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MATCHING GIFT PROGRAM ADMINISTRATION

Overview

AmeriGives provides a complete matching gift program solution by using proven technology components and customer service centered processes tailored to handle your company’s specific requirements. The cornerstone of this solution is a customized, Matching Gift website that accurately conveys your company’s brand and corporate values. Through our solution, your employees have the convenience of registering their matching gifts via the web, form or telephone.

 

In addition to branding the website with custom logos, text and functionality, we can also customize your website to capture new donations via credit card. We also assist your staff in the creation of registration forms and program guidelines. Most importantly, AmeriGives will provide your employees and recipient organizations outstanding customer service throughout the entire matching gift process.

 

Eligibility

AmeriGives’ matching gift processing system provides multiple checking of employee and recipient organization eligibility under your company’s guidelines and limits. For example, if a donor is not in your employee database or the eligibility of a recipient organization falls into a gray area as per program guidelines, then these items are automatically queued to the database administrator assigned to your account. The Database Administrator (DBA) then researches the issue and makes a determination of eligibility along with the Client Service Manager (CSM) assigned to your account. If an issue is still under question, then the CSM will contact the appropriate person at your company for a final decision.

 

Verification

AmeriGives utilizes a proprietary on-line recipient organization verification process to verify the receipt of a donor’s original gift prior to making a match. We currently have agreements with more than 4,500 non-profit organizations to participate in our program, and for organizations that are not registered with us, we use paper verification forms that must be mailed or faxed back.

 

Reporting

AmeriGives provides a comprehensive reporting package that includes standard monthly activity reports, year-end summary reports and voucher payouts. These reports are available to your Matching Gift staff members via a special login and password on the administrative portion of the website. Real-time, on-demand and ad hoc queries are also available through the site for specific time periods, employees, recipient organizations, etc. Our reporting system is comprehensive yet flexible, allowing your company to receive customized reports on demand.

 

Disbursement

AmeriGives’ payment disbursement system includes extensive balancing and reconciliation features that ensure on-time, accurate payment disbursements to recipient organizations. Each quarter (or month), your CSM will prepare a voucher report of all approved gifts ready for payment. These items are then presented to your company for final approval.

 

Following voucher approval, your company deposits the funds to be disbursed into an AmeriGives positive pay bank account in trust for your company. AmeriGives then prepares the checks (using a secure check stock and check writing system) and mails the checks directly to the recipient organizations. On a monthly basis, AmeriGives provides you with a detailed check register and account reconciliation statement.

 

We Provide Matching Gift Clients with:

  • A Client Service Manager (CSM) to oversee all aspects of program development and management
  • All other personnel needed to execute your program from start to finish
  • A customized, state-of-the-art matching gift website
  • Optional website customization to capture new gifts via credit card
  • A toll-free telephone number answered in your company’s name
  • Customer service representatives both on the phone and online
  • Online personnel data and donor verification
  • Determination of recipient organization eligibility under your guidelines
  • Extensive IRS status and Patriot Act vetting of all U.S. and Canadian charities
  • Acquisition and maintenance of databases to verify donor eligibility and giving histories
  • Comprehensive, variable content correspondence with laser signatures and logo
  • Recipient organization transmittal correspondence
  • Hosting and maintenance of entire information technology infrastructure
  • Automated detection of donor limits and duplicate gifts
  • Changes of web and form registration platforms and correspondence as needed
  • Handling of institution inquiries
  • Tracking of every gift
  • Automated detection of donor limits and duplicate gifts
  • Institution verification for all original and matching gifts
  • Donor confirmation letters or e-mails
  • Processing of all exception and follow-up correspondence
  • Determination of eligibility for new institutions
  • Processing for gifts of securities
  • "Special handling" for client designated VIPs and senior management
  • Institution confirmation/transmittal letters that include gift details
  • Maintenance of databases for institution profiles and alias names

We Provide Matching Gift Program Managers with:


  • Assistance in the design of all forms, correspondence and web pages
  • Remote real-time access to program databases, reports and current status inquiries
  • Voucher feeds for check production
  • Monthly activity and management reports
  • Year-end activity and management summaries
  • Special reports to fulfill your specific needs
  • Secure check production and printed check register
  • Authorized laser signatures on all necessary documents
  • Folding, stuffing and mailing with institution confirmations
  • "Positive Pay" check production (branded with your company’s logo)
  • OBRA Tax receipt management and tracking