Gift Matching is a great way for our school to receive extra funds!
Employer Matching: How To Get The Money!
– WHAT IS “MATCHING?”
Many businesses offer to match employee donations to a registered nonprofit, often dollar for dollar.
– HOW DO WE GET MATCHING DOLLARS FROM THE DONOR’S EMPLOYER?
Typically, a donor will contact the PA and say “I am making a donation, and I think my company will match it but I don’t know what to do.” In order to take advantage of this free money, there should be a person assigned to manage this process, preferably the PA treasurer. This person can most easily track matched donations by creating a simple spreadsheet with the following headings that can be added onto each year. Matches can take weeks or months and sometimes cross fiscal years.
Donor
Donor contact info
Donation amount
Date of donation
Payment Method [e.g., check, credit card, PayPal etc)
Matching Company
Status
Date Received
Amount Received
Program to credit
Date Acknowledged
– WHAT THE EMPLOYEE SHOULD DO:
The employee should contact their HR dept to see if they should MAKE THE DONATION TO US FIRST and then notify their employer that they have done it, or if they should GIVE THE DONATION TO THE EMPLOYER FIRST, and the employer will match it and send in the whole thing.
If the employee is to send us their donation first, they will likely have you send verification that you have received and deposited it. Then you will wait for the match to arrive.
If the employer wants the employee to give them the donation first, the employer will then send you a check or ACH for the donated amount plus the match all together.
–WHAT THE TREASURER SHOULD DO
Nothing, really, except log the donation in the spreadsheet, and keep an eye out for the payment. Note that due to privacy concerns, some employers do not put the name of the donating employee on the payment, but will require you to log into a secure system to find the person’s name. It’s important to do this in order to acknowledge the gift properly.
– WHAT THE EMPLOYER WILL NEED:
Name of Charity: “High Tech High Foundation, DBA [your local PA name, such as HTHMPA]”. If they cannot handle the DBA part, it is ok; you can still accept the payment locally.
Tax ID: 33-0866869
Physical checks can be addressed to your school and can be payable to any of these 3 names:
High Tech High Foundation, DBA [your local PA name, such as HTHMPA]
High Tech High Foundation
Your local PA name, such as High Tech High Mesa Parent Association
Your local PA bank account WILL HONOR checks made out any of these three ways.
For ACH payments, provide your routing number and account number.
If they insist on mailing the check to the HTH Foundation and not the local PA, send an email to AR@hightechhigh.org and let them know this check is coming with all the details, and they will credit your campus and program. Be sure to track it on your sheet and follow up with AR for acknowledgement. The company can send it to High Tech High Foundation attn: Business Office Accounting Dept, 2861 Womble Rd, San Diego CA 92106.
If by ACH/wire:
Routing # is 122016066
Account number is 27373518
Address: City National Bank, 4275 Executive Dr, La Jolla CA 92037
Name: High Tech High Foundation
BIC/Swift code CINAUs6L
– WHAT LETTERS OR FOLLOW UP DO WE NEED TO SEND?
Acknowledgement: Once the donation and match are received and identified, please send an email to the donating parent letting them know it was received and credited to the program they intended. This creates a sense of confidence in the parents that their donation and match went where they intended it to; this lack of confidence in the process is the #1 reason parents hesitate to donate to High Tech.
A tax letter is only required if a donor sends in funds directly (not through an employer)
For example, If Ryan donates $500 to us directly and his employer later sends us another $500, a tax letter for $500 to Ryan is all that’s required.
If Ryan donates online through Network For Good, a tax letter is auto-generated and you do not need to do anything else.
For example, if Janice gives $500 directly to her employer, who then sends us $1,000, no tax letter to Janice or her employer is needed.