Is an electronic signature valid for this application?

Yes. Electronic signatures generally satisfy ESIGN and state UETA requirements when intent, consent, attribution, and retention are present (see ESIGN Act, 15 U.S.C. §7001; UETA standards where adopted). Exceptions (wills, some court filings) still apply.

Should the nonprofit request a W-9 from donors?

Donor W-9s are not typically required for charitable contributions; charities should provide a receipt. W-9s are used for reporting payments to vendors or individuals. Retain donation records per IRS retention rules (IRC §6501) and consult tax counsel for complex cases.

What if an employer requests additional proof of donation?

Provide the employer with the donation receipt, transaction ID, and a copy of the signed application. Redact unrelated personal details but keep full records internally. Retain documentation for at least three years per IRS retention guidance (IRC §6501) to support any audits.

Can I e-submit this application directly to employer HR?

Yes, if the employer accepts electronic submissions. Confirm the employer's acceptance policy and required authentication. Ensure the signed record includes signer attribution, timestamp, and a reproducible audit trail. For consumer-facing consent, follow ESIGN disclosure and consent requirements to validate electronic records.

Which records should the nonprofit retain for compliance and audits?

Keep the signed application PDF, donation receipt, employer correspondence, transaction IDs, and audit-trail logs (timestamps and IP addresses). Store these securely for the applicable retention period — at minimum three years under IRC §6501; longer if other laws apply.

How can errors in a submitted application be corrected?

Contact the employer and provide corrected documentation with a clear explanation and date. Maintain original and corrected records with timestamps. If tax reporting is affected, file corrected returns per IRS procedures and keep evidence of corrections for audit purposes.

Electronic Signature
Templates
Miscellaneous
Nonprofit Matching Gift Application

Nonprofit Matching Gift Application

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NONPROFIT MATCHING GIFT APPLICATION

WHEREAS

WHEREAS, the Nonprofit Applicant represents that it is a tax-exempt organization qualified to receive charitable contributions and desires to request a corporate matching contribution from the Employer Sponsor for a qualifying donor contribution made to the Nonprofit Applicant; and

WHEREAS, the Employer Sponsor administers a matching gift program to match eligible employee donations in accordance with the Sponsor's internal policies and applicable law, and will evaluate and, if appropriate, fund matching disbursements upon receipt of a completed application and required documentation; and

WHEREAS, the Parties desire to set forth the application, certification, use of funds, payment terms and related administrative provisions governing the potential matching contribution.

NONPROFIT APPLICANT INFORMATION

Organization Legal Name Federal EIN Address

Primary Contact Name

Contact Email

DONOR & GIFT DETAILS

Donor Name: Donation Date:

Donation Amount: $ Gift Designation (if any):

Donation Receipt / Transaction ID (if available)

EMPLOYER SPONSOR (MATCHING) INFORMATION

Company Name

Company Program ID (if applicable)

Company Contact

Company Contact Email

Company Contact Phone

MATCHING REQUEST & SCOPE OF WORK

Requested Matching Amount: $ Match Ratio: Maximum Match Per Employee: $

Scope of Use of Matched Funds (describe programs, budget categories, and intended outcomes)

PAYMENT TERMS

Disbursement Schedule:

Requested Payment Method:

Late Payment Fee (if Sponsor fails to meet scheduled disbursement):

TERM AND TERMINATION

Agreement Start Date: Agreement End Date:

Termination Notice Period (days):

Termination for Cause: Either Party may terminate this Application and any resulting disbursement obligation upon material breach by the other Party if the breach is not cured within the notice period specified above. Upon termination, Sponsor's obligation to disburse shall be limited to matches for donations verified and approved prior to the effective termination date.

CONFIDENTIALITY

Each Party shall maintain in confidence all non-public information disclosed by the other Party in connection with this Application and any resulting disbursement, and shall not use such information except to administer or enforce the matching contribution. Confidential information does not include information that is or becomes publicly available through no fault of the receiving Party or that is required to be disclosed by law, regulation, or valid court order, provided the disclosing Party is given prompt notice where permissible and reasonable steps are taken to limit disclosure.

CERTIFICATIONS AND ATTACHMENTS

By signing below, the Nonprofit Applicant certifies under penalty of perjury that it is a bona fide tax-exempt organization, the information contained in this Application is true and correct, and the requested matched funds will be used for the purposes stated in the Scope of Use. The Applicant agrees to provide, upon request, evidence of tax-exempt status, the donor's original receipt, and any other documentation reasonably required by the Employer Sponsor to process the match.

Attachments (check all included)

Copy of tax-exempt determination letter (501(c)(3)) Donor receipt or donation confirmation Additional documentation (budget, program description)

GOVERNING LAW; ENTIRE AGREEMENT

This Application and any disbursement arising from it shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles. This Application, together with any attachments and the Employer Sponsor's written matching gift policy as applied to this request, constitutes the entire agreement between the Parties with respect to the subject matter and supersedes all prior understandings, communications, and proposals, whether oral or written.

ADDITIONAL PROVISIONS

Compliance with Law: Each Party shall comply with all applicable laws, rules and regulations in performing its obligations hereunder. The Nonprofit Applicant agrees it will not use matched funds for purposes inconsistent with its tax-exempt status or for activities that impermissibly benefit private interests.

Audit and Recordkeeping: The Nonprofit Applicant agrees to retain books and records related to the donation and use of matched funds for a period of not less than three (3) years and to provide copies upon reasonable request from the Employer Sponsor for verification purposes.

SIGNATURES

By signing below, each signatory represents that they are duly authorized to bind the Party on whose behalf they sign.

Nonprofit Applicant - Printed Name:

By:

Date:

Employer Sponsor - Printed Name:

By:

Date:

What the Nonprofit Matching Gift Application Is

The Nonprofit Matching Gift Application is a standardized form used by nonprofit organizations to collect donor and employer information necessary to request corporate matching contributions. It records donor identity, donation details, employer matching policy confirmation, and any required authorization signatures. Nonprofits use the completed application to verify eligibility, comply with donor restrictions, and submit claims to employer giving programs. The document can be processed on paper or electronically and should include an audit trail when submitted digitally to preserve intent, attribution, and a reproducible record.

Why a Clear Application Matters for Matches and Compliance

A clear Nonprofit Matching Gift Application streamlines verification, reduces processing errors, and helps secure employer funds faster. It documents donor intent and employer eligibility, supports accurate reporting for audits, and provides a consistent record for compliance with ESIGN, UETA, and donor stewardship practices.

Who Completes and Relies on the Application

Use this application to collect donor details and confirm employer matching eligibility before submitting a match request.

Individual donors seeking employer matches for cash gifts; completes donor and employer sections.
Nonprofit staff processing match claims and tracking employer responses for reconciliation and stewardship.
Corporate giving teams or HR verifying employee donations and approving matching eligibility.

Effective use reduces delays, supports audit-ready records, and ensures clear communication between donor, nonprofit, and employer.

Step-by-Step: Complete and Submit the Application

Follow these steps to complete and submit a Nonprofit Matching Gift Application accurately and securely.

01

Prepare Info: Gather donor, donation, and employer policy details before starting.
02

Complete Form: Enter fields precisely; use MM/DD/YYYY for dates.
03

Verify Employer: Confirm matching rules and required documentation with HR.
04

Submit & Track: Send to employer and retain signed copy with audit trail.

Configure an Online Workflow for eSubmission

Configure online workflow fields, routing, and signer authentication to ensure secure eSubmission and reliable employer verification for match requests.

Field	Configuration
Signing Method	Email link; optional SMS code verification; guest signer allowed
Routing Order	Nonprofit intake, donor signature, then employer HR verification
Attachments Required	Attach donation receipt and any employer matching documentation
Retention Setting	Store signed PDF with audit trail for seven years

Platform and Integration Considerations

Ensure platforms support PDF/DOCX uploads, audit trails, and HIPAA where applicable when collecting matching gift applications.

File Formats: PDF, DOCX, fillable form supported
Integrations: Salesforce, Google Workspace, NetSuite available
Authentication: Email/SMS code; optional KBA or SSO

Where to Send and How Routing Works

Typical routing for a match application from donor completion to employer submission and record retention.

Upload Document: Nonprofit uploads completed application to secure system.
Notify Employer: Send verification request with attachments to HR.
Employer Response: HR confirms eligibility or requests documentation.
Record & Reconcile: Store signed copy and update donation records.

Timing and Deadlines to Note

Timing varies by employer program; meet employer submission windows and retain records per tax and legal requirements.

Employer Deadlines:

Typically 30–90 days after donation; check employer policy.

Donor Confirmation:

Donor should retain receipt and employer submission proof.

IRS Recordkeeping:

Keep related financial records at least 3 years (IRC §6501).

Audit Window:

Nonprofits should allow time for employer verification before filing annual reports.

Late Submissions:

Late claims may be denied; document attempts to support appeals.

Key Processing Milestones for a Match Request

Key milestones in matching gift processing, showing steps from donor contribution to employer payment and reconciliation.

01

Donation Date

Date donor made the gift; triggers employer eligibility window.

02

Submit Application

Nonprofit submits completed application to employer.

03

Employer Review

Employer verifies donation and eligibility, may request documents.

04

Match Posted

Employer issues matching contribution and nonprofit records reconciliation.

Common Pitfalls to Avoid

Incomplete donor or employer information delays verification and often causes requests for additional documentation that prolong processing by several weeks.
Using nicknames, mismatched names, or incorrect dates can trigger employer rejection or backup withholding if Tax ID numbers differ from W-9.
Failing to attach donation receipts or proof of payment commonly results in denial; always include transaction IDs and donor receipts when available.
Submitting claims after an employer's deadline reduces recovery chances; document all submission attempts to support appeals or exceptions.

Risks and Potential Consequences of Errors

Loss of Funds: Employer may deny match permanently.

Tax Withholding: Backup withholding 24% if missing TIN.

Reporting Penalties: Incorrect returns can trigger IRC §6721 fines.

Audit Exposure: Insufficient records increase audit risk.

Donor Trust: Mismanagement harms donor relationships.

Compliance Costs: Attorney review increases expenses.

eSignature Pricing and Features for Matching Gift Workflows

Compare baseline e-signature pricing and core features relevant to processing Nonprofit Matching Gift Applications, with signNow shown first per vendor comparison rules.

	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 completing, signing, and submitting Nonprofit Matching Gift Applications electronically online.

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