Can employees solicit coworkers?

Yes when the policy allows it and solicitation occurs in approved locations and times; require documented approvals and clear opt-out procedures for employees who prefer not to participate.

How should payroll deductions be authorized?

Obtain written employee authorization specifying amount and frequency; maintain a signed form or e-signed record and provide a clear cancellation method to payroll.

Are e-signatures valid for authorization?

Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA when intent, consent, attribution, and retention are present; ensure consumer disclosure where required.

Do fundraising authorizations need notarization?

Not typically for ordinary payroll deductions or internal policies; require notarization only when state law or internal controls mandate it for specific authorization types.

How long must donor records be kept?

Retain records for a minimum of 3 years for tax and audit purposes (IRC §6501(a)); extend retention for records involving PHI to 6 years (45 CFR §164.530(j)).

Who can approve exceptions to the policy?

Designate an approver such as the HR director or a committee; record any exception approval in writing with rationale and duration.

Electronic Signature
Templates
HR
HR Fundraising Policy

HR Fundraising Policy

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

HR FUNDRAISING POLICY

Policy Number: Effective Date:

Purpose

This policy sets forth requirements and procedures governing fundraising activities conducted by employees, volunteers, contractors, and affiliated groups on behalf of or in association with the Company. The policy ensures compliance with legal obligations, prevents conflicts of interest, protects employee rights, and provides internal controls for the solicitation and handling of funds.

Scope

This policy applies to all employees, officers, contractors, interns, volunteers, and third parties conducting fundraising on Company property, using Company resources, or soliciting Company employees or clients. External charitable activities that are independent of the Company but involve employee participation must conform to the conduct provisions herein when the Company name or resources are used.

Employee Information

Full Name Address Phone Email

Position Information

Job Title Department Reporting Manager

Start Date:

Employment History (most recent two employers)

Employer 1 — Company Employer 1 — Title

Dates Employed: —

Employer 1 — Primary Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company Employer 2 — Title

Dates Employed: —

Employer 2 — Primary Responsibilities Employer 2 — Reason for Leaving

Education

Degree Institution

Graduation Date:

References

Reference 1 — Name Reference 1 — Phone Reference 1 — Email Reference 1 — Relationship Reference 2 — Name Reference 2 — Phone Reference 2 — Email Reference 2 — Relationship Reference 3 — Name Reference 3 — Phone Reference 3 — Email Reference 3 — Relationship

Fundraising Approval and Request Process

All fundraising initiatives conducted in the Company name, on Company property, or with Company resources require prior written approval from Human Resources and Finance. Employees must complete a Fundraising Request that describes the purpose, beneficiary, fundraising methods, and projected timeline. The Company reserves the right to deny approval where the activity would create a conflict of interest, expose the Company to legal risk, or disrupt operations.

Proposed Fundraising Title Beneficiary / Designated Recipient Fundraising Description Estimated Target Amount

Permitted and Prohibited Activities

Permitted activities include voluntary employee collections, approved raffles where permitted by law, team-based fundraising not conducted during mandatory work hours, and use of approved communications channels with prior authorization. Prohibited activities include coercion of employees, solicitation during mandatory meetings, selling goods or services on Company property without a contract, use of the Company’s tax-exempt status for personal benefit, and any activity that violates law or Company policy.

Type of Solicitation (check all that apply):
Individual employee solicitation Team-based events External public solicitation Online donation platforms

Use of Company Resources

Company resources (email distribution lists, intranet, meeting rooms, mailing lists, financial systems) may be used only with prior written approval from the appropriate department head and Finance. Use of Company letterhead, logos, or the Company name in fundraising materials requires written authorization.

Request Use of Company Resources?

Donation Handling and Financial Controls

All funds raised must be remitted to the designated beneficiary or deposited in an approved Company account in accordance with Finance procedures. Employees must maintain accurate records of donors, amounts, receipts, and disbursements. All funds and receipts must be submitted to Finance within the required reporting period.

Designated Financial Contact Reporting Deadline (days after event)

Conflicts of Interest and Disclosure

Employees must disclose any personal, financial, or familial relationships with beneficiaries, solicitors, or vendors that could create a real or perceived conflict of interest. The Company reserves the right to require alternative arrangements where conflicts exist.

Conflict of Interest Disclosure (if applicable)

Privacy and Confidentiality

Donor information collected through Company-related fundraising activities is confidential and must be managed in compliance with Company privacy policies. Personal donor data may not be used for purposes unrelated to the fundraiser without explicit consent.

Enforcement and Discipline

Violations of this policy may result in corrective action up to and including termination of employment, restitution of funds, and referral to legal authorities where appropriate. Managers and HR will investigate alleged violations and apply disciplinary procedures consistent with Company policies.

Amendment and Review

The Company reserves the right to amend this policy at any time. This policy will be reviewed periodically by Human Resources and Finance to ensure continued compliance with legal requirements and operational needs.

Legal Disclosures

At-Will Employment: Nothing in this policy creates a contract of employment. Employment with the Company remains at-will and may be terminated by the employee or the Company at any time, with or without cause.

Equal Opportunity: The Company provides equal employment opportunity and does not tolerate discrimination or harassment in any form. Fundraising activities must conform to nondiscrimination obligations and the Company’s policies.

Authorization to Contact and Background Checks

I authorize the Company to contact prior employers and references to verify information provided in this document and to conduct any background checks necessary to evaluate compliance with fundraising responsibilities. I understand that adverse information discovered may affect my eligibility to lead or participate in Company-related fundraising.

I authorize contact of prior employers and consent to background checks as described above.

Applicant Certification

I certify that the information provided on this form and any attachments is true, correct, and complete to the best of my knowledge. I understand that providing false information or omitting material facts may result in disciplinary action, up to and including termination.

I certify that all information provided is true and complete and that I have read and understand the terms of this HR Fundraising Policy.

Employee Name:

Signature:

Date:

What the HR Fundraising Policy Is and Who It Covers

An HR Fundraising Policy defines rules and procedures for employee-led and company-sponsored fundraising activities, including solicitation, payroll deductions, use of facilities, third-party charity partnerships, and recordkeeping. It sets roles and approval paths for HR, finance, legal, and employee organizers, specifies permitted solicitation times and locations, and addresses conflicts of interest, data privacy, and financial controls to ensure compliance with employment, tax, and privacy requirements.

Why a Clear Policy Benefits Your Organization

A written HR Fundraising Policy protects employees and the organization by reducing legal risk, ensuring consistent decision-making, and preserving impartial use of company resources. It clarifies expectations for donations, protects donor privacy, and simplifies payroll and accounting processes.

Who Prepares and Uses the HR Fundraising Policy

Typical owners and users are HR leaders, payroll/finance staff, in-house counsel, and employee volunteer coordinators.

HR managers and employee relations teams who draft and enforce policy language and approvals.
Payroll and finance staff who implement deduction codes and reconcile donations with payroll.
Legal counsel and compliance officers who assess regulatory risks and review third-party charity agreements.

The policy should be accessible to all employees and reviewed regularly by stakeholders to remain current with legal and payroll changes.

Step-by-Step Process to Adopt and Use the Policy

Follow these steps to implement or update an HR Fundraising Policy and put it into daily practice across HR, payroll, and employee groups.

01

Draft: Assemble stakeholders and draft policy language reflecting legal and payroll constraints.
02

Review: Have legal and finance review for tax, privacy, and company-regulation compliance.
03

Approve: Obtain sign-off from HR leadership and finance prior to publication.
04

Communicate: Distribute policy, provide training, and publish authorization contacts.

Essential Elements to Include in a Professional Policy

A robust HR Fundraising Policy combines scope, approvals, privacy, financial controls, and enforcement mechanisms to manage employee fundraising consistently and lawfully.

Scope

Define covered activities (internal fundraisers, charity partnerships, payroll deductions), applicable employee groups, permitted channels, and locations to avoid ambiguity.

Eligibility

Specify who may organize or solicit — employees, volunteers, or third-party vendors — and any disqualifying factors such as conflicts of interest.

Approval Process

Describe required approvals, documentation for each event, timelines for review, and the roles responsible for final sign-off.

Donation Handling

Outline collection methods, receipting, reconciliation, third-party charity vetting, and segregation of duties to minimize fraud risk.

Payroll Deductions

List permissible deduction types, authorization forms, tax treatment, minimums, and how to reverse or cancel deductions.

Conflicts and Controls

Require disclosure of relationships with charities, prohibit preferential treatment, and establish disciplinary measures for policy breaches.

Data, Security, and Compliance Checklist

Encryption: TLS 1.2/1.3; AES-256

Access Control: Role-based access only

Audit Trail: Immutable logs with timestamps

HIPAA Considerations: BAA required if PHI present

FERPA Notes: Limit student data sharing

ESIGN/UETA: E-signature legal framework

Key Risks and Penalties for Noncompliance

Tax Withholding Issues: Backup withholding may apply

Payroll Sanctions: Wage reconciliation errors

Privacy Breach: HIPAA or FERPA exposure

Regulatory Fines: State or federal penalties

Reputational Harm: Erosion of trust

Recordkeeping Failure: Audit disallowances

Common Mistakes When Preparing an HR Fundraising Policy

Failing to define scope clearly, which leads to inconsistent approvals and ad hoc fundraising activities across departments.
Allowing payroll deductions without documented employee authorization or clear reversal procedures, risking payroll and tax errors.
Using informal collection methods without reconciliation or third-party vetting, increasing fraud and donor-accountability risk.
Neglecting privacy safeguards for donor or beneficiary data, which can trigger HIPAA or state privacy issues.

How an Employee Fundraising Request Typically Flows

This sequence shows the usual route from event proposal to donation processing and recordkeeping within HR and finance systems.

Submit Request: Organizer files event details and beneficiary information.
Approve: HR and finance verify compliance and authorize.
Notify: Employees receive guidance and authorization forms.
Process: Collections are reconciled and recorded in finance systems.

Typical Digital Workflow Settings for Online Policy Forms

Configure your digital workflow to capture approvals, signatures, and payroll codes consistently across platforms.

Field	Configuration
Approval Level	Tiered approval with HR and finance sign-off
Payroll Code	Unique deduction code for reconciliation
eSignature Template	Standardized template capturing intent and consent
Reporting	Monthly reconciliation exports

Technology and Platform Considerations

Choose systems that support secure e-signatures, access controls, and exportable audit trails for audits and payroll integration.

Supported Formats: PDF, DOCX, HTML
Integrations: Payroll and HRIS connectors
Authentication: Email, SMS, or MFA

eSignature Pricing and Feature Comparison for HR Fundraising Documents

Compare starting prices and key feature considerations for eSignature vendors suitable for HR policy signing and payroll deduction authorizations. Do NOT include any data date or verification timestamp in this summary.

	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	Yes, 7-day free trial	Yes, trial available	Verify vendor	Yes, limited	Verify vendor
Bulk Send	Yes (premium tiers)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the HR Fundraising Policy

Answers to common operational and legal questions to help HR and payroll staff implement the policy correctly and avoid common pitfalls.

Need help? Contact support

Can employees solicit coworkers?
Yes when the policy allows it and solicitation occurs in approved locations and times; require documented approvals and clear opt-out procedures for employees who prefer not to participate.
How should payroll deductions be authorized?
Obtain written employee authorization specifying amount and frequency; maintain a signed form or e-signed record and provide a clear cancellation method to payroll.
Are e-signatures valid for authorization?
Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA when intent, consent, attribution, and retention are present; ensure consumer disclosure where required.
Do fundraising authorizations need notarization?
Not typically for ordinary payroll deductions or internal policies; require notarization only when state law or internal controls mandate it for specific authorization types.
How long must donor records be kept?
Retain records for a minimum of 3 years for tax and audit purposes (IRC §6501(a)); extend retention for records involving PHI to 6 years (45 CFR §164.530(j)).
Who can approve exceptions to the policy?
Designate an approver such as the HR director or a committee; record any exception approval in writing with rationale and duration.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now