Matching Gift Processing Instructions Spring 2008 Matching Gift programs offered by many companies and organizations can be a great way to generate additional funds to meet your fundraising goal. Please remember that there are specific guidelines that you and the donating employee must follow in order to be considered for a Matching Gift. Attached are the Participant Identification Form and the Matching Gift Information Form that you will complete and send in to the TNT Office with the donations to be matched and the company matching gift forms. Included in this Packet: Participant Identification Form, is a form that identifies you, your chapter, the event you are participating in, and gives a total of the donations that are to be matched. Matching Gift Information Form, is a form that details your donations that are to be matched. Please include the name on the check, the amount of the donation, and the company who will be matching the donation. Matching Gift Policies describes the polices that LLS has established in regards to matching gifts. Please read this carefully and make sure that you understand the policies in regards to disbursement of funds and soft credits. IMPORTANT Please instruct your contributors to send ALL donations directly to YOU, along with the original Matching Gift form from the company. We need this verification form to confirm receipt of the gift with the company. DO NOT send any Matching Gift forms to PAYCOR. This will cause a delay in processing your matching gifts by the fundraising deadline. In order to effectively process your contributions and to ensure accurate and timely postings to your account, it is important that you closely follow the instructions outlined below. Processing Instructions 1. For Check Contributions: Please fill out the Donation Summary Form completely. Make sure to include the name of the company that will be matching the donation. DO NOT SEND CHECKS THAT ARE NOT ACCOMPANIED BY THE MATCHING GIFT FORM ! We will need the company’s verification form in order to ensure them that the donation is eligible for a match. Please wait to turn in material until it is complete. Do not send checks that are not accompanied by the matching gift form. Please send donations that are not matching gift related to PAYCOR. 2. For Credit Card Donations: If your donor has elected to make a donation via your Fundraising website, please include a copy of the receipt that is emailed to you from your online fundraising account. Include this information on the Matching Gift Information Form along with the name of the company that will be matching the donation, and the verification form from the company. We will need the company’s verification form in order to ensure them that the donation is eligible for a match. 3. Accumulate your matching gift contributions and periodically forward them to the TNT Office. Please be mindful of the individual company policies for when the original donation must be received by The Leukemia and Lymphoma Society in order for them to honor the match request. Please be aware that each company has it’s own policy on honoring matching requests. 4. Mail completed Participant Information Form and Matching Gift Information Form, checks and matching gift verification forms from the company to: The Leukemia & Lymphoma Society Greater Los Angeles Chapter Attn: Matching Gifts 6033 W. Century Blvd., #300 Los Angeles, CA 90045 Please allow 7-10 business days from the time you mail in your donations for them to be posted to your account. 5. Maintain a list of your contributions until you have confirmed your account balance with your Campaign Manager. We suggest that you keep copies of your checks for your records. VERY IMPORTANT: To ensure timeliness and accuracy, please send only the Participant Identification Form, the Matching Gift Information Form and the company verification form to submit your Matching Gift donations to the chapter. Do not send any listings, donor cards, donor letters, etc., to the chapter. These are not necessary and add to your mailing costs. 6. If after six months of receipt of the original donation, the TNT office has not received either a confirmation or the matching donation from the company, we will be contacting you for assistance in following up with the company. If you received a Soft Credit for the match prior to the final funds deadline, and the company decides not to honor the request for a match, you will be contacted to make up the difference in your fundraising. Please see the Matching Gift Policies for more information regarding our Soft Credit policies. Matching Gift Policies Matching Gift programs offered by organizations can be a great opportunity to generate additional funds! Please note that there are specific guidelines that both the participant and donating employee must follow in order to be considered for a Matching Gift. A Matching Gift program is usually an organization’s incentive to encourage employees to be involved in philanthropic giving. Each organization that offers a Matching Gift program has it’s own process on how to apply for a Matching Gift and has it’s own criteria used to determine whether the donation is eligible for a Matching Gift. Details regarding an organization’s Matching Gift program can be found by contacting the organization’s Matching Gift department, human resources department, or employee benefits department. Most organizations will only consider a Match from their own employees and require a unique application to be completed by each donating employee for each unique donation amount. Once the Matching Gift process has been initiated by the donating employee, TNT requests that the participants send their donations along with the ORIGINAL Matching Gift forms directly to the TNT Office. Please do NOT send donations and matching gift forms to PAYCOR. Note that faxes will not be accepted. Any deviations from this process may cause delays in processing the Matching Gift request. Please bear in mind that the decision on whether a Match will be granted is solely at the discretion of the organization, not LLS. Submission of Matching Gift paperwork does not guarantee that the donation will be received immediately, as some companies send matching gift checks quarterly, twice a year, or even once a year. We, at LLS, do our part in complying with the application process in a timely manner, however we have nothing to do with a Match being declined or delays in funds arriving to our organization. LLS’ Soft Credit policy: A Soft Credit is a conditional credit we issue as a courtesy, 10 days before the Final Funds deadline, to help reduce the Final Funds charge. Soft Credits will be issued only if BOTH of the following criteria are met: (1) the Matching organization has been approved by LLS, and (2) LLS receives the initial donation AND the Matching Gift form from the company 10 days before the Final Funds deadline. All other prospective Matching Gifts will remain unaccredited until the actual funds are received by LLS. Bear in mind that a Soft Credit indicates that the funds have not yet arrived. LLS reserves the right to reverse a Soft Credit if a Matching Gift is denied or if the funds do not arrive when specified. LLS’ Matching Gift disbursement policy: All funds received by a company as a result of a Matching Gift MUST be credited to the same participant’s account AND same event as the original donation. There will be NO exceptions to this policy. LLS continues to reserve the right to charge the participant’s credit card for any funds that are outstanding when the Final Funds deadline arrives. Please see TNT’s Policies for Participants for further details. In the event that the donor and/or participant does not comply with a Matching Gift organization’s guidelines and LLS must return the funds to the organization, LLS reserves the right to charge the participant’s credit card for the amount of the gift accordingly. Again, we urge you to read the Matching Gift organization’s guidelines thoroughly before sending in a submission. We do not support or encourage fundraising in a way that jeopardizes the integrity of the participant, the donor, the Matching Gift organizations or The Leukemia & Lymphoma Society. PARTICIPANT IDENTIFICATION FORM Spring 2008 IMPORTANT: You MUST enclose this form with every batch of Matching Gift donations that you send in. Without this identification, we will not be able to credit these funds to your fund raising total. Participant Name: Phone No: Address: City: State: Zip: Leukemia & Lymphoma Society Chapter: Greater LA Team: Circle Event: Carlsbad Half Marathon Run Carlsbad Half Marathon Walk Los Angeles Marathon Full Run Los Angeles Marathon Full Walk Solvang Century Ride Desert Triathlon – Sprint Desert Triathlon – International Distance Lavaman Triathlon Wildflower Long Course Ironman Coeur d’Alene In the box below, summarize your enclosed donations to be matched. # of Donations Enclosed Payment Type TOTAL AMOUNT Checks/Money Order $ Online Donations $ GRAND TOTAL $ Mailing Address: Leukemia & Lymphoma Society Greater Los Angeles Chapter Attn: Matching Gifts 6033 W. Century Blvd., #300 Los Angeles, CA 90045 Make additional copies of this sheet as needed- copy completed forms for your files. MATCHING GIFT INFORMATION Participant Name: Chapter: Greater LA Event:______________________ Donor Name: Donor Phone No:_________________________ Donor Address:____________________________________________________________________________ Zip Code: ________________________ Matching Company: ________________________________________________________________________ Check #: ____________ Amount $ Please ensure that the Matching Gift Form is included with this donation. Donor Name: Donor Phone No:__________________________ Donor Address:_____________________________________________________________________________ Zip Code: ___________________________ Matching Company: _________________________________________________________________________ Check #: ____________ Amount $ Please ensure that the Matching Gift Form is included with this donation. Donor Name: Donor Phone No:__________________________ Donor Address:_____________________________________________________________________________ Zip Code: __________________________ Matching Company: _________________________________________________________________________ Check #: ____________ Amount $ Please ensure that the Matching Gift Form is included with this donation.