting Your Payroll Giving Strategies

To ensure that outreach efforts to payroll giving donors are effective, it is essential to measure your success on a regular basis⁠—and to make necessary adjustments. For optimal results, this should involve tracking engagement metrics, donation amounts, donor feedback, and other relevant data.

Setting Clear Goals

Before launching outreach initiatives, organizations should establish clear goals. Whether it’s increasing donor retention rates, boosting donation amounts, or enhancing engagement, having specific objectives can guide your efforts and provide a benchmark for measuring success.

Analyzing Data

Utilizing data analytics tools (such as those provided within your Double the Donation account) can help organizations track the effectiveness of their outreach strategies. By analyzing donor behavior, engagement levels, and feedback, organizations can identify trends and areas for improvement. This data-driven approach can inform future outreach efforts and enhance overall effectiveness.

Adapting Strategies

Outreach strategies should not be static. Instead, regularly reviewing and adapting approaches based on feedback and data analysis can help organizations stay relevant and effective in their outreach efforts. Flexibility and responsiveness to donor needs can significantly enhance engagement and support.

Wrapping Up & Additional Payroll Giving Resources

Reaching out to payroll giving donors is a crucial aspect of building lasting relationships and cultivating a culture of giving. By understanding the importance of engagement, employing effective outreach strategies, and recognizing donor contributions, organizations can enhance their fundraising efforts and create a community of dedicated supporters.

In a world where charitable giving is increasingly important, the role of payroll giving donors cannot be overstated. Ultimately, fostering these relationships can lead to greater impact and a brighter future for the communities served.

Ready to learn more about payroll giving and other corporate philanthropy programs? Check out these additional recommended resources:

Learn how to reach out to payroll giving donors with Double the Donation.

How to Build Payroll Giving Partnerships with Employers

How to Build Payroll Giving Partnerships with Employers

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Payroll giving offers nonprofits a powerful way to raise steady, unrestricted funding while deepening connections with supporters. But unlocking this potential isn’t just about signing up for a platform. It’s about building meaningful payroll giving partnerships with employers who are ready to align their values with your cause.

In this post, we’ll show you how to identify, approach, and build lasting payroll giving partnerships that benefit both your mission and your corporate partners. We’ll cover:

If you’re a nonprofit looking to grow through payroll giving, the real game-changer is collaboration. By forming strategic relationships with companies, you not only gain access to entire employee networks but also amplify your impact through matched donations, awareness campaigns, and long-term support.

What is a payroll giving partnership?

Payroll giving partnerships refer to a kind of formal arrangement between a nonprofit organization and an employer that enables the employer’s staff to donate to the nonprofit directly from their wages through payroll deductions. These donations are typically processed through the employer’s payroll system on a regular basis—usually bi-weekly or monthly.

How to build payroll giving partnerships with employers - illustration

This type of partnership involves coordination between the nonprofit and the employer to set up and manage the giving mechanism. It may include technical setup through a workplace giving platform or internal payroll system, as well as agreement on how employees will be informed and how donations will be tracked and transferred.

Compared to one-time donations or event-based fundraising, payroll giving partnerships are structured, ongoing, and often supported by HR or CSR teams within the company. In essence, a payroll giving partnership is the operational framework that allows employees to contribute to a nonprofit directly from their pay—making giving an easy, integrated part of their work life.

Why payroll giving partnerships matter

Payroll giving partnerships are more than just a way to collect donations—they’re a strategic avenue for building long-term, mutually beneficial relationships between nonprofits and employers.

Here’s why they matter:

How to build payroll giving partnerships with employers - illustration

Payroll Giving Partnerships Create Reliable, Predictable Funding

One of the biggest challenges for nonprofits is financial unpredictability. Payroll giving helps solve this by providing a steady stream of donations that recur with each pay cycle.

This consistency allows nonprofits to plan ahead, invest in long-term programs, and reduce reliance on one-off fundraising campaigns. Instead of starting from scratch each month, you can count on a foundation of regular support.

Payroll Giving Partnerships Increase Impact

Many employers choose to match their employees’ payroll donations, effectively doubling (or even tripling) the funds going to nonprofits. This not only increases your total fundraising but also motivates employees to give more, knowing their donation will go further.

Payroll Giving Partnerships Deepen Donor Relationships

Payroll giving turns one-time donors into long-term supporters by making giving a habitual part of their lives. This consistency builds stronger emotional connections between donors and your mission, increasing lifetime donor value and long-term commitment. It also provides a valuable opportunity for nonprofits to cultivate and communicate with a dedicated supporter base on an ongoing basis.

Payroll Giving Partnerships Expand Nonprofit Reach

Partnering with employers opens up access to entire communities of potential donors you might not otherwise reach. Employees introduced to your cause through workplace giving often become passionate advocates, spreading awareness among colleagues, family, and friends. These partnerships serve as a bridge to broader visibility, new donor acquisition, and community engagement.

Benefit from payroll giving partnerships and matching gifts with Double the Donation.

5 ways to establish payroll giving partnerships with employers

Building payroll giving partnerships doesn’t have to be complicated—but it does require intention, clarity, and a strategic approach. Whether you’re just getting started or looking to expand your reach, there are proven ways to connect with the right employers and turn conversations into partnerships.

Below are five practical, high-impact strategies your nonprofit can use to establish payroll giving relationships that are built to last.

1. Register with leading payroll giving platforms.

To kickstart a payroll giving partnership, it is crucial to register with established payroll giving platforms. These platforms act as intermediaries, connecting nonprofits with employers who are interested in offering payroll giving programs to their employees. By being part of these networks, organizations can gain visibility and credibility, making it easier to attract potential donors.

Furthermore, many payroll giving platforms provide resources and tools that can help nonprofits streamline their operations. From tracking donations to managing relationships with employers, these platforms can simplify the process and allow organizations to focus on their core mission. Additionally, some platforms offer analytics and reporting features that enable nonprofits to measure the effectiveness of their campaigns, providing valuable insights that inform future strategies.

2. Focus on payroll giving’s value to employers.

When approaching potential employer partners, it’s essential to highlight the benefits of payroll giving for their bottom line. Employers are often looking for ways to enhance their corporate social responsibility and employee engagement initiatives, and payroll giving can be a key component of these efforts.

Emphasizing how payroll giving can improve employee morale, enhance company reputation, and even attract top talent can make a compelling case for partnership. Providing data and case studies that demonstrate the positive impact of payroll giving on employee engagement and retention can further strengthen the argument. Moreover, showcasing how payroll giving aligns with the company’s values and mission can resonate with decision-makers, making them more inclined to support the initiative.

3. Encourage donors to advocate for new programs.

Existing donors can be powerful advocates for expanding or establishing payroll giving partnerships within their workplaces. Encouraging them to share their positive giving experiences with colleagues can help raise awareness and generate interest in the program. This grassroots approach can be particularly effective in fostering a culture of giving within organizations.

Consider creating a toolkit for donors that includes talking points, success stories, and resources they can share with their employers. This can empower them to advocate for payroll giving programs and potentially lead to new partnerships. Additionally, hosting informational sessions or lunch-and-learn events can provide a platform for donors to encourage their peers to get involved, thereby creating a ripple effect of engagement within the workplace.

4. Supply the partner with co-branded marketing materials.

Once a partnership is established, providing co-branded marketing materials can help promote the payroll giving program effectively. These materials can include brochures, posters, and digital assets that highlight the payroll giving opportunity and the impact of employee contributions.

Why? Co-branded materials not only reinforce the partnership but also make it easier for employers to communicate the program to their employees. By providing clear and engaging information, organizations can encourage more employees to participate in payroll giving, ultimately increasing the funds raised for their causes.

5. Go beyond payroll giving.

While payroll giving is a fantastic way to generate support, it can also serve as a springboard for deeper engagement with employers. For example, matching gifts can be viewed as a simple extension of the payroll giving program. However, you may also want to consider offering opportunities for employees to volunteer, participate in fundraising events, or engage in other initiatives that align with the nonprofit’s mission as well.

By expanding the partnership beyond payroll giving, organizations can create a more holistic relationship with employers. This can lead to increased visibility, more substantial financial support, and a stronger commitment to the nonprofit’s cause from both employees and employers alike.

Wrapping up & additional payroll giving resources

Payroll giving partnerships aren’t just about donations—they’re about building a bridge between your mission and the business world.

By proactively reaching out to values-aligned employers, presenting a clear case for partnership, and nurturing those relationships over time, your nonprofit can transform payroll giving into a scalable and sustainable fundraising channel.

Looking to learn more about payroll giving for your nonprofit? Check out these additional recommended resources:

Benefit from payroll giving partnerships and matching gifts with Double the Donation.

Do Companies Match Payroll Gifts How It Works + Who Does

Do Companies Match Payroll Gifts? How It Works + Who Does

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Tons of generous employees give to causes they care about through their employers’ workplace giving campaigns, but a common question still arises: Do companies match payroll gifts? The short answer is that yes, many do.

Payroll gift matching is an easy way for employees to increase the impact of their donations, often doubling or even tripling the funds received by nonprofits. But in order to reap the combined benefits of these workplace giving programs, it’s important to start with a solid foundation of knowledge.

That’s why, in this post, we’ll explain the following:

By the end, you should have a clear understanding of how payroll gift matching works, which companies offer it, and how to take full advantage—whether you’re an employee looking to amplify your giving or a nonprofit aiming to tap into this powerful source of support.

Let’s dive in and explore how matching payroll gifts can make a bigger impact for causes like yours⁠.

Do companies match payroll gifts?

Many companies do indeed match payroll gifts as part of their broader workplace giving and corporate social responsibility (CSR) programs. Payroll gift matching enables employees to donate a portion of their paycheck directly to a nonprofit, with the employer matching that contribution, often on a dollar-for-dollar basis. This approach makes it easy for employees to give consistently while also significantly increasing the total donation reaching the nonprofit.

While not every company offers payroll matching, it’s increasingly common among businesses that prioritize employee engagement and community impact. These programs may come with specific guidelines—such as donation minimums or eligible nonprofit categories—but they share a common goal: to support causes employees care about and encourage year-round giving.

How matching gifts work with payroll donations

Matching gifts and payroll donations often go hand in hand, creating a seamless and impactful way for employees to give more to the causes they care about. Here’s how the process typically works, step by step:

  1. Employee Enrolls in Payroll Giving. The process begins when an employee signs up for their employer’s workplace giving program, often through an internal HR portal or a third-party giving platform. They choose a nonprofit and specify a donation amount to be deducted directly from their paycheck, either as a one-time gift or a recurring contribution.
  2. Donation Is Automatically Deducted. Once enrolled, the donation is automatically deducted from the employee’s paycheck, typically on a pre-tax basis. This makes giving simple, predictable, and budget-friendly, encouraging consistent support for nonprofits throughout the year.
  3. Employer Matches the Donation. If the company offers a payroll gift matching program, they’ll contribute an additional amount, typically matching the employee’s donation dollar for dollar⁠—though some companies may offer a higher or lower match ratio. The match may be made on a monthly, quarterly, or annual basis, depending on the company’s policies.
  4. Funds Are Distributed to the Nonprofit. Both the employee’s payroll deduction and the employer’s matching contribution are sent to the designated nonprofit. This may be done directly or via a third-party administrator that processes and distributes the funds.
  5. Donor and Nonprofit Receive Confirmation. Employees usually receive confirmation of their donations and matched gifts for their records. Nonprofits may also receive donor details (if shared) along with the matched funds, allowing them to acknowledge the support and build stronger relationships.

Do companies match payroll donations? Yes!

Here are a few additional considerations to note:

  • Eligibility matters. Not all nonprofits qualify under every company’s matching policy. Most employers will match gifts to 501(c)(3) organizations, but some exclude religious or political causes or narrow their program criteria to include only a particular type of cause.
  • There are usually caps. Companies often set annual limits on how much they’ll match per employee, with maximums landing anywhere from $500 to $10,000 or more. Once that maximum amount is reached, the employee can keep making payroll donations, but they may not be matched again until the following year.
  • Employees may need to opt in. Some programs require employees to request a match or verify their donation, even if it was made via payroll. Don’t skip this step, or else incoming matchable gifts are likely to slip through the cracks!

When your supporters enroll in payroll donation programs and get their gifts matched, you’ll find that you can efficiently boost funding for your cause. Combining the two programs streamlines giving for employees while delivering steady, reliable funding for nonprofits⁠—all with minimal administrative burden.

Increase payroll donations and matching gifts with Double the Donation.

12 Leading companies that match payroll gifts

Now that you understand how payroll gift matching works, you might be wondering which companies actually offer these programs. While not every employer participates, many well-known organizations are leading the way by making it easy for employees to give back—and amplifying those efforts through generous match policies.

Below, we’ve highlighted 12 standout companies that match payroll donations, along with key details about how their programs work.

Microsoft is an example of a top company that matches payroll gifts.

1. Microsoft

As a global leader in the technology sector, Microsoft employs approximately 220,000 people worldwide and is headquartered in Redmond, Washington. The company is renowned for its robust philanthropic culture centered around its Employee Giving Program.

Through this program, Microsoft encourages employees to make recurring donations to eligible nonprofits directly from their paychecks. Then, to double the impact, the company matches these contributions dollar for dollar, up to $15,000 per employee annually. This seamless integration of payroll giving and matching gifts empowers employees to support their communities efficiently and meaningfully.

Learn more about Microsoft’s corporate giving programs here.

Pfizer is an example of a top company that matches payroll gifts.

2. Pfizer

Pfizer, a pharmaceutical giant based in New York City, employs around 83,000 people worldwide. The company’s philanthropic programs reflect its healthcare mission, with a strong emphasis on making charitable giving accessible and impactful.

Through Pfizer’s Giving Station, employees can donate via payroll deductions and have their gifts matched up to $5,000 annually. The combination of automatic payroll giving and matching contributions makes it easy for employees to give consistently while significantly increasing the nonprofit’s impact.

Learn more about Pfizer’s corporate giving programs here.

Apple is an example of a top company that matches payroll gifts.

3. Apple

With headquarters in Cupertino, California, Apple is a technology powerhouse employing over 160,000 people. Apple’s Giving program includes both payroll giving and matching gifts, where employee donations are matched dollar for dollar up to $10,000 annually.

The company has made it easy for employees to regularly support causes of their choice, and Apple’s match applies whether the donation is made through payroll or another method, making it a truly inclusive program that maximizes employee impact.

Learn more about Apple’s corporate giving programs here.

Google is an example of a top company that matches payroll gifts.

4. Google

Google, under its parent company Alphabet Inc., is a dominant name in the internet and software industry. Headquartered in Mountain View, California, Google employs about 180,000 people globally.

The company encourages giving through its Google Giving program, offering employees the option to make recurring donations via payroll deductions, which are matched dollar for dollar up to $10,000 annually. This unified structure allows Googlers to support global and local nonprofits with sustained, matched contributions throughout the year.

Learn more about Google’s corporate giving programs here.

Intel is an example of a top company that matches payroll gifts.

5. Intel

Intel, a leading semiconductor and technology company based in Santa Clara, California, employs approximately 120,000 people. The company’s philanthropic infrastructure includes an integrated payroll giving option and a 1:1 matching gift program with a cap of $10,000 per employee each year.

Intel also promotes volunteering, offering match dollars for hours served. By making payroll giving and matching both accessible and generous, Intel encourages employees to be actively involved in community support.

Learn more about Intel’s corporate giving programs here.

AbbVie is a top example of a company that matches payroll gifts.

6. AbbVie

AbbVie, headquartered in North Chicago, Illinois, was founded in 2013 as a spin-off from Abbott Laboratories and employs approximately 50,000 people worldwide.

The company supports charitable engagement through a matching gift program that matches employee donations to eligible nonprofit organizations at a 1:1 ratio, up to $5,000 annually. AbbVie’s program encourages giving across various causes, including education, health, and human services. Employees also have the option to contribute through payroll deductions, allowing them to support charitable organizations on an ongoing basis directly from their paychecks.

Learn more about AbbVie’s corporate giving programs here.

HPE is a top example of a company that matches payroll gifts.

7. Hewlett Packard Enterprise

Hewlett Packard Enterprise (HPE), based in Houston, Texas, was formed in 2015 following the split of Hewlett-Packard into two separate entities. HPE currently employs around 60,000 people globally and actively fosters a culture of corporate citizenship.

Through its matching gift program, HPE matches employee donations to eligible nonprofits, often on a dollar-for-dollar basis. The company also promotes payroll giving by enabling employees to contribute directly from their paychecks to qualified organizations, making it convenient to support causes they care about year-round.

Learn more about HPE’s corporate giving programs here.

Nike is a top company with payroll giving that matches gifts.

8. Nike

Founded in 1964 as Blue Ribbon Sports and headquartered in Beaverton, Oregon, Nike, Inc. is a global leader in athletic apparel and footwear, employing over 83,000 people worldwide. Nike demonstrates a strong commitment to social responsibility through its employee giving programs.</p>

Specifically, the company offers a matching gift program that typically matches donations to eligible nonprofits at a 1:1 ratio. Nike also supports payroll giving, allowing employees to make regular, automated contributions to charitable organizations, further amplifying their philanthropic impact.

Learn more about Nike’s corporate giving programs here.

Adobe is a top company with payroll giving that matches gifts.

9. Adobe

Adobe, founded in 1982 and headquartered in San Jose, California, is a leading software company with more than 30,000 employees globally.

Adobe’s social impact initiatives include a robust matching gift program, in which the company matches donations made by employees to qualifying nonprofits, up to $10,000 each year. The company also facilitates payroll giving, making it easy for employees to support causes they’re passionate about through automatic paycheck deductions.

Learn more about Adobe’s corporate giving programs here.

Visa is a top example of a company that matches payroll gifts.

10. Visa Inc.

Visa Inc., a global leader in digital payments, was founded in 1958 and is headquartered in Foster City, California. The company employs over 26,000 people worldwide and places a strong emphasis on giving back.

As such, Visa’s matching gift program allows employees to double their charitable contributions by matching donations to eligible nonprofits. Additionally, Visa supports payroll giving by offering employees the opportunity to donate a portion of their paychecks to vetted charitable organizations⁠—and then matching them⁠—thus reinforcing its commitment to social impact and community involvement.

Learn more about Visa’s corporate giving programs here.

Macy's is a top example of a company that matches payroll gifts.

11. Macy’s

Macy’s, one of the most iconic department store chains in the United States, was founded in 1858 and is headquartered in New York City. The company employs over 80,000 people across its stores, corporate offices, and distribution centers.

Macy’s supports employee philanthropy through a matching gift program that matches contributions to a wide range of nonprofit organizations. The company also promotes payroll giving, enabling employees to make regular charitable donations directly from their paychecks.

Learn more about Macy’s corporate giving programs here.

T-Mobile is a top example of a company that matches payroll gifts.

12. T-Mobile

T-Mobile, headquartered in Bellevue, Washington, is a major U.S. wireless network operator with more than 70,000 employees. Founded in its current form in 2001, T-Mobile places a high value on social responsibility and employee engagement.

The company offers a matching gift program that amplifies employee contributions to eligible nonprofits. T-Mobile also facilitates payroll giving, allowing employees to donate easily and consistently through automated payroll deductions.

Learn more about T-Mobile’s corporate giving programs here.

Wrapping up & additional payroll giving resources

Matching payroll gifts is a powerful yet often underutilized way to amplify charitable giving. However, the full potential of these programs are hardly realized, largely due to a lack of awareness surrounding the opportunities.

When combined, matching gifts and payroll giving can go together well, offering a significant impact for organizations like yours. Don’t let these contributions fall by the wayside!

Looking to learn more about payroll giving for nonprofits like yours? Check out these additional recommended resources:

Increase payroll donations and matching gifts with Double the Donation.

Proven Ways to Increase Payroll Donations at Your Nonprofit

5 Proven Ways to Increase Payroll Donations at Your Nonprofit

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For organizations seeking consistent and reliable funding, payroll donations represent a powerful yet often underutilized resource. These employee-led giving programs enable donors to contribute small amounts from each paycheck—amounts that accumulate to provide significant support over time.

However, many nonprofits struggle to fully tap into this opportunity. Whether it’s due to a lack of awareness, poor promotion, or an overly complex process, potential contributions often go unrealized.

Looking to change that? In this post, we’ll explore five proven strategies to increase payroll giving at your nonprofit:

  1. Registering your organization with payroll giving platforms.
  2. Creating a dedicated payroll giving page on your website.
  3. Driving awareness with social media.
  4. Combining payroll donations with matching gifts.
  5. Recognizing and thanking your payroll giving donors.

From building a solid foundation to making giving as easy and engaging as possible, these tips will help you unlock a sustainable stream of donor support, all while deepening relationships with your existing community. And if you’re looking for a deeper dive into all things payroll giving-related, our free download, The Ultimate Guide to Payroll Giving, can help.

Let’s dive in!

1. Register your organization with payroll giving platforms.

Before you can encourage supporters to donate through payroll giving, your nonprofit must be accessible through the platforms that facilitate these contributions. Many companies rely on workplace giving platforms—like Benevity, YourCause, Bright Funds, or America’s Charities—to manage and distribute employee donations. If your organization isn’t registered, you’re essentially invisible to potential donors using these tools.

The solution? Start by identifying and registering with the most commonly used platforms in your region or among your donors’ employers. Be prepared to submit essential information, including your Employer Identification Number (EIN), a description of your mission, and bank details for direct deposit.

Increase payroll donations by registering for CSR platforms like this

Once your nonprofit is listed, take the time to optimize your profile. Include compelling descriptions, up-to-date branding, and high-quality images if the platform allows. The more professional and engaging your presence, the more likely employees are to choose your organization when setting up their payroll donations.

Key Tip: Keep a record of where you’re registered, and revisit these platforms regularly to update information or respond to donor inquiries. A complete and current profile can make a significant difference in securing recurring support.

2. Create a dedicated payroll giving page on your website.

Once your nonprofit is set up on payroll giving platforms, the next step is making it easy for your supporters to take action⁠—and that starts with your website. A dedicated payroll giving page serves as a central hub where visitors can learn about payroll giving, its importance, and how to get started.

Think of this page as both an educational and conversion tool. Use simple, accessible language, and highlight the convenience of giving straight from their paycheck—no invoices, no reminders, just automated generosity.

Here’s what to include on your payroll giving page:

  • What payroll giving is and how it works
  • The benefits to donors (e.g., tax-deductible, low effort, long-term impact)
  • Step-by-step instructions on how to enroll in a program
  • A list of companies that offer payroll giving, if you know where your donors work
  • A contact form or email for questions
  • Real stories or testimonials from current payroll donors, if available

Check out this example page from WaterAid to see these practices in action:

Increase payroll donations with a dedicated landing page

Bonus Tip: Optimize the page for search engines with keywords like “payroll giving,” “workplace donations,” or “employee giving programs.” Also, link to it from your main donation page and include it in your email footers and donor communications to increase visibility.

By creating a clear and informative payroll giving page, you’re reducing friction for your donors and helping them say “yes” to ongoing support with confidence.

3. Drive awareness with social media.

Even if your nonprofit is registered with payroll giving platforms and has a great web page explaining the process, none of that matters if your supporters don’t know payroll giving exists. That’s where social media comes in.

Social media is one of the most effective tools for building awareness and driving engagement around payroll giving. With the right content, you can reach donors where they already spend time and inspire them to take action—especially if you make the message relatable, clear, and easy to share.

Here’s how to make the most of your social platforms to increase payroll donations:

  • Educate your audience by explaining what payroll giving is and how it helps. Use short, digestible posts with branded graphics or quick videos.
  • Highlight real impact. Share stories, statistics, or milestones that show how payroll donations are making a difference.
  • Create reminders. Time your posts around key giving moments—like year-end, Giving Tuesday, or open enrollment periods at major employers.
  • Use clear calls to action. Every post should direct users to your dedicated payroll giving page or inform them of the steps to get started through their employer.

For the best results, don’t forget to utilize platform-specific features, such as Instagram Stories, LinkedIn posts (especially useful for workplace-related topics), and Facebook Events or Live Q&As, to answer questions and engage your community in real time.

This example from the MND Association demonstrates how one organization can do so:

Increase payroll donations with social media posts like this

Pro Tip: Tag companies with payroll giving programs and encourage your supporters to share how they give through work. Peer advocacy can be one of the most persuasive motivators for new donors to join in.

By consistently discussing payroll giving on social media, you’re keeping the opportunity visible, relevant, and easy to act on—three essentials for cultivating long-term support.

4. Combine payroll donations with matching gifts.

One of the most effective ways to maximize the impact of payroll donations is by pairing them with matching gift opportunities. After all, many employers who offer payroll giving programs also provide donation matching—doubling (or even tripling) the contributions their employees make. Yet, these matching gifts often go unclaimed simply because donors don’t realize they exist or don’t know how to apply.

By actively promoting the combination of payroll giving and employer matching, your nonprofit can unlock significantly more funding with minimal additional effort from donors.

Here’s how to make this strategy work:

  • Educate your supporters about matching gifts and how they can maximize the impact of their payroll donations. Emphasize that it’s a simple way to increase their impact without giving more.
  • Provide clear instructions on how to check if their employer offers matching. Link to matching gift search tools directly from your payroll giving page.
  • Coordinate your messaging. When promoting payroll giving—on your website, in emails, or on social media—mention matching gifts as a bonus benefit.
  • Track and follow up. Flag payroll donors who work for companies with known matching programs. Then, follow up with a reminder or guide to help them submit their match request.

See how the GBS/CIDP Foundation aligns the two opportunities on their website here:

Increase payroll donations with matching gifts like this

Pro Tip: Partner with a matching gift platform (like Double the Donation) to automate the match process where possible. Streamlining this experience reduces friction and increases the likelihood that donors will complete the additional step.

When payroll donations and matching gifts work together, the result is a steady, scalable stream of funding that can grow exponentially. It’s a win-win for your donors and your mission.

Increase payroll donations with Double the Donation.

5. Recognize and thank your payroll giving donors.

Payroll giving donors are some of your most loyal and consistent supporters. They’ve committed to helping your organization month after month, often quietly and without much fanfare. That’s exactly why it’s so important to recognize their generosity and make them feel appreciated.

Consistent gratitude builds stronger relationships and encourages long-term giving. When payroll giving donors feel seen and valued, they’re more likely to continue—and even increase—their support. A thoughtful thank-you also reinforces the impact of their gift and connects them more deeply to your mission.

Here are some effective ways to appreciate payroll donors:

  • Send personalized thank-you messages. Whether it’s a handwritten note, email, or quick video message, a personal touch goes a long way.
  • Create a special donor segment. Acknowledge payroll donors in your annual report, on your website, or through exclusive updates or newsletters.
  • Celebrate milestones. Recognize donor anniversaries (e.g., one year of giving via payroll) or share when their cumulative impact hits a certain level.
  • Offer small tokens of appreciation. This could be branded swag, behind-the-scenes updates, or invitations to exclusive events.
  • Highlight stories. With their permission, feature payroll donors in social posts or email spotlights. This not only honors them but inspires others to join in.

Check out how the Cancer Research Foundation recognizes existing payroll giving donors on social media, as seen in this testimonial video they shared. In it, the donor states, “I’ve been doing this for a few years now, and I don’t really need to think about it once it was all set up.”

Increase payroll donations with recognition like this

Pro Tip: Because payroll giving is often managed through third-party platforms, it’s important to keep your donor data organized. Make sure you’re capturing key information so you can reach out and thank these donors directly and appropriately.

Recognition isn’t just about saying thanks—it’s about building a lasting connection. When payroll donors feel acknowledged, they’re more likely to stay engaged, advocate for your cause, and continue supporting you for years to come.

Wrapping Up & Additional Resources

Payroll donations are more than just convenient—they’re a gateway to long-term donor engagement and financial stability. By implementing these proven strategies, your nonprofit can streamline the giving process, cultivate a culture of generosity, and maintain a steady stream of funding that supports your mission year-round.

Remember: the key to increasing payroll donations lies in education, accessibility, and ongoing communication. Start small, track your results, and keep optimizing for improvements. Your donors (and your bottom line) will thank you.

Interested in learning more about payroll giving? Check out these recommended resources to continue growing your knowledge: 

Increase payroll donations with Double the Donation.

Email Templates to Boost Payroll Giving Participation

4 Email Templates to Boost Payroll Giving Participation

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Payroll giving is one of the simplest and most effective ways for nonprofits to secure steady, recurring donations. Yet many organizations struggle to fully leverage this fundraising channel, largely because they lack clarity and compelling communication with their supporters. That’s where well-crafted outreach⁠, such as these email templates to boost payroll giving⁠, comes in.

In this post, we’ll share four proven email templates designed to drive payroll giving participation, from introducing the concept to thanking committed donors and more:

Whether you’re new to payroll giving or you’re looking to refresh your existing communications, these emails will help you engage supporters and grow a vital revenue stream.

Drive revenue with these email templates to boost payroll giving

In other words, with the right messaging at the right time, you can educate your audience, motivate participation, and build long-term loyalty through payroll giving.

Let’s begin!

Email #1: Introduction to Payroll Giving

About the email:

Want to help your supporters discover a way to make a deeper, more lasting difference? This email template is built to introduce them to the power of payroll giving—what it is, how it works, and most importantly, why it matters.

By guiding your audience toward this often-overlooked option, you’re not just raising awareness—you’re opening the door to a form of giving that’s consistent, sustainable, and mission-fueling. Use this framework to spark interest, drive action, and grow the kind of dependable support that nonprofits thrive on.

Email template:

[Subject line] Introducing Payroll Giving: Easy, Automatic, Meaningful

[Name],

Did you know you can make a lasting difference—right from your workplace? Payroll giving is a simple way to provide steady, reliable support to [Nonprofit], helping us plan ahead, respond faster, and do more for the people and communities we serve.

Here’s Why It Matters:

❤️ Fuel Greater Impact: Your ongoing support allows us to expand programs, reach more people, and deepen our long-term efforts.

📅 Support We Can Count On: Knowing we have your regular commitment helps us allocate resources where they’re needed most⁠—when they’re needed most.

🌱 Make Every Paycheck Count: Even small contributions, given consistently, grow into powerful change over time. Whether you give $5 or $50 per pay period, payroll giving adds up to lasting change.

Whether you give $5 or $50 per pay period, payroll giving adds up to lasting change. 

And Here’s How You Can Get Started:

  1. Contact your HR or payroll department to inquire about the availability of payroll giving.
  2. Let them know you’d like to support [Nonprofit].
  3. Set your recurring donation amount—it’s that easy.
  4. See what other programs your company offers⁠—you may be eligible for a matching gift, too!

If you need any help or documentation from our team, just reply to this email. We’re happy to assist!

As always, thank you for being part of our community and for considering this simple yet powerful way to give.

With ongoing gratitude,

[Your Name, Title]
[Nonprofit]
[Contact Info]

Email #2: Does Your Employer Offer Payroll Giving?

About the email:

Many people don’t realize their workplace offers payroll giving—but when they do, it can become one of the most effective ways to support causes they care about. This email template is designed to help your supporters uncover whether they have access to this option, sparking curiosity and prompting action.

By encouraging supporters to explore payroll giving, you’re not just helping them find a convenient way to contribute—you’re building a foundation of reliable, recurring support for your mission.

Email template:

[Subject line] Does Your Employer Offer This Giving Option?

An Easy Way to Give—Offered by Thousands of Employers

Hi [Name],

Here’s a powerful fact: over 30 million employees have access to payroll giving through their employing companies—and many don’t even realize it!

Payroll giving lets you make automatic donations directly from your paycheck to organizations like [Nonprofit]. It’s one of the simplest and most effective ways to support the causes you care about.

Interested? Take 2 minutes to ask your HR or payroll team if your company offers a workplace giving or payroll deduction program. If they do, simply designate [Nonprofit] as your charity of choice.

Thank you for supporting [Nonprofit] in ways that make the most sense for you. Payroll giving might be one of the easiest and most impactful ways to help us carry our mission forward.

Not to mention, many companies also match those donations or offer other impactful programs that help you make a difference in our mission. Whether it’s a payroll donation, a matching gift, or a volunteer grant, your support through your employer drives real change⁠—and we so appreciate your involvement!

Best regards,

[Name]
[Nonprofit]
[Contact Info]

Make the most of these email templates to boost payroll giving with Double the Donation.

Email #3: Thank You for Your Payroll Giving Support

About the email:

Payroll donors are some of the most consistent and high-impact contributors to your mission. This email template is designed to help you recognize and thank them—not just for their generosity, but for the steady support that powers long-term change.

Acknowledging these donors isn’t just good stewardship—it’s a strategic opportunity. Payroll givers often have a higher lifetime value and may also be connected to other forms of corporate support, like in-kind donations, volunteer grants, or matching gift programs. A simple thank-you can open the door to deeper engagement and even new partnerships in the workplace.

Use this message to show appreciation, reinforce their impact, and let them know you’re here to support them in every step of their giving journey.

Email template:

[Subject line] You’re Powering Change, One Paycheck at a Time

Thank You for Being a Payroll Giving Champion

Hi [Name],

We just wanted to take a moment to say thank you for choosing to support [Nonprofit] through payroll giving.

Your consistent generosity—automatically gifted from each paycheck—makes a lasting impact on our work. Whether you’re helping us [insert brief mission-related example, like “deliver meals to families,” “protect local wildlife,” or “fund vital research”], your support is fueling real change in our community.

  • 💸 Your donations add up to significant support over the course of your giving
  • 💪 Regular gifts help us plan long-term and respond quickly to urgent needs
  • 🧡 You’re part of a special group of donors making giving a seamless habit

We truly couldn’t do this without you.

If you ever need to update your payroll gift, get documentation for your records, or learn about other ways to increase your impact (like employer matching), just reach out—we’re here to help. In the meantime, see what other programs your employer offers. Just use the search tool on our website [link to matching gift/workplace giving page]!

With heartfelt thanks,

[Your Name]
[Nonprofit]
[Contact Info]

Email #4: Matching Gift Reminder for Payroll Giving

About the email:

Payroll giving is already a powerful way to contribute—but when paired with employer matching, it can go even further. This email template helps you remind payroll donors to check whether their company offers a matching gift program, turning their consistent generosity into an even greater force for good.

By encouraging donors to explore matching opportunities, you not only amplify their impact—you deepen their engagement and potentially unlock new streams of corporate support. Many companies are eager to give, but need an employee to take the first step. This message equips your supporters to be that spark, all while reinforcing your appreciation for their ongoing commitment.

Email template:

[Subject line] Reminder: Get your payroll donations matched!

2X the Impact: Your Payroll Gift Might Be Eligible for a Match

Hi [Name],

Thank you again for giving through payroll—your consistent support means so much to us at [Nonprofit].

But here’s something you might not know: your employer may match your payroll donations, potentially doubling (or even tripling) the impact of your gift!

Here’s How It Works:

Many companies offer matching gift programs for charitable contributions made through payroll deductions. All you need to do is:

  1. Search our company database [link to matching gift page] to locate matching gift information for your company.
  2. Follow the provided instructions to submit a simple form (often online) with our nonprofit information.
  3. That’s it! Your employer reviews the request and sends an additional donation our way.

It’s an easy, no-cost way to make your generosity go even further.

With double the thanks,

[Name/Title]
[Nonprofit]
[Contact Info]

P.S. Some companies have deadlines for submitting matching gift requests—so don’t wait to check!

Wrapping Up & Additional Payroll Giving Resources

Effective communication is the key to unlocking the full potential of payroll giving for your nonprofit. By using these four targeted email templates, you can guide your supporters through every stage of the donor journey—from awareness to enrollment, reminders, and gratitude.

Ready to get started? Customize these templates to fit your nonprofit’s brand voice and watch your payroll giving program thrive.

Plus, check out these additional recommended resources to continue growing your knowledge of all things payroll giving:

  • How to Register Your Nonprofit for Payroll Giving [6 Steps]. This straightforward guide breaks down the essential steps your nonprofit needs to take to get registered with payroll giving platforms and employer programs. Perfect for organizations just starting out, it ensures you don’t miss any critical details in the registration process.
  • 7 Strategies for Marketing Payroll Giving to Your Supporters. Learn actionable marketing tactics tailored specifically for promoting payroll giving. From email campaigns to social media tips, this resource helps you effectively raise awareness and boost participation among your donor base.
  • Tracking Payroll Giving: A Nonprofit’s Step-by-Step Guide. Discover how to monitor and analyze your payroll giving revenue with this comprehensive guide. Learn which metrics matter most and how to use data-driven insights to optimize your fundraising efforts over time.

Make the most of these email templates to boost payroll giving with Double the Donation.

Benefits of Payroll Giving for Nonprofits & Donors

Benefits of Payroll Giving for Nonprofits & Donors: A Win-Win

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When it comes to charitable giving, convenience and consistency go a long way. That’s where payroll giving comes in—a simple, powerful way for employees to support the causes they care about through automatic deductions from their paychecks. And it’s not just donors who reap the advantages. These programs establish a reliable, low-maintenance stream of funding that can make a meaningful difference⁠—and the benefits of payroll giving for nonprofits are extensive.

In short, it’s a win-win. Donors can make a bigger impact with less hassle (especially when employer matching is combined with the payroll donation), and nonprofits gain access to a sustainable, often underutilized fundraising channel.

Looking to learn more? We’ll cover the following in this guide:

Whether you’re a nonprofit professional looking to diversify your revenue or a donor interested in giving back more efficiently, payroll giving is certainly worth your attention.

Let’s get started!

What is payroll giving?

Payroll giving is a simple and impactful way for employees to support their favorite nonprofits directly through their regular paychecks. This type of program—part of the broader category of workplace or employee giving—allows individuals to set up recurring donations that are automatically deducted from their wages, often with just a few clicks.

The process is typically facilitated by a company’s HR department or through a third-party workplace giving platform. Once an employee selects a nonprofit and specifies a donation amount, the funds are deducted from their pay each pay period and sent directly to the chosen organization.

The benefits of payroll giving for nonprofits, donors, and companies

Benefits of payroll giving for nonprofits

For nonprofits, payroll giving presents a unique opportunity to tap into a reliable, scalable source of funding, often without adding to the development team’s workload. When organizations take steps to incorporate payroll giving into their fundraising strategies, the results can be both meaningful and long-lasting.

Here’s how nonprofits benefit the most:

1. Consistent, Recurring Donations

Payroll giving provides nonprofits with a predictable stream of revenue. Because donations are automatically deducted from employee paychecks on a regular basis, your organization can count on consistent support that makes budgeting and planning easier.

2. Increased Donor Retention

Recurring donors tend to stick around longer than one-time givers—and payroll donors are no exception. Once an employee sets up their gift through payroll, they’re likely to continue giving steadily over time.

3. Access to Corporate Matching Gifts

Many companies pair payroll giving with a matching gift program, thereby multiplying the impact of employee donations. By participating in payroll giving platforms, nonprofits can unlock additional revenue without asking donors to contribute more out of pocket.

4. Low Administrative Overhead

Payroll gifts are typically processed through third-party platforms or employers, resulting in fewer manual tasks for nonprofit staff. This streamlined approach reduces administrative costs and frees up time to focus on other mission-driven work.

5. Visibility in Workplace Giving Portals

Registering with payroll giving platforms gives nonprofits exposure to new donors—employees who might not have otherwise discovered or supported the organization. Being listed as an eligible nonprofit puts you directly in front of donors who are ready to give.

Bottom line: Whether you’re a small team or a large organization, payroll giving is a sustainable way to diversify your fundraising strategy and deepen donor relationships over time.

Make the most of the benefits of payroll giving with Double the Donation.

Benefits of payroll giving for donors

Payroll giving isn’t just easy. It’s one of the most donor-friendly ways for individuals to make a lasting difference. For those who want to support the causes they care about in a consistent, stress-free way, payroll giving offers several distinct advantages:

1. Convenience and Simplicity

Payroll giving automates the donation process. Once a donor sets it up (which is usually fairly simple in itself), contributions are deducted directly from each paycheck. There’s no need to remember to give monthly, track receipts, or manually submit payments. It’s a “set it and forget it” way to give, which many donors appreciate.

2. Budget-Friendly Giving

Because donations are spread across pay periods, donors can make a significant annual impact without incurring a substantial financial burden all at once. As a result, small amounts deducted biweekly can add up to a meaningful gift by the end of the year.

3. Potential for Matching Gifts

Many employers match payroll donations to eligible nonprofits—often dollar for dollar, and sometimes more. This means a donor’s gift can go twice as far (or further) for a cause they care about without any extra cost on their part.

4. Tax Efficiency

Payroll donations are often deducted pre-tax, which can reduce a donor’s taxable income depending on the employer’s setup. Even when deducted post-tax, donors still receive documentation that makes it easy to claim deductions come tax season.

5. Consistent Support for Charitable Causes

Payroll giving enables donors to provide steady, ongoing support to nonprofits they believe in. This consistency can be more impactful than occasional one-time gifts, helping organizations plan and sustain their work over time.

Bottom line: Whether they’re new to giving or seasoned philanthropists, donors will appreciate the ease, flexibility, and impact that payroll giving brings to their charitable journey.

Tips for nonprofits: making the most of payroll giving

Payroll giving has the potential to become a steady, high-impact fundraising stream for your organization. However, like any revenue channel, it requires visibility, clarity, and the proper infrastructure to make a meaningful impact.

Fortunately for you, nonprofits of all shapes and sizes can successfully grow payroll giving by following a few practical strategies.

Register your cause with leading workplace giving platforms.

To tap into payroll giving donations, your nonprofit must be listed on the platforms employees use to give through their workplace. These platforms—such as Benevity, YourCause, Bright Funds, America’s Charities, and CyberGrants—serve as the gateway between your organization and corporate donors.

Start by researching which platforms are most popular among companies in your region or sector, then complete their registration process carefully. Ensure your nonprofit profile is thorough, up-to-date, and includes compelling descriptions and relevant imagery.

Being present and visible on these platforms significantly increases your chances of being discovered by employees who are ready to give, making this a foundational step in your payroll giving efforts.

Create a dedicated payroll giving page on your website.

Your nonprofit’s website is often the first place potential donors seek information. Creating a dedicated payroll giving page offers a clear, centralized resource that explains how payroll giving works and how supporters can participate.

Marketing payroll giving via your website

Include step-by-step instructions for setting up payroll donations, FAQs, and a company search tool if possible. You’ll also want to highlight benefits such as ease, recurring impact, and the potential for employer matching.

From there, this page can serve as a handy reference, offering linking opportunities in email appeals, social media, and other outreach efforts. This helps donors navigate the process confidently and increases gift conversion rates.

Promote the payroll giving opportunity regularly in donor outreach.

Consistent communication is crucial for raising awareness and increasing participation in payroll giving. To do so, we recommend incorporating payroll giving messaging into your regular email newsletters, social media posts, event communications, and even year-end appeals.

For the best results, use clear, donor-focused language that emphasizes the convenience and impact of the programs. Sharing stories of donors who give through payroll or highlighting recent payroll giving milestones can also add authenticity and motivation. Don’t overlook offline channels, either! Include payroll giving information in mailed newsletters, fundraising events, volunteer efforts, and more.

Email demonstrating the benefits of payroll giving for nonprofits and donors

Why? The more donors are aware of this option, the more likely they are to participate.

Collect employment information to identify eligible supporters.

Knowing where your donors work unlocks powerful fundraising opportunities, including payroll giving and matching gifts. In order to obtain employment information, we suggest implementing an optional “employer” field on all donation forms, event registrations, and volunteer sign-ups. Explain why you’re asking for this information and how it benefits the donor, such as by potentially doubling their gift through employer matches or enabling payroll deductions.

From there, you can use this data to segment your donor database and target outreach to employees of companies with workplace giving programs. This tailored approach ensures you’re focusing time and resources where the potential for payroll giving revenue is highest.

Track and optimize your payroll giving revenue.

Regularly monitoring payroll giving performance helps you understand what’s working and where to improve. Use reporting features provided by workplace giving platforms to track donation amounts, donor counts, and participation trends. From there, you can analyze which companies generate the most revenue and identify gaps in engagement.

Making the most of the benefits of payroll giving for nonprofits

By treating payroll giving like any other fundraising channel, you can optimize your approach over time, boosting your nonprofit’s steady stream of support.

Bonus: Benefits of payroll giving for companies

While payroll giving is a win for nonprofits and donors alike, it’s also a smart move for the companies that offer it. Here’s why:

1. Strengthens Company Culture

Offering payroll giving empowers employees to support causes they care about, fostering a culture of generosity and purpose. When team members feel their employer supports their values, morale and job satisfaction naturally improve.

2. Enhances Employee Retention and Recruitment

Today’s workforce, especially younger generations, wants to work for companies that give back. A robust giving program (including payroll giving options) can help businesses attract mission-driven talent and retain employees over the long term.

3. Boosts Brand Image and CSR Impact

Payroll giving programs are a tangible way for companies to demonstrate their commitment to corporate social responsibility (or CSR). Publicly supporting nonprofit causes—particularly those aligned with the company’s values—can enhance the brand’s perception among customers, investors, and the broader community.

4. Encourages Higher Participation Through Matching

When companies match employee donations, they signal that charitable giving is a shared priority among their teams. This not only amplifies the program’s total impact but also increases employee participation and engagement in giving.

5. Provides Data to Inform CSR Strategy

Many workplace giving platforms offer reporting tools that help employers track employee participation, top-supported causes, and total contributions. These insights can guide future CSR initiatives and strengthen community partnerships.

Bottom line: Payroll giving isn’t just good for nonprofits and donors—it’s a strategic advantage for businesses looking to lead with purpose, engage their workforce, and build lasting social impact.

Wrapping up & additional resources

Payroll giving offers the rare advantage of being easy, effective, and mutually beneficial. Donors get a seamless way to support causes they care about, often with the added bonus of employer matching. Meanwhile, nonprofits receive steady, dependable contributions without incurring additional administrative costs.

As more companies embrace workplace giving, it’s the perfect time for nonprofits to tap into this opportunity and for donors to maximize their charitable impact. When donors and nonprofits both benefit, everyone wins.

Looking for more information on all things payroll giving-related? Check out these additional recommended resources:

Make the most of the benefits of payroll giving with Double the Donation.

7 Strategies for Marketing Payroll Giving to Your Supporters

7 Strategies for Marketing Payroll Giving to Your Supporters

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According to recent payroll giving statistics, 59% of survey respondents have no familiarity with payroll giving initiatives. Fortunately, however, marketing payroll giving opportunities to your nonprofit supporters can significantly boost participation in the programs⁠—and enhance your overall fundraising efforts.

After all, payroll giving programs allow donors to contribute a portion of their salary to your organization automatically, providing a steady stream of income with minimal effort. However, many potential donors remain unaware of this giving method or how easy it is to participate.

In this post, we’ll explore seven practical strategies to help you market payroll giving and make it a core component of your fundraising plan.

  1. Create a Payroll Giving page on your nonprofit website.
  2. Incorporate payroll giving in your email marketing.
  3. Promote payroll giving initiatives on social media.
  4. Collect and leverage employment information in your outreach.
  5. Consider donors already eligible for other workplace giving programs.
  6. Collaborate with corporate partners to highlight the opportunity.
  7. Offer exclusive incentives for payroll giving donors.

By implementing the right marketing strategies, you can educate your supporters, promote the convenience of payroll giving, and inspire long-term donor engagement. Not to mention, increase revenue through the programs.

Let’s begin!

1. Create a Payroll Giving page on your nonprofit website.

Starting off, you’re going to want to market payroll giving programs prominently throughout your nonprofit or school’s website. A dedicated payroll giving page on your nonprofit’s website is a powerful tool for educating potential donors about this giving option, serving as a centralized hub where supporters can easily learn about the benefits, process, and impact of payroll giving.

Marketing payroll giving via your website

Start by explaining what payroll giving is, highlighting how it allows employees to contribute to your cause directly from their paycheck on a recurring basis. Ensure the page features clear instructions on how to enroll in payroll giving, too, such as through their employer’s CSR platform or by contacting their HR department.

You’ll also want to emphasize the convenience of payroll giving. Once donors sign up, they don’t have to worry about making regular donations manually. It’s a simple, consistent, and tax-efficient way to support the cause they care about.

2. Incorporate payroll giving in your email marketing.

Email marketing is one of the most effective ways to reach your nonprofit’s supporters, and incorporating payroll giving into your email campaigns can significantly boost participation.

Start by crafting a compelling email that educates your audience on the advantages of payroll giving, emphasizing its ease, convenience, and long-term impact. Highlight the benefit of steady, recurring donations for your organization, personalizing the message to show supporters how their payroll donations can drive meaningful change in the community or cause they care about.

Marketing payroll giving via email

Include clear calls-to-action in the email, encouraging recipients to enroll in payroll giving through their employer. You can link directly to your nonprofit’s payroll giving webpage or provide detailed steps for contacting their HR department to inquire about the program. It’s also helpful to include examples of companies that offer payroll giving or suggestions for how donors can advocate for the program if their employer doesn’t currently provide it.

For the best results, we recommend regularly mentioning payroll giving in different types of email communications⁠—such as newsletters, thank-you emails, or special campaign updates. This keeps the option top of mind for donors while reinforcing the importance of their continued support.

3. Promote payroll giving initiatives on social media.

Social media is a powerful channel for engaging with your nonprofit’s audience, and it can be a highly effective tool for promoting payroll giving programs, too.

Marketing payroll giving via social media

Use platforms like Facebook, Twitter, LinkedIn, and Instagram to share posts that explain what payroll giving is and how supporters can participate. Share success stories, testimonials, or case studies from current payroll donors to demonstrate the program’s real-world impact. Not to mention, visual content like infographics or short videos can be particularly effective in grabbing attention and communicating key messages.

Regularly include payroll giving in your content rotation, using relevant hashtags to increase visibility when appropriate. Remember: the goal is to ensure supporters are consistently reminded about this giving option and can easily find the information they need to get started.

4. Collect and leverage employment information in your outreach.

The more you know about your donors, the better you can engage them in workplace giving programs like payroll deductions and more. Specifically, having access to accurate and up-to-date employment data can go a long way.

But how can you collect this information? Start by incorporating questions about employment during the registration or donation process. Ask supporters to share the name of their employer, as well as whether they are aware of any workplace giving programs like payroll giving, matching gifts, or volunteer grants.

Marketing payroll giving with employment information

Once you’ve collected employment data, segment your donor list by company and customize your communications based on the giving opportunities available at those businesses. For example, if you know that a particular company offers payroll giving, you can send targeted emails to employees at that company, providing detailed instructions on how they can enroll in the program. If their company doesn’t currently offer payroll giving, encourage those donors to advocate for it within their workplace.

Top tip: If you lack quality employment information about your donors, consider utilizing a data enhancement service. This will allow you to fill in some gaps and provide the information you need to identify the best workplace giving programs in your network!

5. Consider donors already eligible for other workplace giving programs.

When it comes to workplace giving, most participating companies offer more than one way for employees to get involved. For example, statistics indicate that nearly two-thirds of companies report matching employee payroll contributions, and many of the top matching gift companies offer volunteer grants, too.

But what does that mean for your team?

Supporters who already participate in other workplace giving programs, such as matching gifts or volunteer grants, may be ideal candidates for payroll giving initiatives. To target this segment, begin by identifying donors who have previously submitted matching gift requests or applied for volunteer grants. These individuals already have a relationship with their company’s corporate social responsibility initiatives, which makes them a strong target audience for payroll giving.

Marketing payroll giving with text message

In your outreach, emphasize the complementary nature of payroll giving to other workplace programs. You’ll want to acknowledge their previous participation in workplace giving programs and thank them for their ongoing support. Then, introduce payroll giving as a way to streamline their contributions and make an even greater difference. You can even highlight how their regular contributions through payroll giving can be further amplified through matching gift programs, doubling, or even tripling their impact.

6. Collaborate with corporate partners to highlight the opportunity.

Nowadays, more and more organizations are beginning to take an increasingly proactive approach to marketing payroll giving programs to their supporters. Still, many companies choose to promote the opportunity to their employees, too. And for that reason, collaborating with the businesses offering the programs can go a long way in heightening visibility and participation.

Marketing payroll giving via company partnerships

Start by reaching out to companies that already support your nonprofit through donations, sponsorships, or volunteer programs. Ask if they have a payroll giving program in place and discuss ways to promote the initiative to their employees. This could even involve co-branded marketing materials, such as email templates, flyers, or social media posts that both the company and your nonprofit can share with their audiences.

7. Offer exclusive incentives for payroll giving donors.

To encourage supporters to participate in payroll giving, consider offering exclusive incentives that reward their commitment to ongoing contributions. This can make the process more appealing and demonstrate your nonprofit’s appreciation for their support.

While it will likely vary based on the wants and needs of your particular audience, potential incentives may include…

  • Public recognition, such as listing names on a dedicated “payroll giving wall” on your website or donor newsletters. (Top tip: Public recognition can foster a sense of pride and community among payroll donors, motivating others to join, too!)
  • Access to exclusive events, such as virtual meet-and-greets with your organization’s leadership or tours of your facilities.
  • Branded merchandise, like T-shirts, tote bags, or water bottles, as a thank-you for committing to payroll giving.

Marketing payroll giving with unique incentives

Consider tying incentives to donation milestones, such as offering a special gift to donors who have contributed for a certain number of months or reached a specific donation amount. This not only encourages initial sign-ups but also helps retain donors over the long term.

Wrapping Up & Additional Resources

Effectively marketing payroll giving can transform the opportunity into a powerful, recurring revenue stream for your organization. By leveraging digital and other marketing tactics to educate supporters and partner with companies in your network, you can unlock the full potential of workplace giving and build stronger, more consistent donor relationships.

As you implement the seven strategies above, you’ll not only raise awareness of payroll giving but also encourage long-term contributions that help sustain your nonprofit’s mission. Don’t let the opportunity go to waste!

For more information about effectively marketing payroll and other employee giving opportunities, check out the following resources:

  • The Ultimate Guide to Marketing Matching Gifts. Discover the most effective strategies for promoting corporate matching gift programs to your nonprofit’s supporters. This comprehensive guide walks you through the key tactics to increase donor engagement, raise awareness of matching opportunities, and maximize the impact of employer-matched donations.
  • Tracking Payroll Giving: A Nonprofit’s Step-by-Step Guide. Payroll giving can be a valuable and consistent source of funding, but tracking those donations is essential for success. This guide outlines the process nonprofits should follow to track payroll giving contributions efficiently, from registering with payroll platforms to monitoring and reporting on giving patterns.
  • Free Download: The Ultimate Guide to Payroll Giving. Interested in taking a deep dive into all things payroll giving? Get our free downloadable resource to explore how your organization can earn more through payroll donation revenue. Discover how to get started with the programs, best practices for optimizing your strategy, and recommended ways to incentivize participation in the programs.

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Tracking Payroll Giving- A Nonprofit’s Step-by-Step Guide

Tracking Payroll Giving: A Nonprofit’s Step-by-Step Guide

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Payroll giving is a powerful tool for fundraising organizations, providing a steady and reliable stream of income through regular donations directly from supporters’ paychecks. As more companies implement payroll giving programs to support charitable causes, nonprofits like yours must understand how effectively managing and tracking payroll giving can make an impact.

Why? Properly monitoring payroll donations ensures accurate financial reporting, strengthens donor relationships, and maximizes the overall impact of this funding source.

In this blog post, we’ll walk you through a step-by-step guide on how to track payroll giving for your cause. This includes:

  1. Registering for companies’ payroll giving platforms.
  2. Determining specific payroll giving metrics and objectives.
  3. Establishing a system for recording payroll donations
  4. .Monitoring regular contributions.
  5. Reconciling payroll donations with financial records.
  6. Reporting on KPIs and other giving patterns.

From setting up the necessary infrastructure to reconciling your financial records and beyond, we’ll cover everything you need to know to stay on top of your payroll giving program and enhance its long-term success. Let’s dive in!

1. Register for companies’ payroll giving platforms.

The first step in effectively tracking payroll giving is for your nonprofit to register with the companies or platforms that offer payroll giving programs. Many corporations partner with specific third-party platforms, such as CSR software, to manage their payroll giving initiatives. By registering on these platforms, your organization becomes eligible to receive donations directly from employees’ paychecks, making it easier to capture funds and track giving trends.

Tracking payroll giving with CyberGrants

The registration process itself typically involves providing key organizational information, including your nonprofit’s EIN (Employer Identification Number), mission statement, and financial documentation. You may also be asked to complete a verification process to confirm your nonprofit’s status as a registered 501(c)(3) organization.

Then, once approved, your organization can be listed on the company’s payroll giving platform, enabling employees to select your nonprofit as a beneficiary of their payroll contributions. Just keep in mind that the better you maintain your profile, the more accessible your organization will be to potential donors within participating companies.

Top tip: While there’s a ton of CSR software out there, we recommend prioritizing CLMA-designated solutions first. These platforms demonstrate an ongoing commitment to streamlining the employee giving process, and even offer a seamless matching gift experience for donors who qualify for donation-matching!

2. Determine specific payroll giving metrics and objectives.

Before tracking payroll giving, your nonprofit must first establish clear metrics and objectives that you wish to capture. By determining what success looks like, you can collect and analyze the right data to optimize your approach. These metrics will help guide your analysis, identify trends, and allow you to make necessary improvements to maximize your payroll giving revenue.

To start, we recommend identifying key performance indicators (KPIs) that align with your organization’s goals. Some important payroll giving metrics you might consider include:

  • Number of payroll donors: How many employees are participating in payroll giving?
  • Average donation size: How much are donors contributing through payroll deductions?
  • Total amount raised: What is the overall financial impact of your payroll giving program?
  • Donor retention rates: How many payroll donors continue their contributions over time?
  • Donor growth rate: Are you attracting new donors through payroll giving programs?
  • Employer match rates: How often are donations being matched by the participating companies?

In addition to financial metrics, consider tracking engagement and awareness-building efforts. For instance, you may want to monitor how many companies your organization has registered with, how frequently your nonprofit is being promoted on payroll platforms, and the extent to which employees are aware of your participation.

Defining these objectives will not only help you track progress but also assist in creating a strategy to optimize payroll giving. Clear metrics allow you to compare your results over time, analyze what’s working, and adjust your approach accordingly. Ultimately, having well-established goals will help your nonprofit make data-driven decisions and achieve sustained growth in your payroll giving efforts.

Get a demo of our matching gift software to multiply the impact of payroll giving.

3. Establish a system for recording payroll donations.

Once your organization is listed on payroll giving platforms and you’ve determined the KPIs you wish to track, the next step is to establish a reliable system for recording payroll donations. Remember: effective tracking requires organized and accurate documentation of each gift, making it crucial to develop a robust method for capturing payroll donation data.

Start by integrating your nonprofit’s CRM (or Constituent Relationship Management) system with payroll platforms or donation management tools. Many CRM systems even offer specialized features for recording recurring donations like payroll contributions. Ensure that your CRM is set up to automatically track the donation details, including the donor’s name, donation amount, frequency, and employer.

Additionally, your system should be capable of categorizing payroll donations separately from other types of contributions, such as individual one-time gifts or grants. This allows your team to monitor and report on payroll giving specifically, ensuring better accuracy in your overall financial reporting.

Create standardized procedures for entering payroll donation data, especially if the process requires manual entry. This should include guidelines for inputting donor information, donation amounts, and transaction dates, as well as how to handle any errors or discrepancies in reporting.

Maintaining organized and updated records will help you avoid common pitfalls like double-counting donations, losing track of donors, or failing to reconcile your financial reports properly. A well-structured system ensures that your organization can track, analyze, and optimize payroll giving effectively, resulting in better decision-making and streamlined reporting.

4. Monitor regular contributions.

Once you have an efficient system in place to record payroll donations, the next step is to monitor these contributions regularly. Since payroll donations are often recurring, tracking and reviewing them on an ongoing basis is essential for managing your nonprofit’s cash flow and donation trends.

It’s important to set a schedule for checking donation activity, whether that’s weekly, biweekly, or monthly. Regular monitoring allows your nonprofit to quickly identify fluctuations in giving patterns, such as increases during key fundraising periods or decreases during off-seasons. It also helps ensure that donations are consistently received from payroll platforms and that there are no delays in disbursement.

During these reviews, verify that the correct donation amounts are being recorded and ensure that no payments have been missed. Monitoring should also include keeping an eye on matching gift contributions if companies offer them alongside payroll giving. These matching donations can significantly boost the overall funds received, making it crucial to track and follow up on any outstanding matches.

In addition, consider setting up automated alerts or reports to notify your team of key changes in payroll donations, such as when a new donor begins contributing or an existing donor alters their contribution amount. Having this information readily available will allow you to respond proactively, whether by thanking new donors, reaching out to those who adjusted their contributions, or following up on any discrepancies in donation amounts.

5. Reconcile payroll donations with financial records.

To maintain transparency and accuracy in your nonprofit’s finances, it’s crucial to regularly reconcile payroll donations with your broader financial records. Reconciliation involves comparing your internal records of payroll donations with the financial data provided by payroll platforms or corporate partners to ensure everything matches and there are no discrepancies to consider.

This process typically starts by reviewing your financial reports, which should list all donations received during a specific period. From there, compare these records with the reports generated by payroll giving platforms or the companies facilitating the donations. Look for any discrepancies between the two sets of data, such as missed donations, incorrect amounts, or unmatched transactions.

Be sure to track donation timing as well. Payroll donations are often disbursed on a different schedule from one-time gifts, meaning you may need to account for delays in receiving funds or differences between when donations are pledged and when they appear in your account.

Once you’ve identified any inconsistencies, work with your finance team and the payroll platform to address and correct any issues. This might involve contacting the donor’s employer or the payroll platform to verify missing contributions or to reconcile donation amounts.

All in all, accurate reconciliation is key to ensuring that your nonprofit’s financial health remains intact. Not to mention, donors can trust that their contributions are being properly recorded and used as intended.

6. Report on KPIs and other giving patterns.

The final step in tracking payroll giving is to report on the key performance indicators (KPIs) and analyze the giving patterns. Once you’ve gathered sufficient data, use it to create reports that offer insights into how well your payroll giving program is performing. This not only helps your internal team assess progress but also demonstrates accountability to your board, stakeholders, and donors.

When preparing your reports, consider including metrics such as:

  • Total payroll donations received over a specific period
  • Number of active payroll donors
  • Average contribution size
  • Growth in payroll giving participation
  • Comparison of payroll donations versus other giving channels
  • Employer match contributions and their impact

These reports can highlight trends in donor behavior and reveal patterns in employee giving, such as increased donations during specific months or after targeted marketing campaigns. Additionally, breaking down contributions by employer can help identify which companies are driving the most payroll giving and where more efforts might be needed to engage new partners.

Beyond financial reports, it’s valuable to analyze donor retention and engagement rates. Are employees continuing their payroll contributions year over year, or do they tend to drop off after a few months? Understanding this will help you tailor your outreach and stewardship efforts.

Regular reporting allows your nonprofit to fine-tune its approach to payroll giving, identify opportunities for growth, and ensure your program’s long-term success.

Final thoughts & additional resources

Tracking payroll giving donations is essential for ensuring your nonprofit fully benefits from this invaluable funding source. Follow the steps outlined in this guide to equip your team to manage payroll donations efficiently, maintain accurate records, and nurture strong relationships with your supporters.

As payroll giving continues to grow in popularity, nonprofits that implement effective tracking strategies better position themselves to capitalize on this consistent source of revenue and ultimately drive greater impact for their missions. Good luck!

For more information on payroll and other workplace giving strategies, check out the following recommended resources:

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