Can this form be signed electronically?

Yes. Electronic signatures that meet the ESIGN Act (15 U.S.C. §7001) and applicable state UETA rules are legally valid in most circumstances; exceptions such as wills or certain court filings remain ineligible.

When is notarization required?

Notarization is rarely required for internal authorization forms but may be necessary where state law or organizational policy requires a notarized delegation of authority or power of attorney.

Do I need a BAA for healthcare-related fields?

Yes. If the form collects protected health information, execute a HIPAA business associate agreement with your eSignature vendor and follow 45 CFR §164.530(j) for retention.

What happens if a form is incomplete?

Incomplete forms can invalidate authorization and delay fundraising activities; missing signatures or mismatched names may require re-execution or manual verification.

How should signed forms be stored?

Store signed copies in secure, access-controlled systems with audit trails; retain records per IRS and HIPAA requirements as applicable.

How do I revoke or amend authorization?

Revoke or amend the authorization in writing, obtain required approvals, and retain the revocation document with the original form for the record.

Electronic Signature
Templates
HR
HR Fundraising Assistant Form

HR Fundraising Assistant Form

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

HR Fundraising Assistant Form

Personal Information

Full Legal Name Current Address

Phone: Email:

Preferred Pronouns

Position Information

Position Applied For: Department:

Reporting Manager (if known)

Available Start Date: Desired Compensation (annual or hourly):

Employment Type (select all that apply)

Full-Time Part-Time Temporary/Seasonal Internship

Availability / Schedule Constraints

Fundraising Experience & Skills

Describe your fundraising experience, major campaigns, or KPIs achieved Donor Database / CRM Proficiency

Experience with major gift solicitation: Yes No Experience with events & stewardship: Yes No

Employment History (Most Recent First)

Employer 1 — Company Name

Job Title: Dates Employed:

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Job Title: Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

References (Professional)

Reference 1

Phone: Email:

Reference 2

Phone: Email:

Reference 3

Phone: Email:

Legal Disclosures & Authorizations

At-Will Employment: I understand and acknowledge that if hired, my employment will be at-will, which means that either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided in a written agreement signed by an authorized representative of the employer. By signing below I confirm my understanding of at-will status.

Equal Opportunity: The organization does not discriminate in employment on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable law. Applicant acknowledges awareness of the organization's nondiscrimination policy.

Authorization to Verify and Contact: I authorize the organization to verify any information provided on this form, to contact my previous employers and references, and to obtain job-related information concerning my employment history. I expressly authorize previous employers and references to provide truthful information regarding my employment, performance, and suitability for employment.

Background Check and Fingerprinting: I consent to a pre-employment background check, which may include criminal background, credit, motor vehicle records, and/or fingerprint-based checks as permitted by law. I understand that employment is contingent upon satisfactory results of such checks where applicable.

Donor Privacy and Confidentiality: As a condition of employment, I agree to maintain the confidentiality of donor information and to comply with applicable laws and internal policies governing donor data, gift processing, and stewardship. Unauthorized disclosure of donor information may result in disciplinary action up to and including termination.

Have you ever been convicted of a felony or been subject to a withheld judgment? (If yes, provide details)

Yes No

Applicant Certification and Release

I certify that all information provided in this form and any accompanying materials is true, complete, and correct to the best of my knowledge. I understand that any falsification, omission, or misrepresentation may result in denial of employment or, if employed, termination. I release from liability all persons, companies, schools, and law enforcement agencies supplying information to the organization in connection with my application.

I acknowledge that I have read and understand the foregoing authorization and certification, and I agree that a copy of this form may be used with the same authority as the original.

Consent to Receive Communications: I consent to receive communications related to my application and potential employment at the contact information provided above, including voicemail and electronic messages.

Applicant Statement

Applicant Name:

Signature:

Date:

What the HR Fundraising Assistant Form Is

The HR Fundraising Assistant Form is a standardized internal document used by human resources and development teams to record volunteer or staff participation in fundraising activities, capture role descriptions and hours, document donor interactions, and collect required consents and conflict-of-interest disclosures. It centralizes personnel details, activity scope, and authorization for outreach or solicitation on behalf of the organization. The form is commonly used by nonprofit HR departments, university development offices, and corporate giving programs to ensure consistent tracking, compliance with internal policies, and proper handoff to finance or legal for reporting and acknowledgements.

Why a Professional Form Matters

A consistent HR Fundraising Assistant Form reduces administrative errors, documents authorization for solicitation, and creates an auditable record for donor acknowledgements and internal compliance reviews.

Typical Users and Approvers

Multiple stakeholders rely on the completed form to support accurate donor records, internal approvals, and regulatory reporting.

Development staff and fundraisers who need documented authorization to solicit donors or represent the organization.
Human resources teams that track volunteer or employee fundraising hours and conflict-of-interest disclosures.
Finance and gift processing teams that require donor interaction notes and documentation for tax acknowledgements.

Who Signs and Reviews the Form

HR Manager

Human resources managers review role assignments, confirm compliance with workplace rules, and sign to authorize staff involvement in fundraising. They ensure training and conflict-of-interest disclosures are on file for each participant.

Development Director

The development director verifies fundraising scope, confirms donor stewardship practices, and signs to accept responsibility for outreach outcomes and donor acknowledgements.

Core Sections to Include

A professional HR Fundraising Assistant Form groups essential information so reviewers can quickly verify authority, contact details, activities, and legal consents.

Participant Info

Full legal name, preferred name, job title, department, direct contact information, and employee or volunteer ID for accurate matching with HR and payroll records.

Role Description

Concise summary of the fundraising duties, geographic or donor segment limits, expected time commitment, and any required training or certifications.

Authorization

Signature block for HR and development sign-off, effective date, and any conditional approvals or expiration dates governing the authorization period.

Donor Interaction Log

Structured fields to record donor name, organization, interaction date, topics covered, follow-up actions, and whether a formal gift acknowledgement is required.

Privacy & Consent

Checkboxes and text for consent to store and share donor contact information consistent with privacy policies and, when applicable, HIPAA or FERPA constraints.

Conflict Disclosure

Statements and signature lines for disclosing potential conflicts of interest, outside affiliations, or political activities relevant to fundraising work.

Step-by-Step: Completing the Form

Follow these sequential steps to complete the HR Fundraising Assistant Form and route it for approvals and records.

01

1. Fill participant details: Enter name, ID, and contact information accurately.
02

2. Describe activities: Summarize scope, locations, and donor segments in plain terms.
03

3. Obtain signatures: Collect HR and development approvals with dated signatures.
04

4. Route to finance: Send the completed form to finance or gift processing for acknowledgement tracking.

Typical Routing and Processing Flow

The form commonly travels through HR, development, finance, and legal for a complete compliance and records chain.

Submit: Employee or manager uploads completed form to HR or shared drive.
Authorize: HR and development sign to authorize fundraising activities.
Record: Finance records donor interactions and links to gift files.
Retain: Store the signed form per retention policy and regulatory requirements.

How to Configure an Online Workflow

Set up a consistent digital workflow to reduce delays and capture audit trails automatically.

Field	Configuration
Participant Info	Required field; enforce exact-match validation
Approver Sequence	HR then Development then Finance routing
Authentication	Email link with optional SMS code for higher assurance
Archival	Auto-save signed PDF to secure storage with audit trail

Technical Considerations for eSubmission

Ensure the platform meets your security and compliance needs and that export options match your retention workflows.

Document Formats: PDF and DOCX supported
Integrations: Works with HRIS and cloud storage
Authentication: Email, SMS, or advanced options

Download, Save, and Supporting Documents

Provide multiple export options and attach required supporting documents to keep the record complete and searchable.

Export Options

Offer signed PDF/A and DOCX exports to preserve layout and metadata for long-term storage and legal defensibility.

Attachments

Attach training completion certificates, conflict disclosures, and donor consents so the form file is self-contained for audits.

Versioning

Keep version history and change logs for any amendments to the form or authorizations.

Access Controls

Restrict editing to HR and development; provide read-only access to finance and legal.

Security and Compliance Essentials

Data Encryption: AES-256 at rest; TLS 1.2/1.3 in transit

Authentication: Multi-factor or SMS code options

Audit Trail: Timestamp, IP, and action log captured

HIPAA Support: BAA available where PHI is present

Access Control: Role-based permissions for sensitive fields

Certifications: SOC 2 Type II, ISO 27001 compliant

Primary Risks and Legal Consequences

Data Mishandling: Potential HIPAA breach if PHI is exposed

Incorrect Donor Records: May invalidate acknowledgements for tax deductions

Unauthorized Solicitation: Internal discipline and reputational harm

Missing Signatures: Document may not be enforceable

I-9/Employment Errors: Separate HR forms subject to strict retention rules

Tax Reporting: Errors can trigger IRS penalties under IRC §6721

Common Preparation Errors

Using nicknames or informal addresses that do not match HR or donor databases causes mismatches during reconciliation.
Failing to capture how donor consent was obtained leaves the organization exposed during privacy audits and inquiries.
Routing the form only by email without enforcing signature order can lead to unsigned or out-of-sequence approvals.
Omitting attachments such as conflict disclosures or training certificates weakens the audit trail and prolongs reviews.

Key Timing Rules and Reporting Deadlines

Certain tax and reporting deadlines can affect donor acknowledgements and related payroll or contractor reporting.

W-9 Provision:

Provide a completed W-9 when requested by a payer; no fixed filing deadline

1099-NEC Deadline:

Report nonemployee compensation to recipients and IRS by Jan 31

1099-MISC Deadlines:

Recipient copies due Jan 31; paper IRS filing Feb 28; electronic IRS filing Mar 31

Individual Tax Return:

Federal Form 1040 due April 15; extension to Oct 15 with Form 4868

Form Retention:

Keep tax-related documentation per IRS guidance, generally 3 years or longer if applicable

eSignature Vendor Comparison for This Form

Common eSignature vendors differ in pricing, envelope caps, and compliance options; signNow is listed first per comparison conventions.

	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 credit card required	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 envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Practical Examples of Use

Real-world examples show how the form supports workflows across organizational roles and systems.

University Development

A development office records volunteer calling shifts and donor consent information

captures training completions to meet campus policy
the completed form is archived with donor files to support acknowledgements and audit reviews.

Healthcare Foundation

Hospital staff authorized to solicit donors record patient-related fundraising conversations with added HIPAA consent

staff obtain a signed BAA before storing PHI
files are retained six years per HIPAA requirements for audit readiness.

Practical Tips for Accurate Completion

Adopt these practices to reduce errors, accelerate approvals, and preserve an auditable record.

Use exact identifiers

Match legal names and IDs to HR and donor records to avoid reconciliation delays and incorrect acknowledgements.

Standardize descriptions

Require a short, structured activity description field to make approvals faster and improve reportability.

Capture consent method

Record how donor consent was obtained (verbal, written, online) to support privacy and audit requirements.

Enforce signature order

Route approvals in a required sequence (HR → Development → Finance) to ensure all sign-offs are completed.

Frequently Asked Questions

Answers to common questions about validity, signatures, notaries, and recordkeeping for the HR Fundraising Assistant Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures that meet the ESIGN Act (15 U.S.C. §7001) and applicable state UETA rules are legally valid in most circumstances; exceptions such as wills or certain court filings remain ineligible.
When is notarization required?
Notarization is rarely required for internal authorization forms but may be necessary where state law or organizational policy requires a notarized delegation of authority or power of attorney.
Do I need a BAA for healthcare-related fields?
Yes. If the form collects protected health information, execute a HIPAA business associate agreement with your eSignature vendor and follow 45 CFR §164.530(j) for retention.
What happens if a form is incomplete?
Incomplete forms can invalidate authorization and delay fundraising activities; missing signatures or mismatched names may require re-execution or manual verification.
How should signed forms be stored?
Store signed copies in secure, access-controlled systems with audit trails; retain records per IRS and HIPAA requirements as applicable.
How do I revoke or amend authorization?
Revoke or amend the authorization in writing, obtain required approvals, and retain the revocation document with the original form for the record.

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