Can this agreement be signed electronically?

Yes. Electronic signatures meet legal validity under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are demonstrable.

Is a notary required for validity?

Not usually for routine fundraising agreements; however, specific states or institutional policies may require notarization or witnesses. Check state notary rules and your organization’s governance policies.

What privacy protections are required?

Include data handling, access limits, and retention language. If PHI is involved, attach HIPAA‑compliant addenda and obtain a BAA for vendors handling protected information.

How should payroll deductions be handled?

Specify opt‑in mechanics, start/stop dates, deduction amounts, payroll cutoff dates, and reconciliation steps; coordinate with payroll to test the process before launch.

Who should review before execution?

Have HR, payroll/finance, and legal review scope, tax implications, privacy clauses, and indemnity language to confirm operational feasibility and mitigate legal risk.

How to correct a signed agreement error?

Execute a written amendment signed by the same authorized parties or re‑execute a corrected agreement. Maintain version history and preserve prior records per retention policy.

Electronic Signature
Templates
HR
HR Fundraising Agreement

HR Fundraising Agreement

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

HR FUNDRAISING AGREEMENT

Parties and Identifying Information

This HR Fundraising Agreement (the Agreement) is entered into between:

Organization Name: Organization Address: Authorized Representative: Representative Title:

Fundraiser Personal Information

Fundraiser Name: Home Address:

Phone:

Email:

Position and Compensation

Job Title: Department: Reporting Manager:

Anticipated Start Date:

Compensation Type: Salary Commission/Bonus Independent Contractor

Base Salary / Retainer (if applicable): Commission Structure & Rate: Payment Schedule: Expense Reimbursement Policy:

Fundraising Scope, Targets and Territory

Scope of Fundraising Activities: Assigned Territory or Constituency: Performance Targets (e.g., monthly/quarterly goals):

Employment History

Provide at least two prior employers relevant to fundraising or development.

Employer 1 - Company Name:

Title:

Dates Employed: From To

Key Responsibilities: Reason for Leaving: Employer 2 - Company Name:

Title:

Dates Employed: From To

Key Responsibilities: Reason for Leaving:

Education

Highest Degree: Institution: Graduation Date:

References

Provide three professional references.

Reference 1 - Name:

Phone:

Email:

Relationship: Reference 2 - Name:

Phone:

Email:

Relationship: Reference 3 - Name:

Phone:

Email:

Relationship:

Legal Terms and Obligations

1. Duties. The Fundraiser shall perform the fundraising activities described in the Scope of Fundraising Activities in a diligent, professional manner and in accordance with the Organization's policies and applicable law. The Fundraiser shall maintain accurate records of solicitations, pledges, and received funds and deliver those records to the Organization on schedule.

2. Funds and Receipting. All funds solicited on behalf of the Organization are the property of the Organization and must be handled, deposited, and receipted strictly in accordance with the Organization's financial controls. The Fundraiser will not open separate bank accounts nor divert funds for personal use.

3. Compliance and Registrations. The Fundraiser shall comply with all charitable solicitation laws, donor privacy obligations, anti-corruption statutes, and other applicable laws. The Fundraiser shall promptly notify the Organization of any notice, investigation, or claim arising from fundraising activities.

4. Confidentiality and Donor Privacy. The Fundraiser shall maintain confidentiality of donor information and internal donor lists and shall use such information solely for Organization-approved fundraising activities. Disclosure of donor information is permitted only with prior written consent of the Organization or as required by law.

5. Conflicts of Interest. The Fundraiser shall disclose any personal, familial, or business relationships with prospective or existing donors that may create a conflict of interest and shall not solicit contributions where a conflict exists without prior written approval from the Organization.

6. Term and Termination. This Agreement commences on the Start Date and continues until terminated by either party with written notice. The Organization may terminate immediately for cause, including but not limited to diversion of funds, material breach, or criminal activity. On termination, the Fundraiser must promptly return all Organization property and records.

7. Indemnification. The Fundraiser agrees to defend, indemnify, and hold harmless the Organization for claims arising from the Fundraiser's negligent acts, willful misconduct, or breach of this Agreement, except to the extent caused by Organization's gross negligence or willful misconduct.

8. Non-Solicitation. During the term and for a period of twelve (12) months following termination, the Fundraiser shall not solicit the Organization's donors, major gift prospects, or staff for other organizations or commercial ventures in a manner that would materially harm the Organization.

9. Records and Audit. The Organization reserves the right to audit fundraising records and expense documentation. Fundraiser shall retain all relevant records for a minimum of three (3) years and provide access upon reasonable request.

10. Governing Law and Dispute Resolution. This Agreement shall be governed by the laws of the state specified by the Organization. The parties shall seek to resolve disputes through mediation prior to pursuing other remedies. Remedies available to the Organization include injunctive relief and recovery of damages.

11. Severability. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect.

Legal Disclosures

At-Will Employment Statement: If the Fundraiser is engaged as an employee, employment is at-will unless and only to the extent a written document signed by the Organization expressly states otherwise.

Equal Opportunity Statement: The Organization is an equal opportunity employer. Hiring decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic.

Applicant Certification & Background Authorization

I certify that all information provided in this Agreement and accompanying materials is true, complete, and correct. I understand that falsification or omission of material facts may be grounds for refusal to hire, or for immediate termination if discovered after hire.

I authorize the Organization to contact my prior employers, references, and educational institutions and to obtain consumer and criminal background reports as permitted by law. I agree to provide any necessary consent forms or identification required for such checks.

Certification: I certify that the foregoing statements are true and complete.

Authorization to Contact Previous Employers: I authorize contact with my previous employers and references for purposes of employment verification and reference checks.

Background Check Authorization: I authorize the Organization to obtain consumer and criminal background checks as permitted by law.

Acknowledgements

The Fundraiser acknowledges receipt of Organization policies governing fundraising, donor privacy, expense reimbursement, and conflicts of interest, and agrees to comply with those policies as a condition of continued engagement.

Additional Terms or Notes:

Organization Representative (Print Name):

By:

Date:

Fundraiser (Print Name):

By:

Date:

What the HR Fundraising Agreement Covers

An HR Fundraising Agreement is a written contract that defines the relationship, roles, and responsibilities when an employer, human resources department, or authorized representative organizes or permits fundraising activities connected to employees or workplace programs. The agreement typically allocates responsibilities for solicitation, fund handling, use of payroll deduction or employer facilities, third‑party fundraiser engagement, recordkeeping, and confidentiality. It clarifies permitted fundraising methods, approval processes, and how contributions are collected, held, disbursed, and audited, reducing ambiguity and protecting both the organization and participating individuals.

Why a Formal Agreement Matters

A clear HR Fundraising Agreement reduces legal and reputational risk, ensures compliant handling of donations and payroll deductions, and sets predictable expectations for staff and external fundraisers.

Who Typically Prepares and Signs This Agreement

The agreement helps all parties understand limits, liabilities, reporting responsibilities, and the approval workflow before fundraising begins.

Human resources teams responsible for policy, payroll deduction setup, and employee communications.
Payroll or finance personnel who process contributions and reconcile accounts.
Third‑party fundraising vendors engaged to solicit, collect, or manage donations.

Key Signatory Roles

HR Director

The HR Director typically approves policy-level terms, confirms alignment with employer policies, and signs for the employer when delegation to program managers is not authorized.

Finance Officer

The finance or payroll officer authorizes payroll deductions, confirms accounting treatment, and signs to accept responsibility for processing contributions and preparing reports or remittances.

Essential Data Elements to Include

Parties: Full legal names

Purpose: Fundraising objective

Payment Method: Payroll, cash, card

Recordkeeping: Retention rules

Privacy: Data handling

Signatures: Authorized signers

Potential Legal and Financial Risks

Misapplied Funds: Liability to donors

Payroll Errors: Wage reporting issues

Privacy Breach: HIPAA/FERPA exposure

Contract Claims: Breach suits

Regulatory Fines: State penalties

Reputational Harm: Trust loss

Common Preparation Pitfalls to Avoid

Failing to define exactly who controls collected funds and how disbursements are approved, which can cause disputes and audit exceptions.
Not specifying payroll deduction mechanics, opt‑in/opt‑out options, and the schedule for withholding and remittance to third parties.
Omitting privacy protections or required consumer disclosures when collecting donor data, creating potential HIPAA or state privacy noncompliance.
Using vague purpose language for funds (for example, 'for charitable use') instead of precise beneficiary and permitted expense descriptions.

Real‑world HR Fundraising Scenarios

Examples show how organizations use the agreement to manage risks and clarify responsibilities before campaigns begin.

University Employee Giving

A public university established a written agreement with its alumni association to accept payroll deductions for employee giving campaigns, including monthly remittance schedules and donor privacy safeguards.

The agreement required BAA-level privacy procedures for health-related funds.
Long-form language clarified reporting, audit access, and tax receipt issuance to protect employees and the institution from financial and compliance discrepancies.

Healthcare System Charity Drive

A hospital signed an agreement with a national charity to run a workplace giving drive, defining permitted solicitation channels and gift allocation.

The document required HIPAA-conscious donor handling for any patient-related campaigns.
It also specified retention of donation records for six years and included indemnity language to allocate liability between hospital and fundraiser.

Step‑by‑Step: Completing the Agreement

Follow this sequence to fill the HR Fundraising Agreement accurately and consistently.

01

Identify Parties: Enter full legal names and contact details for each party.
02

Describe Purpose: State the campaign objective, beneficiaries, and permitted uses.
03

Set Payment Terms: Specify payroll deduction, timing, remittance, and reconciliation.
04

Add Compliance Terms: Include privacy, record retention, audit, and termination clauses.

How the Agreement Fits into the Fundraising Workflow

This sequence shows where the signed agreement sits in campaign planning and execution.

Campaign Proposal: Draft terms and objectives before soliciting employees.
Internal Review: HR and finance confirm payroll feasibility and controls.
Execution: Collect donations through agreed channels and frequencies.
Reconciliation: Finance reconciles funds and provides reports to stakeholders.

Core Clauses Every HR Fundraising Agreement Should Contain

Make sure the agreement contains clear, enforceable clauses to manage funds, privacy, and liabilities.

Scope

Define campaign scope, permissible solicitation methods, target group, and any exclusions. Specify whether participation is voluntary and whether managers may solicit direct reports.

Payment and Handling

Describe payroll deduction mechanics, timing for remittance to beneficiary or vendor, accounting codes, reconciliation procedures, and who bears transaction fees.

Privacy and Data Use

Detail donor data collected, permitted uses, storage safeguards, and any required notices or consents to satisfy HIPAA or state privacy rules.

Termination and Audit

Provide termination rights, audit access, record retention obligations, and steps to resolve disputes over funds or reporting.

Practical Tips for Clear, Compliant Agreements

Adopt standard language and consistent operational procedures to reduce review cycles and errors.

Use Plain, Specific Language

Avoid vague terms like 'reasonable efforts' for fund use; name beneficiaries, acceptable expenses, and reporting intervals to reduce ambiguity and disputes.

Map Payroll Workflows

Coordinate with payroll to test deduction flows, cutoffs, and reversals; document reconciliation steps and responsible personnel to prevent accounting errors.

Include Privacy Addenda

When donations involve personal health or student information, attach HIPAA or FERPA‑aligned addenda and require minimum security controls for third parties.

Standardize Recordkeeping

Require receipts, contributor lists, and audit logs; set retention periods consistent with tax and sector regulations to support compliance and audits.

Key Contract Milestones from Draft to Close

Track major stages so stakeholders meet payroll cycles and reporting deadlines.

01

Draft Approval

Legal and HR approve terms before any solicitation begins.

02

Payroll Cutoff

Establish payroll deadlines for enrollment changes and first deduction.

03

Fund Remittance

Set dates for transferring collected funds to designated recipient.

04

Post‑Campaign Audit

Schedule reconciliation and provide an audit report to parties.

Timing Considerations and Typical Deadlines

Be aware of internal and external timing obligations tied to payroll and tax reporting.

Payroll Enrollment Cutoff:

Determine date prior to pay cycle for deductions to begin.

Remittance Window:

Specify how soon after collection funds are transferred.

Year‑End Reporting:

Retain records for annual reporting and donor receipts.

Audit Period:

Allow time for reconciliation before closing campaign accounts.

Dispute Resolution:

Provide a firm timeline for resolving donor or payroll disputes.

Additional Contract Provisions to Consider

These clauses address less common but important scenarios and protections for the employer and beneficiaries.

Indemnity

Allocate responsibility for third‑party claims arising from solicitation, misrepresentation, or misuse of donated funds and cover defense costs.

Insurance

Require commercial general liability or fiduciary coverage if the fundraiser will store or disburse collected funds.

Subcontracting

Specify whether fundraising duties may be delegated to subcontractors and require flow‑down of privacy and audit obligations.

Conflict of Interest

Disclose any relationships between organizers and beneficiaries and require mitigation measures to avoid self‑dealing.

Publicity

Control use of employer marks, approvals for promotional materials, and disclaimers indicating employer endorsement or lack thereof.

Record Access

Grant employer audit rights to contribution records and require timely production of supporting documentation.

How to Amend or Renew an Existing Agreement

Use this grid to manage revisions and confirm that changes are authorized and documented.

01

Propose Change:

Document proposed edits and reason for change.

02

Internal Review:

Obtain HR, payroll, and legal signoff.

03

Notify Parties:

Share redlines and revised terms with stakeholders.

04

Execute Amendment:

All authorized signers must sign the amendment.

05

Update Systems:

Adjust payroll and reporting configurations.

06

Archive Old Version:

Store prior versions per retention policy.

Digital Signing and eSubmission Considerations

Ensure your chosen eSignature workflow preserves audit trails, stores a reproducible record, and meets any industry‑specific rules such as HIPAA when applicable.

Legal Standards: ESIGN and UETA
Authentication: Email, SMS, or MFA
File Formats: PDF and DOCX

Digital Workflow Settings to Configure

Recommended configuration options for online completion and secure routing of the agreement.

Field	Configuration
Signature Authentication	Email link + SMS code
Conditional Fields	Show fields by role or response
Audit Trail	Enable IP, timestamp, and action log
Document Retention	Exportable PDF/A storage

How This Agreement Differs from Standard Employment Contracts

Compare typical availability and focus areas to help choose the correct template for your use case.

Criteria	HR Fundraising Agreement	Employment Agreement
Primary Purpose	fundraising control	employment terms
Payroll Impact	deductions specified	salary and benefits
Privacy Focus	donor data rules	employee data rules
Audit Rights	fund records audit	employment record access

eSignature Vendor Pricing Snapshot for HR Fundraising Agreements

Typical vendor pricing and feature availability to consider when selecting an eSignature provider for HR Fundraising Agreement workflows.

	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 free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common questions about signing, payroll deductions, and compliance when using an HR Fundraising Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures meet legal validity under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are demonstrable.
Is a notary required for validity?
Not usually for routine fundraising agreements; however, specific states or institutional policies may require notarization or witnesses. Check state notary rules and your organization’s governance policies.
What privacy protections are required?
Include data handling, access limits, and retention language. If PHI is involved, attach HIPAA‑compliant addenda and obtain a BAA for vendors handling protected information.
How should payroll deductions be handled?
Specify opt‑in mechanics, start/stop dates, deduction amounts, payroll cutoff dates, and reconciliation steps; coordinate with payroll to test the process before launch.
Who should review before execution?
Have HR, payroll/finance, and legal review scope, tax implications, privacy clauses, and indemnity language to confirm operational feasibility and mitigate legal risk.
How to correct a signed agreement error?
Execute a written amendment signed by the same authorized parties or re‑execute a corrected agreement. Maintain version history and preserve prior records per retention policy.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now