Can this agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signing shows intent, consent to electronic records, signer attribution, and retention of a reproducible record.

Is notarization required for the agreement?

Not typically for routine fundraiser agreements, but specific state rules, beneficiary requirements, or third-party escrow arrangements may require notarization. Remote online notarization (RON) is acceptable where state law permits and RON rules are followed.

Who should sign on behalf of the employer?

An authorized representative—commonly the HR director or an officer with delegated signature authority—should sign. Document signatory authority in internal policy to avoid enforceability disputes.

What donor information must be collected?

Collect donor name, address, donation amount, date, and employer payroll authorization if applicable. Accurate records support donor acknowledgments and IRS substantiation; missing TINs can trigger backup withholding obligations (24%).

How do we correct errors after signing?

Follow the agreement's amendment clause: prepare a written amendment or addendum, obtain signatures from authorized parties, and retain the executed amendment with the original agreement for audit trails.

How long must we retain fundraiser records?

Retain tax-related records at least 3 years (IRC §6501(a)), HIPAA-covered materials 6 years (45 CFR §164.530(j)), and consider holding fundraiser records seven years for audits or state-specific requirements.

Electronic Signature
Templates
HR
HR Fundraiser Agreement

HR Fundraiser Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HR FUNDRAISER AGREEMENT

This HR Fundraiser Agreement (the Agreement) is entered into by the parties below for the purpose of conducting approved fundraising activities on behalf of the Employer. The parties agree as follows:

Parties and Effective Date

Employer Name:

Employer Address:

Fundraiser Name:

Fundraiser Address:

Effective Date:

Personal & Position Information

Personal Information Position Information

Employment History

Previous Employer 1 Previous Employer 2

Education

Professional References

Reference 1 Reference 2 Reference 3

Fundraising Scope, Compensation, and Expenses

Scope of Activities: The Fundraiser shall solicit contributions, manage donor interactions, organize approved events and campaigns, and perform related administrative tasks as expressly authorized in writing by the Employer. All solicitations must comply with applicable laws and Employer policies.

Compensation and Commission Structure Expense Reimbursement

Policies, Compliance, and Confidentiality

The Fundraiser will comply with Employer policies governing solicitation, gifts, conflicts of interest, and data privacy. The Fundraiser shall not disclose confidential donor information, personnel records, or other proprietary Employer information obtained in the course of fundraising activities. Confidential information shall be used only for authorized purposes and returned or destroyed upon request.

Compliance with Law: The Fundraiser must obtain any permits or registrations required by law for solicitation activities and shall conduct all fundraising in accordance with applicable statutes and regulations.

Background Checks and Authorizations

The Fundraiser authorizes the Employer to verify information contained in this Agreement and to conduct employment-related background checks, including references, criminal history, and other verifications as permitted by law. Consent is provided below.

I consent to background checks and verification of information as described above.

At-Will Employment and Equal Opportunity

At-Will: If the Fundraiser is an employee, employment is at-will and either party may terminate the employment relationship at any time, with or without cause or notice, except as otherwise provided in a separate written agreement signed by both parties.

Equal Opportunity: The Employer is an equal opportunity organization. All decisions regarding recruiting, hiring, promotion, compensation and other terms and conditions of employment will be made without unlawful discrimination.

Termination and Remedies

Termination: This Agreement may be terminated by either party upon written notice. The Employer may immediately terminate for cause, including material breach, dishonesty, misuse of funds, or violations of law or Employer policy. Upon termination the Fundraiser shall cease fundraising activities and return all Employer property and records.

Remedies: The Employer may seek injunctive relief, damages, and any other available remedies for breaches of confidentiality, misuse of funds, or other material breaches by the Fundraiser.

Indemnification and Insurance

The Fundraiser shall indemnify and hold harmless the Employer and its officers, directors and employees from claims arising out of the Fundraiser's negligent or intentional acts. The Fundraiser shall maintain any insurance required by law or reasonably requested by the Employer for fundraising activities.

Recordkeeping and Reporting

Reporting Requirements

Miscellaneous Provisions

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state specified below without regard to conflict of law principles.

Entire Agreement: This Agreement constitutes the entire agreement between the parties with respect to the subject matter and supersedes prior understandings. Amendments must be in writing and signed by both parties.

Applicant Certification & Authorization

I certify that all information provided in this Agreement and in any attachments is true, complete and correct to the best of my knowledge. I understand that false statements or omissions may be grounds for termination and may be subject to penalties under law.

I certify that the information provided is true and accurate.

Authorization to Contact: I authorize the Employer to contact my former employers and references to verify prior employment and obtain information relevant to my suitability for fundraising responsibilities.

I authorize prior employers and references to provide information to the Employer.

Employment Classification

The parties acknowledge the Fundraiser's classification below (check applicable box). Classification affects tax withholding, benefits eligibility, and legal obligations.

Employee Independent Contractor

Employer

Printed Name:

By:

Date:

Fundraiser

Printed Name:

By:

Date:

What an HR Fundraiser Agreement Covers

An HR Fundraiser Agreement is a written contract that sets terms between an employer's human resources team, volunteer organizers or employee committees, and the designated beneficiary for a workplace fundraising event. It defines responsibilities for collection, deposit and disbursement methods, donor acknowledgment procedures, tax reporting obligations, and who pays fees. The agreement reduces misunderstandings about handling funds, clarifies liability and indemnity, establishes recordkeeping and timelines for reconciliation, and creates an auditable paper or electronic trail to support post-event accounting and compliance.

Why a Formal Agreement Matters

Using an HR Fundraiser Agreement documents how donations will be collected, deposited, and reported, allocating responsibility and mitigating legal, tax, and reputational risks while supporting transparent donor communications.

Who Typically Completes and Signs This Agreement

Typical users include HR teams, volunteer organizers, and finance or compliance staff who manage workplace giving events.

HR administrators coordinating event approvals, donor communications, and internal payroll or donation-routing processes.
Volunteer leads or employee committees handling logistics, onsite collections, donor receipts, and volunteer assignments.
Finance or compliance staff ensuring tax reporting, recordkeeping, and disbursement controls are followed.

The agreement aligns responsibilities across these roles and establishes an auditable trail for event accounting and reporting.

Step-by-Step: Complete an HR Fundraiser Agreement

Follow these sequential steps to prepare, approve, and execute an HR Fundraiser Agreement so roles, funds handling, and reporting are clearly documented.

01

Prepare Details: List event name, date, beneficiary and estimated funds target.
02

Assign Roles: Identify HR contact, volunteer lead, finance reviewer, and signer.
03

Document Terms: Specify collection methods, deposit timing, and fund usage restrictions.
04

Sign & Retain: Collect signatures, date the agreement, and store the original securely.

Configure an Online Agreement Template

Use these settings when configuring an online HR Fundraiser Agreement template to ensure consistent routing, authentication, and audit trail capture.

Field	Configuration
Template Name	HR Fundraiser Agreement template
Signer Order	Sequential — HR then Volunteer then Finance
Authentication	Email link with optional SMS code
Auto-Reminders	Send reminders every 3 days until signed

Platform Requirements for eSigning and Storage

Choose an eSignature platform that supports ESIGN/UETA, secure storage, and optional notarization for high-value fund transfers.

File Formats: PDF and DOCX supported
Integrations: Connects to HRIS, payroll, and cloud storage
Authentication Options: Email, SMS, or ID verification

Where to Send, Sign, and Submit the Agreement

Upload the completed agreement to your chosen platform, assign signer roles, collect signatures, and distribute executed copies to HR, finance, and the beneficiary for reconciliation.

Upload Document: Attach the final agreement to the signing platform
Assign Signers: Add signer emails and define signing order
Collect Signatures: Signers authenticate and apply electronic signatures
Distribute Copies: Send executed copies to HR, finance, and beneficiary

Core Elements of a Professional HR Fundraiser Agreement

A robust agreement should clearly define the fundraiser scope, specify responsibilities, set cash-handling controls, address tax and donor reporting, allocate liability, and include amendment and termination procedures.

Scope

Define event purpose, eligible participants, geographic coverage, and any fundraising caps. Clear scope prevents misunderstandings and scope creep during execution.

Roles

List responsibilities for HR, volunteer leads, finance staff, and the beneficiary. Assign a single contact for reconciliation, recordkeeping, and dispute resolution.

Funds Handling

Describe collection points, accepted payment methods, deposit schedule, dual-control procedures, and bank account details including third-party processor terms.

Tax Treatment

Specify whether donations are charitable or employee-to-employee, define donor receipt procedures, and clarify responsibility for issuing Form 1099-NEC if applicable.

Liability & Insurance

Allocate indemnity for loss, require appropriate insurance for the event, and state who is responsible for refunds, damages, or legal claims arising from the fundraiser.

Amendment

Describe how modifications are approved, who can authorize changes, required notice periods, and whether electronic amendments are permitted with recorded consent.

Essential Information to Include in the Agreement

Organizer EIN: Provide EIN for tax reporting

Bank Account: Account name, routing, and bank

Payment Processor: Processor name and merchant ID

Donor Records: Full name, amount, date

Reporting Schedule: Monthly or event-close reporting

Retention Location: Physical vault or encrypted cloud

Penalties and Risks of an Incorrect Agreement

Misuse of Funds: Criminal and civil liability

Tax Penalties: IRC §6721 fines possible

I-9 Violations: Employment documentation fines

Privacy Breach: HIPAA penalties if PHI exposed

Contract Voidance: Unenforceable terms risk

Donor Refunds: Reputational and financial loss

Common Mistakes to Avoid

Failing to specify who controls collected funds often leads to deposit delays and increased risk of misappropriation that can trigger internal audits and legal exposure.
Using vague donation descriptions prevents accurate donor receipts and may complicate IRS reporting, potentially causing backup withholding or information return errors.
Missing donor contact information makes it impossible to provide written acknowledgments required for tax-deductible donations and undermines substantiation for donors.
Not documenting fee coverage leaves disputes over transaction costs and net distributions to beneficiaries, increasing legal exposure and donor dissatisfaction.

Key Dates and Filing Deadlines to Track

Track these dates for event execution, fund distribution, donor acknowledgments, and tax reporting to avoid late-filing penalties or donor substantiation failures.

Event Date:

Date of the fundraiser; determines reporting and deposit deadlines.

Fund Distribution Date:

Date when net proceeds must be transferred to beneficiary.

Donor Acknowledgment:

Provide timely written receipts for deductible donations per IRS guidance.

1099-NEC Filing:

Due January 31 to recipients and the IRS for reportable nonemployee compensation.

Record Retention:

Retain financial and donor records per legal retention schedules.

Milestone Timeline for an HR-Run Fundraiser

Use this milestone sequence to plan approvals, promotion, execution, and final reconciliation for an HR-organized fundraiser.

01

Planning & Approval

Secure HR approval, budget, and beneficiary consent before promotions begin.

02

Registration & Permits

Obtain required local permits, notifications, and insurance certificates for the event.

03

Event Execution

Collect donations per documented methods and log each transaction promptly.

04

Reconciliation & Reporting

Reconcile deposits, issue donor acknowledgments, and transfer funds with accounting records.

eSignature Pricing and Capability Snapshot

Baseline pricing and select capability indicators for common eSignature vendors to help compare options for executing HR Fundraiser Agreements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions

Answers to common questions about execution, electronic signing, notarization, recordkeeping, and post-event reconciliation for HR-organized fundraisers.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signing shows intent, consent to electronic records, signer attribution, and retention of a reproducible record.
Is notarization required for the agreement?
Not typically for routine fundraiser agreements, but specific state rules, beneficiary requirements, or third-party escrow arrangements may require notarization. Remote online notarization (RON) is acceptable where state law permits and RON rules are followed.
Who should sign on behalf of the employer?
An authorized representative—commonly the HR director or an officer with delegated signature authority—should sign. Document signatory authority in internal policy to avoid enforceability disputes.
What donor information must be collected?
Collect donor name, address, donation amount, date, and employer payroll authorization if applicable. Accurate records support donor acknowledgments and IRS substantiation; missing TINs can trigger backup withholding obligations (24%).
How do we correct errors after signing?
Follow the agreement's amendment clause: prepare a written amendment or addendum, obtain signatures from authorized parties, and retain the executed amendment with the original agreement for audit trails.
How long must we retain fundraiser records?
Retain tax-related records at least 3 years (IRC §6501(a)), HIPAA-covered materials 6 years (45 CFR §164.530(j)), and consider holding fundraiser records seven years for audits or state-specific requirements.

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