Tag Archive for: nonprofit

Payroll Giving Essentials FAQ: How Nonprofits Can Unlock Recurring Revenue

Payroll Giving Essentials FAQ: How Nonprofits Can Unlock Recurring Revenue

Is your organization fully utilizing the most reliable form of recurring revenue available? For many nonprofits and universities, the search for sustainable funding is a daily priority. Payroll giving offers a distinct solution by allowing your supporters to automate donations directly from their corporate paychecks, providing your nonprofit with a steady stream of unrestricted funds.

The potential here is massive, yet largely untapped. According to statistics gathered by Double the Donation, employees contribute over $173 million annually through payroll giving programs worldwide. However, a significant barrier remains: 59% of people have never heard of payroll giving. This lack of awareness presents both a challenge and an opportunity. While the revenue potential is high, supporters cannot sign up for programs they do not know exist.

In this guide, we will address the most common questions regarding workplace giving and how it functions alongside other corporate giving programs, like matching gifts. We will also examine how fundraising software can help you identify eligible donors, streamline the giving process, and ultimately increase the revenue necessary to support your mission.

1. What is payroll giving, and how does it benefit nonprofits?

Payroll giving allows employees to donate directly from their paycheck using automatic deductions set through their employer. Often, these programs are open choice programs, meaning that employees have the option to support any nonprofit or school of their choice through their payroll giving program. As a result, these programs provide sustainable funding opportunities for a large number of nonprofits.

While many companies promote payroll giving through their employee portal (commonly a workplace giving platform), many employees are unaware of the option, meaning that nonprofits miss out on potential revenue opportunities. To increase participation and benefit from these funds, nonprofits should educate supporters about payroll giving and encourage supporters to check their eligibility.

2. Why is payroll giving important for my nonprofit?

Payroll gifts often produce consistent revenue at scale because many donors prefer simple, recurring deductions, and if their employer offers one of these programs, this is an easy way for them to get involved. If you have a medium to large nonprofit, you will likely see strong results because of your larger supporter base. You can also benefit from higher brand awareness which encourages employees to enroll.

Payroll giving programs typically attract long-term donors who value easy automated contributions. Your nonprofit can support these donors by providing workplace giving information on your website and using fundraising tools to help donors confirm eligibility quickly.

3. What types of companies typically offer payroll giving programs?

Payroll giving has evolved into a benefit offered by businesses of all sizes, industries, and regions. Today, companies ranging from local mid-sized firms to global leaders in technology, finance, healthcare, and retail (such as Microsoft and The Home Depot) provide these programs to boost employee engagement. Some employers combine payroll giving with matching gift programs which doubles donor impact.

Because the opportunities are so widespread, the barrier to entry is not finding a company that offers it, but ensuring you are visible within their system.

Most of these companies use corporate social responsibility (CSR) platforms to process the deductions and distribute the funds. Therefore, a critical operational step for your team is to ensure your nonprofit is registered and capable of receiving electronic transfers (EFT) on these major platforms. If you are not in the system, a willing donor often cannot select you as a beneficiary.

Once you are registered, you can use a corporate giving database like Double the Donation to help your supporters identify their eligibility and guide them to the correct portal to set up their deduction.

4. How much revenue can payroll giving generate for my nonprofit?

Revenue varies widely depending on organization size and the number of your supporters that are eligible. However, many nonprofits see consistent monthly contributions that accumulate significantly across large donor bases.

Payroll gifts often remain active for years because deductions feel manageable for donors. This creates long-term revenue streams that support ongoing programs.

Your nonprofit can increase revenue by simplifying supporter discovery through payroll giving tools. Most nonprofits see meaningful results when payroll giving is promoted consistently.

5. How does payroll giving differ from traditional recurring donations?

To put simply, payroll giving happens through employer systems while recurring donations are set up directly through the nonprofit.

However, the most significant difference for the donor is the tax advantage. For payroll giving, donations are often deducted from an employee’s salary before tax is applied (pre-tax). This provides immediate tax relief for the donor, meaning it costs them less to give more. Because the funds are deducted before they ever hit the employee’s bank account, it simplifies financial planning and budgeting. Meanwhile, recurring gifts are typically paid from post-tax income, requiring the donor to claim tax deductions manually at the end of the year.

For the organization, the difference lies in retention. Traditional recurring gifts often churn due to expired credit cards or changed bank details. Payroll gifts, however, remain active as long as the employee stays with the company, providing a much more stable and long-term revenue stream. Additionally, because these gifts are routed through corporate systems, they are frequently bundled with matching gift opportunities, doubling the value of the donation automatically.

6. Are payroll giving donations tax deductible for employees?

Most payroll gifts are tax deductible because they are treated as charitable donations. Employees receive documentation through employer payroll systems, and this simplifies tax preparation for many donors.

While you do not need to issue separate receipts for payroll gifts, your nonprofit should still acknowledge gifts to support donor stewardship and engagement.

7. What challenges do nonprofits face when managing payroll giving?

The primary challenge is data inconsistency. Unlike recurring giving where you instantly receive the donor’s name, email, and amount, payroll giving funds are often disbursed through third-party corporate social responsibility (CSR) platforms that handle data very differently.

Nonprofits often face the “lump sum” reality, where they receive a single aggregate check for a certain amount that represents contributions from different employees, with little to no individual identifying information. This happens for two reasons: platform variance and privacy settings.

Every CSR platform has different reporting standards. Some provide detailed breakdowns, while others provide minimal aggregate data. Additionally, employees often have the option to give anonymously through their workplace portal, meaning the funds arrive without a name attached.

This lack of visibility makes donor stewardship incredibly difficult. If you cannot identify the individual behind the donation, you cannot thank them, which risks future retention.

To solve this, your nonprofit can use fundraising software to capture employment data. By using tools to identify where your supporters work (via search tools on your website or employer appends), you create a separate data stream. This allows you to identify potential payroll donors and steward them proactively.

8. How can my nonprofit know if a supporter is eligible for payroll giving?

Eligibility depends on employer benefit policies which vary widely across industries. Donors often do not know whether payroll giving exists at their company.

Your nonprofit can guide supporters by directing them to a payroll giving search tool. With a dedicated payroll giving plugin, you can help supporters confirm available programs quickly and give them a direct link to their next steps for payroll giving enrollment, while reducing staff workload and increasing overall participation.

9. How does my nonprofit get payroll giving funds?

Funds are usually distributed through workplace giving platforms on a scheduled basis, and payments may be bundled with other workplace donations.

With payroll giving, nonprofits receive aggregate transfers rather than individual donor payments. These transfers include basic remittance details which vary by platform. We recommend monitoring recurring reports to improve tracking and support accurate donor stewardship.

10. What misconceptions do nonprofits have about payroll giving?

Misconceptions often prevent nonprofits from pursuing payroll giving, causing them to leave significant revenue on the table. Here are the two most common myths and the data that debunks them:

  • Myth #1: Payroll giving programs are uncommon and don’t generate much revenue. The Reality: Payroll giving is a significant source of funds across the globe. According to statistics gathered by Double the Donation, employees contribute over $173 million annually through payroll giving programs. This demonstrates the worldwide potential of payroll giving programs as a reliable revenue stream for nonprofits like yours. Far from being “niche,” thousands of employers, from the Fortune 500 to local businesses, also offer these programs as a standard benefit.
  • Myth #2: Payroll giving requires a complex setup. The Reality: The technical setup is generally straightforward because the heavy lifting is done by the corporate CSR platforms. The real challenge is simply getting donors to notice it. This proves that the challenge and the opportunity is the lack of marketing and visibility of payroll giving programs.

It is also common for nonprofits to overlook payroll giving as a pipeline for matching gifts. By using a fundraising tool like Double the Donation, you can help supporters discover both opportunities easily. A clear promotion and marketing plan will help your nonprofit overcome these misconceptions.

Payroll Giving At A Glance

Implementing a strategy to capture payroll giving can help you secure immediate funds and build a foundation of financial stability for your organization. By understanding the mechanics of payroll match programs and utilizing the right fundraising software, you can transform sporadic donors into long-term partners in your mission.

We encourage you to audit your current donation forms to see if you are adequately capturing employment data. Small adjustments to your donor journey can reveal significant opportunities for workplace giving growth.

To learn more about payroll giving and other forms of workplace giving, explore more resources from Double the Donation and implement best practices, streamline processes, and capture more payroll gifts today.

The title of the article: “Tips for Turning New Donors into Lifelong Supporters”

5 Tips for Turning New Donors into Lifelong Supporters

The golden rule of fundraising is that supporters who give a second time are far more likely to give long-term. Subsequently, many nonprofit fundraising strategies focus on encouraging new supporters to commit to future gifts. 

While a certain percentage of new donors are only interested in making one-time gifts, nonprofits that employ the right strategies can turn many of them into recurring supporters. To help your nonprofit create lasting supporter relationships, this guide will explore five strategies for connecting with new donors.

1. Deliver prompt, personal acknowledgements. 

After a supporter donates, send them a thank-you message within 48 hours. Many nonprofits leverage automated thank-you messages to ensure donors are recognized promptly, but generic emails only go so far in making donors feel appreciated.

Start your relationship with new donors off on the right foot by sending them gift acknowledgment messages that:

  • Feel personal. Create message templates that can be filled in with personal details for each supporter. For example, you might reference their donation amount or the projects the donation will support. Additionally, have a notable member of your team—like a board member or executive director—sign letters, cards, and other materials you send supporters to give these messages a human touch. 
  • Show impact. Reinforce donors’ decision to give by sharing the potential impact their gift will make. For example, you might provide impact statistics or a story of an individual who will receive help, such as how your animal shelter provided life-saving care for a kitten that needed emergency surgery. 
  • Invite further engagement. While a thank-you message is not the place to ask for another gift, you can use them to promote other involvement opportunities. For example, you might invite new supporters to subscribe to your newsletter, follow you on social media, read program updates, or check out your upcoming events. 

All donors should receive a thank-you message, but you may go the extra mile for major giving prospects. For these supporters, you might send a handwritten note, a gift like a bouquet of flowers, or even give them a call to start building a personal connection. 

2. Create a welcome series. 

New donors have made an investment in your organization, and want to continue supporting you in other ways. Create a welcome series to steward these donors and guide them on how to get further involved in your nonprofit’s cause. 

A welcome series usually refers to a series of emails delivered over the course of a few weeks. However, some nonprofits experiment with other types of welcome materials, such as short videos or digital tours. Others will even mail welcome packages to promising major giving prospects that include gifts like branded merchandise. 

3. Maintain consistent communication. 

The donation lifecycle relies on maintaining regular contact with supporters. After new supporters make their first gift, your messages should help move them through the donor journey until they are ready to contribute again.

Build relationships with your new donors by communicating with them consistently. Start by:

  • Maintaining a newsletter. Send a routine newsletter that provides updates about your nonprofit’s programs, highlights upcoming events, spotlights supporters, and reports any other interesting developments at your organization. Nonprofit newsletter schedules vary, but are usually delivered on a weekly, monthly, or quarterly basis. Choose whatever delivery cadence your nonprofit can reliably maintain. 
  • Creating donor segments. Regular messages will only have an impact if they cater to donors’ interests. Create support segments based on relevant characteristics and preferences. For example, you might have a segment for donors who made their first gift within the last six months. The donors on this emailing list would receive communications introducing them to your nonprofit and helping them discover ways to get involved, rather than thanking them for their long-time support. 
  • Encouraging feedback. Ensure you meet donor communication preferences by checking in with them about your outreach efforts. Ask them what channels they would like to be contacted on, what types of content they want to receive from you, and whether your messaging frequency helps them stay informed without getting overwhelmed. 

Your other marketing efforts aimed at acquiring new donors will also help you maintain your current supporters. New and existing donors will see your social media posts, paid ads, and other external content, building brand awareness and reminding them to check in on your nonprofit. 

4. Demonstrate donors’ impact. 

If donors feel like their contributions are not making a difference, they may stop giving. Prevent this by ensuring donors understand how their gifts are being used and the impact they have on your cause. 

Facts and statistics provide the hard numbers donors need to quantifiably know their gifts matter. However, stories, testimonials, and anecdotes are often more useful at helping donors visualize their impact. These emotional appeals can also encourage donors to take a personal investment in your cause, increasing the chances they will support you long-term. 

Interview your staff, volunteers, beneficiaries, and other program participants to gather stories you can share with your donors. When possible, take pictures and videos to add a visual element. Pairing images of your nonprofit in action with emotional stories lets donors see exactly what kind of work your organization does and envision how their specific gifts might contribute. 

5. Offer multiple engagement opportunities. 

Lifelong supporters need engagement opportunities outside of donating. While these supporters will still donate, if monetary transactions are their only interactions with your nonprofit, they will likely feel less invested in your organization. 

Here are a few engagement opportunities you might offer:

  • Events. Events are an opportunity to raise awareness and revenue for your cause and bring your supporters together in one place to make face-to-face connections. Host a range of events every year, from galas aimed at building relationships with major donors to community picnics that help your supporters connect with one another. 
  • Volunteering. Volunteers often make the best, most loyal donors. Promote volunteer opportunities that align with your donors’ interests—such as opportunities to help the programs they contributed to—and reach out to your volunteers with donation appeals. 
  • Alternative ways to give. While your primary focus might be turning new one-time supporters into recurring donors, do not overlook other giving opportunities that might inspire support. For example, keep a running list of in-kind donation items your nonprofit needs or make it possible for supporters to donate stock and cryptocurrency.

Ensure that getting involved with your nonprofit outside of donating is easy. Your website should provide information about various opportunities and instructions on how to participate, and your communications should regularly promote these programs. 

Lifelong supporters are essential for providing sustainable revenue, and the key to turning first-time donors into these valued supporters is consistent communication, personal connection, and an engaging donor experience. Start improving your new donor retention and lifetime value by creating a prompt, consistent supporter communication strategy. 

The title of the post: “How to Prepare for a Nonprofit Audit: Essential Steps.”

How to Prepare for a Nonprofit Audit: 4 Essential Steps

If your nonprofit is considering conducting an audit, you might feel intimidated or worried, especially if it’s your first time. However, audits are a crucial part of effectively managing your organization’s finances, ensuring proper governance, and maintaining transparency with stakeholders. And once you understand the process, it isn’t nearly as scary as it may seem!

Most nonprofits hire external professionals to conduct audits, but that doesn’t mean your team should contact the first auditor you find and leave everything in their hands. Rather, proper internal preparation helps ensure your audit is accurate, timely, and useful for shaping your organization’s financial practices going forward.

In this guide, we’ll walk through four steps your nonprofit should take to get ready for its audit and lay the foundation for receiving thorough, actionable results. Let’s dive in!

1. Decide What Type of Audit You Need to Conduct

While the term “audit” is most often used in financial contexts, not every nonprofit audit focuses on finances. Different types of audits serve different purposes, and the right one for your nonprofit depends on your unique needs, goals, and priorities.

According to Jitasa’s nonprofit audit guide, the most common audit categories are as follows:

  • Independent financial audit. This type of audit occurs when a third-party auditor reviews your financial data, documentation, policies, and procedures to provide an expert, objective perspective on your nonprofit’s health and compliance.
  • Internal financial audit. This audit is similar to the independent financial type, except your nonprofit’s employees are the ones reviewing its financial information. Although these audits can’t be completely objective, they give your team a chance to think critically about your organization’s financial situation.
  • IRS financial audit. The IRS doesn’t audit tax-exempt organizations often, but if your nonprofit fails to file its annual tax return or a discrepancy is discovered, a government agent may come calling.
  • Compliance audit. These audits assess your organization’s adherence to internal (i.e., bylaws and policies) and external guidelines (i.e., federal, state, and local government regulations). Financial compliance is part of this audit, but it also touches other areas of your organization, such as fundraising and administrative compliance.
  • Operational audit. This category of audits involves analyzing processes and systems to identify ways to improve efficiency and effectiveness. They can be general or focused on one area of your operations like technology or human resources.

For the purposes of this article, we’ll focus primarily on independent financial audits since they’re the most common type of nonprofit audit. They’re also the most likely type of audit to be required for your organization, whether because of a stipulation in your bylaws, a federal or state government regulation, or a request from the funder of a grant you’re pursuing.

2. Lay out Your Auditing Timeline

The entire independent financial audit process takes several months to complete. If you have a deadline to submit your audit report to a grantmaker or government agency, note that date and work backward to figure out when you need to begin, building in some wiggle room to ensure you finish in time.

Here is a quick breakdown of the phases of the audit process and how long each one typically takes:

  • Selecting an auditor: 4-12 weeks
  • Preparing for the audit: 2-4 weeks
  • Conducting the audit: 2-4 weeks
  • Implementing audit recommendations: No specific timeline, but the sooner you can start, the better!

If your nonprofit doesn’t have an external deadline for your audit, try to conduct it and begin implementing the recommendations before completing your annual tax return. This way, you can let the IRS know that you’re actively improving your processes, and your team won’t have to work on two major financial projects at the same time.

The Form 990 filing deadline is the 15th day of the fifth month after the end of your nonprofit’s fiscal year (May 15 for organizations whose fiscal year follows the calendar year). You can extend the due date by up to six months if needed to conduct your audit—you’ll just have to file Form 8868 and get approval from the IRS to make the extension official.

3. Select a Nonprofit Auditor

Choosing your auditor typically takes longer than any other step in the independent auditing process. It’s important to select an individual or firm that can meet your needs and goals while working within your budget and timeline. 

Here is a basic overview of how to find the right auditor for your nonprofit:

  • Conduct online research, making sure to read reviews from each candidate’s past clients and noting their pricing structure. 
  • Ask for recommendations from other nonprofits in your network that have undergone financial audits and from your organization’s accountant (who typically won’t conduct your audit to avoid a conflict of interest, but likely knows of auditors who can).
  • Issue a Request for Proposals (RFP), which Cornershop Creative describes as “a formal document that outlines the requirements, specifications, and criteria of a project or service [and] serves as an invitation for qualified vendors or partners to submit bids.”
  • Meet with your top candidates after reviewing their proposals to compare costs, timelines, and scope of work so you can make an informed final decision and send your chosen auditor an accurate contract.

Just like with hiring financial team members for your organization, look for auditors who specialize in working with nonprofits. When searching online, use keywords like “nonprofit auditing firms near me” or “nonprofit auditors in [city name]” to narrow your results. Additionally, make sure their past clients include nonprofits of approximately the same size as yours to ensure they’re familiar with similar financial situations.

4. Organize Your Financial Records & Reports

After signing your contract and scheduling your audit, your auditor will send over a Provided by Client (PBC) list. This list details all of the documents they’ll need to complete their review, which can range from your fiscal policy handbook to financial statements to board meeting minutes. Compile these resources in a digital folder that you can share with your auditor for easy access.

However, pulling together everything on the PBC list is only part of the audit prep equation. You also have to clean up your accounting system—not only to help your auditor find the information they need in it, but also to demonstrate that you’re practicing good financial data hygiene, which the auditor will be looking for as they assess your procedures.

Before your audit, make sure to:

  • Reconcile all bank and investment accounts
  • Ensure restricted funds and assets are properly tracked
  • Resolve any uncategorized or uncleared transactions
  • Deposit any undeposited funds
  • Review receivables and payables
  • Identify and fix coding errors (e.g., duplicated or inconsistent entries)

If you need help with these tasks, your bookkeeper or accountant can help you identify and resolve any issues in your accounting system before the audit begins and pull any reports you might still need for your PBC folder.

Even if you prepare thoroughly for your audit, your report might not be perfect, which is completely fine! Remember that your auditor isn’t just there to check boxes. They can be a valuable partner in helping your organization develop sustainable practices for long-term financial success. 

When you get your report, take some time to review the recommendations with your team and determine the best ways to incorporate them into your financial management activities. Then, hopefully, your next audit can go even more smoothly!

The title of the post, “Board Member Engagement: Tips to Build Strong Connections”

Board Member Engagement: 5 Tips To Build Strong Connections

If you think about your nonprofit as a machine, your board of directors is the engine. Board members make key decisions, contribute to fundraising efforts, and forge connections in the community, all in the name of powering your organization’s purpose. 

But what happens when such an integral component of your operations isn’t functioning at its best? Unfortunately, the nonprofit world is notoriously prone to burnout; recent studies have shown that over 95% of nonprofit leaders are concerned about burnout at the highest levels of governance.

To keep your engine firing on all cylinders, you must proactively fight burnout and ensure your board members are as engaged as possible. In this guide, we’ll review how to make the board member experience exciting and rewarding to drive your mission forward.

1. Set clear expectations.

Board members are passionate about your mission and dedicate significant time and money to ensuring your organization runs smoothly. The last thing you want is to blindside them about their roles and dampen their enthusiasm as a result. 

Your nonprofit has to do everything in its power to set and adhere to expectations, particularly if your board members are volunteers (which is true for most boards), to ensure a positive experience for everyone. Get started by: 

  • Answering questions before the voting process. The most important time to set expectations is before a prospective board member even decides to run. Set meetings with prospective board members to discuss standards and expectations so they can determine if participating will be feasible for them.
  • Providing helpful training and resources. When new board members start their terms, set them up for success by implementing an orientation. In training, Double the Donation suggests reviewing your organization’s strategic goals, bylaws, budget, and policies, as well as each board member’s responsibilities and expected time commitment. 
  • Ask board members for feedback. Nobody understands board members’ needs like board members themselves! On a monthly or quarterly basis, ask them about their experience and whether it aligns with expectations. 

Ensure you keep up with best practices for board member expectations by looking at other nonprofits for inspiration. Stay updated with emerging engagement techniques by reading credible blogs, watching relevant webinars, and attending conferences with other nonprofit leaders.

2. Foster open communication.

Communication practices and pathways can make or break your board’s success. After all, important stakeholders must be well-informed to bridge internal gaps and prevent external issues. However, your board members are likely busy with personal and professional commitments. Simplify connection by:

  • Establishing recurring check-ins. Full board meetings are standard, but meeting individually with board members offers a more personal setting. These check-ins allow your team to share sensitive updates and board members to discuss issues openly.
  • Sharing details with the board as they occur. If an urgent update arises, don’t wait until your next meeting to share the news. Communicate via preferred digital channels (such as text message or email) to keep everyone on the same page.
  • Establishing protocols for board meeting communication. Use a standard agenda and cadence when organizing full board meetings to ensure everyone has the chance to chime in. For instance, you might send the agenda a week in advance via a collaborative platform like Google Docs so members can add discussion items. 

Ensure deliverability is a priority in your communication system. Teach your board members how to bypass the spam filter and only use channels that members regularly check.

3. Encourage relationship-building.

Board members must trust each other to collaborate well and build a better future for your nonprofit. Break out of the board meeting mold to cultivate connections that last and improve board member morale. For instance, you could host:

  • Fun team-building activities, such as escape rooms or an outdoor retreat
  • Casual social events, like coffee meetups or happy hours
  • Community engagement days where board members volunteer together, either with your nonprofit or in the community

Additionally, you can fortify relationships within the professional board setting by establishing a mentorship program in which established board members coach new board members. Match mentors and mentees based on shared interests, professional skills, or schedule availability.

To ensure all board members feel comfortable and eager to participate, ask for their opinions about which activities to offer. You can even appoint some board members to be part of a planning committee (if they express interest), giving them a more vested role in your success. 

4. Offer ongoing education and development.

Your board members likely have connections in the community and are passionate about your mission, making them valuable strategic assets if you provide the right training. Investing funds into professional development materials can pay off in the long run, setting current board members up for success while enticing future supporters to join.

Whether you’re educating board members on how to collect planned gifts or make an executive budget, you can train them by:

  • Conducting courses and tracking progress using a Learning Management System (LMS)
  • Paying for board members to attend relevant conferences
  • Funding internal peer-led initiatives, like Lunch and Learns
  • Buying educational resources like books, workbooks, and publications

If you have extra room in your budget and big aspirations for board growth, you could outsource board training with the help of a nonprofit fundraising consultant. They’ll help you devise custom educational materials based on your needs and goals or even lead the training themselves. 

Regardless of the training methods you decide on, ensure your board members actually find them helpful. Ask them for feedback and track their progress to see if the training has helped them advance in their study area.

5. Recognize board member contributions.

Board members are integral to your organization’s success. Express how important they are to you by celebrating their contributions.

eCardWidget’s guide to board member appreciation suggests trying these tactics:

  • Sending personalized thank-you cards signed by nonprofit staff members, other supporters, and beneficiaries
  • Gifting board members gift cards, branded merchandise, special experiences, and more
  • Creating thank-you videos explaining their impact with dynamic graphic elements
  • Hosting appreciation events, such as a formal dinner or a family-friendly barbecue cookout
  • Honoring their work with special awards, such as induction into a board member hall of fame or a lifetime achievement award
  • Building a “board member of the week” segment into your weekly meetings to praise a board member’s accomplishments

As you express gratitude for your board’s hard work, ensure it comes across as genuine. Personalize these communications and events whenever possible to add sincerity and highlight specific achievements. For example, you might ask your Director of Development to send handwritten thank-you cards to board members quarterly to recap their specific contributions to strategic initiatives. 

Also, remember that you don’t always need a work-related occasion to say thanks! Keep track of board members’ birthdays, anniversaries, and other milestones and reach out to them during those occasions. This provides a natural opportunity to express your gratitude while brightening your board members’ days. 

It’s one thing to commit to improving your board and another to actually implement these practices into your nonprofit. Start with small adjustments and work your way up to avoid overwhelming your board. As long as you communicate openly and center your mission, your board will run better than ever after a few “tune-ups!”

The title of the article, Multi-Channel Marketing: The Key to Reaching Supporters

Multi-Channel Marketing: The Key to Reaching Supporters

Marketing research indicates that it can take up to 50 touchpoints to make a sale. A few factors influence the exact number of interactions needed, such as industry and where the individual is in their journey. Regardless, this fact points to one major takeaway: multi-channel marketing is essential for driving action.

This holds true in both the for- and nonprofit sectors, meaning your nonprofit needs to connect with supporters repeatedly to inspire support. Multi-channel marketing, the act of contacting supporters across multiple platforms, is often the key to acquiring new donors, volunteers, and advocates. It also spreads awareness of your services and programs to beneficiaries.

To strengthen and diversify your nonprofit’s outreach strategy, we’ll explore why multi-channel marketing works and how your team can use it.

What is multi-channel marketing?

Multi-channel marketing is a strategy that involves communicating with supporters across multiple platforms, such as email, direct mail, and social media. This approach ensures messages reach supporters where they are active and increases the number of times they see your communications.

For example, perhaps your nonprofit is promoting matching gifts. You start by creating a dedicated webpage explaining the program and its impact. To maximize reach, you repurpose that content into a compelling Facebook post, include a mention in a fundraising letter, and send a brief but impactful text message reminder.

For nonprofits, multi-channel marketing builds donor trust and cultivates stronger relationships by providing consistent messaging across various touchpoints. It leverages the strengths of different channels—such as the personal touch of direct mail, the immediacy of social media, and the storytelling power of email—to create a unified donor outreach strategy.

Omni-Channel vs. Multi-Channel Nonprofit Marketing

Multi-channel marketing is related to omni-channel marketing. With multi-channel marketing, you reformat the same message for multiple platforms. With nonprofit omni-channel marketing, each message builds on the one that came before it, integrating multiple channels to create consistent experiences for supporters.

Omni-channel marketing is a more personalized strategy designed to guide supporters through their giving journey. For example, your nonprofit might send a direct mail donation request, thank the donor with an emailed eCard, and then text the donor an invitation to follow you on social media.

Both strategies are valuable and should build upon one another to maximize impact. Start with multi-channel marketing to attract new supporters, learn the basics of communicating via multiple channels, and discover which tactics work best. Then, transition to an omni-channel approach to nurture relationships and encourage long-term giving.

Why does multi-channel marketing matter?

Your supporters don’t all engage with content the same way. Some prefer email, others scroll through social media, and some respond best to direct mail or phone calls. Multi-channel marketing helps you meet supporters on the platforms they actively use.

Instead of relying on a single outreach method, use multi-channel marketing to:

  • Expand your reach. The more platforms your nonprofit markets on, the more prospective supporters will see your content.
  • Build brand recognition. Repeated exposure builds familiarity. When supporters consider which nonprofits to give to, they’ll likely gravitate toward organizations they’ve already heard of. By getting your nonprofit’s name and mission in front of the same supporters repeatedly, they’ll come to know and trust your organization.
  • Improve conversion rates. Each touchpoint pushes supporters toward giving. A donor might ignore your first email, but a follow-up text or social media post can prompt them to give. Providing multiple touchpoints ensures supporters can respond in the most convenient way.

Whether you’re soliciting donations or looking for extra volunteers, diversifying your outreach will keep your cause top of mind for current and potential supporters. Consistency will ensure your message reaches the right people at the right time.

Essential Platforms for A Nonprofit Multi-Channel Marketing Strategy

Your nonprofit will need to find a unique combination of platforms that drives results. Select your outreach methods based on what channels your audience uses and how confident your nonprofit is in its ability to maintain an active presence.

Let’s explore a few popular channels.

Email

Email is a powerful channel for driving donations, sharing project updates, and educating supporters about your mission. In 2023, nonprofits experienced a 7% growth in their email subscriber lists. This growth positions email as a reliable channel to deepen your nonprofit’s connection with its audience.

You can enhance your email strategy by:

  • Improving subject lines. Subject lines determine whether an email gets opened. Aim for 50 characters or fewer to avoid getting cut off. Use urgency, curiosity, or personalization to elicit an emotional response and boost your open rates (e.g., “You Can Change a Life Today”).
  • Issuing just one call to action (CTA). Emails that ask donors to take multiple actions, like donating, volunteering, and subscribing to your newsletter, may confuse recipients.
  • Varying the content you send. eCardWidget’s donor retention guide recommends sending donation appeals, personalized thank-yous, impact stories, and mission updates to keep donors engaged. Switch up the format by using letters, monthly newsletters, and digital greeting cards.

Even with these strategies, your emails will only be effective if delivered successfully. If your emails have a high bounce rate, your subscriber list is likely outdated. Use an email append service provider to fill in missing emails and correct defunct ones. In turn, supporters will receive your focused, inspiring emails.

Social Media

Many supporters likely use social media. Focus on the platforms where they’re most active. For inspiration, here’s how to incorporate social media into your nonprofit’s multi-channel marketing strategy:

  • Facebook. Facebook commands a massive audience. While advertising isn’t discounted for nonprofits, Facebook’s audience targeting tools allow you to direct ads to high-value prospects. For organic posts, focus on compelling storytelling, high-quality visuals, and mission-related news stories.
  • Instagram. An Instagram account can be impactful if your nonprofit’s mission lends itself to eye-catching photographs. For example, the animal shelter Perry’s Place went viral for its “Naughty & Nice Cat of the Week” marketing campaign.
  • X (Formerly Twitter). Share timely updates, post about relevant trending topics, and engage via replies and shares. Additionally, keep an eye out for upcoming competitors like Threads and Bluesky.
  • TikTok. Nonprofits have flocked to TikTok in the past few years. However, the future of TikTok in the United States is unclear due to recent legislation. If your nonprofit decides to pursue a TikTok strategy, consider signing up for TikTok for Good, which provides nonprofits with free marketing tools like donation stickers and fundraising livestreams.

When it comes to social media, only create accounts if you know your organization will be able to maintain them. Abandoned accounts can make supporters question your organization’s health.

Nonprofit Website

Your nonprofit’s website is an essential marketing tool. It serves as the central hub for information, tells your organization’s story, and enables supporters to donate or sign up for opportunities.

To create an inspiring website, follow these best practices:

  • Communicate your work. Feature an ‘About’ page, create individual program pages, post case studies, and write blog posts about your mission. Show the difference your nonprofit is making.
  • Feature compelling visuals. Use high-quality images and videos that showcase your nonprofit’s impact. Photos of beneficiaries and volunteers create emotional connections, infographics simplify data, and videos tell inspiring stories.
  • Include trust signals. Showcase impact metrics, testimonials, and reports to build credibility and reinforce donor confidence.
  • Make it easy to navigate. Feature important pages in your website’s navigation menu. Include strong CTAs across key pages to guide visitors toward donating, volunteering, and getting involved.

To improve your website’s discoverability, optimize its content for search engines. That means using relevant keywords in each page’s copy, meta description, and headings. An effective SEO strategy also involves ensuring your site loads quickly and is mobile-friendly. In turn, your site should show up to supporters and beneficiaries looking for nonprofits like yours.

Search Ads

Google processes more than 8.5 billion searches every day. This means the search engine has a massive audience that nonprofits can tap into with search ads. These ads appear at the top of search results for websites related to the user’s query.

For example, here’s a search ad for a nonprofit that explains the organization’s mission to combat adolescent depression. The ad promotes multiple landing pages for learning more and getting involved:

A screenshot of a search ad for the nonprofit Erika’s Lighthouse.

Paid advertisements can get expensive quickly, but fortunately, Google provides nonprofits with credits to spend on search ads. The Google Ad Grants program provides up to $10,000 in ad credits per month to approved charitable organizations. Participants can use their grant money to bid on mission-related keywords and promote specific pages on their websites through text-based ads.

Your nonprofit might promote its:

  • Donation page to encourage financial contributions to your mission
  • Volunteer opportunities to recruit people to help out
  • Fundraising events to encourage registrations
  • Educational content that shares valuable insights and mission updates
  • Program pages to inform people about your services

Essentially, your nonprofit can promote any content that will push its mission forward. If your organization complies with the program’s rules, the grant will renew each month.

Text Message

Text messages connect you with your audience almost immediately, making them effective for quick updates and urgent messages. While text messaging can be a powerful part of your multi-channel marketing strategy, it’s also easy to overuse.

Many people keep their phones within arm’s reach, meaning they will likely see your nonprofit’s messages quickly. While this is convenient for getting your message seen, it also means supporters will be aware of how often you message them. During busy times of the year for marketing, like the end of the year or during election season, it’s easy for supporters to get overwhelmed with text messages.

To retain donors, use text messages sparingly and only when an immediate alert to your audience is appropriate. You might use it to announce an upcoming event, send urgent appeals, remind volunteers about upcoming shifts, encourage donations throughout a campaign, or send donation receipts.

Key times to text supporters, which are written above.

Direct Mail

While much of modern nonprofit communication is digital, there’s still a place for direct mail. Receiving a letter in the mail can make recipients feel special and help your nonprofit stand out.

To build brand recognition, ensure your direct mail communication has the same branding as your online marketing materials. This creates a consistent experience across platforms and presents your nonprofit as a capable, professional organization.

Allegiance Group + Pursuant’s direct mail fundraising guide provides an excellent example of a direct mail insert donors can use to send donations to the Georgia Mountain Food Bank:

An insert donors can fill out and mail in to donate to a nonprofit.

Notice how it features the organization’s colors and an eye-catching image of a child, representing the families the food bank serves. The nonprofit makes it easy to select an amount and provide payment information with clearly labeled boxes. Alternatively, the nonprofit’s website URL is featured in a box, providing the option to give online.

To emulate their approach, start by creating a nonprofit style guide that includes guidelines for direct mail. This might include directions for font sizes, letterheads, and signatures.

Launch Your Nonprofit’s Multi-Channel Marketing Strategy.

By sharing your nonprofit’s messages on multiple channels, your organization can reach new supporters and reinforce your brand identity among current ones. Choose which channels you’ll expand to by assessing your audience’s interests, your nonprofit’s resources, and each platform’s outreach potential. In no time, you’ll strengthen your presence across both online and offline channels.

The title of the article: Nonprofits that Sell Products or Services: 4 Considerations

Nonprofits that Sell Products or Services: 4 Considerations

Sustainable nonprofits have diverse revenue streams, from donations to grants to sales. However, while nonprofits that sell products and services can make more than enough revenue to sustain themselves, undertaking commercial affairs comes with several considerations. 

Nonprofits that rely heavily on product or service sales, like thrift stores, museums, and educational institutions, can experience the benefits of running a business and maintaining nonprofit status. To explain how, this guide will cover four considerations these types of nonprofits should keep in mind.

1. Audience Demand

A successful business sells the products and services its customers want. For many businesses, this involves assessing market needs and designing products or services they feel there is a demand for. However, many nonprofits already have a possible product or service and must find your audience. 

To assess and capture an audience, be sure to:

  • Conduct market research. Before pushing a product to market, you need to understand who is most likely to buy it, how many people are likely to buy it, and at what price point they will buy it. Look for nonprofits with similar sales offerings and assess their business models. Research audience demographics, delivery methods, and value propositions. 
  • Establish your value proposition. Getting Attention’s guide to nonprofit communications outlines three key aspects of a value proposition: audience needs, benefits received, and brand differentiators. In other words, to promote your nonprofit’s products or services, you must explain how they meet your audience’s needs, what the audience gets from a purchase, and how your offerings stand out from your competitors.  
  • Craft relevant marketing materials. Marketing is the art of presenting the right message to the right audience in the right location. For a nonprofit with a brick-and-mortar location, like a thrift store, this might be a radio spot, posters, or mailed flyers. In contrast, a nonprofit specializing in online sales might focus on its web presence and social media outreach. 

Expect to continually reconsider and reassess audience preferences. After launching your product or service offerings, gather data by surveying customers and requesting reviews. This will allow you to glean insights about your business model and audience.

2. Inventory Management

Once you know what products your audience wants, you must order, stock, and manage them. Many nonprofit stores follow the reuse model, where inventory comes from various sources, including donations. This means the exact items you have at any time may be unpredictable, if not outright chaotic. 

You can counter this by employing robust inventory management tools. ThriftCart recommends looking for the following features in inventory management software:

  • Real-time inventory tracking. Ensure you always know what’s in stock and what’s out of stock with real-time inventory updates. That way, you’ll always know what items need to be restocked to meet customer needs. 
  • Automated pickup and dropoff scheduling. If your nonprofit accepts donations to stock products, your inventory management tool can help supporters schedule delivery windows. This makes gathering stock simple for everyone. 
  • Customer reward options. Along with managing your inventory, many point of sale (POS) platforms also provide features that incentivize growth, such as customer reward and loyalty tools. Track customer purchases to offer them perks, send personalized marketing messages, and create custom discounts for upcoming marketing campaigns. 

Inventory and point of sale systems are often highly specialized, so they work with a platform that fits your nonprofit’s sales model. For instance, a thrift store would likely use a different inventory management tool than a museum gift shop.

3. Marketing

To earn sales, your nonprofit needs to inform prospective customers of your offerings. Previously, we touched on the main components of marketing: creating a message for a target audience and displaying it in locations they are likely to see. Let’s break down each of these aspects a bit further:

  • Audience. Who is your nonprofit targeting? The research you did when assessing audience demand for your offerings should be used here. Use your data to get as specific as possible regarding your ideal audience’s demographic information, location, values, buying habits, and communication preferences. For example, a used book store might have several audiences, including lower-income individuals looking for deals and book lovers looking for unique or vintage tomes.
  • Message. Based on the audiences you identify, what messages are likely to resonate with them? Consider your audience’s goals and values. Do they want convenience, a good deal, or unique offerings? Based on your prior analysis, create messages that align with your audience’s preferences.
  • Distribution. Ensure your marketing messages are in locations where your audience is likely to look. This is essential for certain marketing strategies, like search engine optimization (SEO) for nonprofits. SEO relies on understanding what types of keywords your audience is likely to search for and creating content that targets those keywords. Conversely, to court a local audience, you instead invest heavily in distributing your message through traditional channels, like newspaper and radio.

After any marketing push, track the results to assess whether it had the desired impact. You may even discover new insights about your audience, such as by attracting a demographic you weren’t specifically targeting or learning that one communication channel has a higher conversion rate than expected. 

4. Financial Reporting 

To sell products and maintain nonprofit status, charitable organizations must be extra conscious of their finances and reporting requirements. For U.S.-based nonprofits, you must follow a few guidelines:

  • Products must be related to your mission. All commercial ventures must be related to your nonprofit’s mission. For instance, an environmental nonprofit selling t-shirts that promote awareness of endangered species would be considered mission-related. If it’s determined your commercial offerings are not mission-related, your nonprofit will need to track Unrelated Business Income Tax (UBIT), and if you make over $1,000 in non-mission-related sales, file Form 990-T. 
  • Donations are reported. Nonprofits that accept in-kind donations to fuel their inventory (like thrift or reuse stores) will need to report these contributions. This also applies to other types of in-kind donations, such as prizes you might solicit for a charity auction. And be sure to provide supporters with donation receipts for items that are valued at $250 or more to comply with IRS guidelines.
  • Revenue is invested back into the nonprofit. Nonprofits can and often do make a profit through sales of products or services. The key is that the extra revenue must be spent on mission-related activities. For instance, a thrift store might use its profits to buy items in bulk from wholesalers or restore vintage items.

If you need assistance properly managing your organization’s finances, consider working with an external accounting firm that specializes in nonprofits. These consultants will understand the unique challenges charitable organizations face and be able to help your nonprofit navigate potentially confusing reporting requirements.

Products and services bring in vital revenue for your nonprofit. Ensure you conduct your commercial ventures transparently, in an organized manner, and with an eye to your audience’s needs. To get started, consider your software needs and employ the right tools for managing the commerce side of your nonprofit.

The article’s title, “Top Ways Nonprofits Can Use a Learning Management System”

4 Ways Nonprofits Can Use a Learning Management System

No matter how straightforward your nonprofit’s mission is, the work behind it is complex. To power your operations, you need to recruit and retain a strong team of staff and volunteers. To ensure your long-term success, you need to maintain a confident and informed board of directors. To raise enough funds to sustain your programs and services, you need to convince your community that your cause is worthy of support.

By implementing a learning management system (LMS), you can facilitate all of these efforts and centralize training and education into one platform. Let’s explore the top ways your nonprofit can use an LMS to advance its mission.

1. Train Staff and Volunteers

Every day, your staff and volunteers work hard to keep your organization’s doors open—whether they’re crafting marketing materials, planning events, or compiling financial reports. By providing these dedicated individuals with continuous learning opportunities, you allow them to develop the skills and competencies they need to excel in their roles.

With an LMS, your nonprofit can:

  • Design a structured onboarding process. Produce welcome videos and introductory courses that acquaint new employees and volunteers with your organization’s mission, values, history, and programs. These courses can be self-paced so that team members can complete them at their preferred learning speed.
  • Provide role-specific training. By creating learning paths tailored to specific roles, you can set employees and volunteers up for success in managing their individual responsibilities. For example, you might enroll managers in training courses that cover topics such as delegation and change management.
  • Construct a collaborative learning environment. Help new employees and volunteers build connections within your nonprofit from day one. Use discussion boards and forums on your LMS to encourage team members to interact and reflect on what they’re learning.

Bonus tip: Since your staff and volunteers have differing learning preferences, offer a variety of content types and formats to engage them. For example, one employee might appreciate podcasts since they enjoy auditory, self-paced learning. Another employee might be more excited to attend a virtual nonprofit conference because they love networking.

2. Educate Board Members

A strong nonprofit board steers your organization toward success and champions your mission across everything you do. However, nonprofit leaders have previously rated their board’s performance in understanding their responsibilities, the context in which the organization is working, and legislative issues as a C or C+.

To better equip your board members to fulfill their fiduciary, legal, and ethical duties, your nonprofit can use an LMS to:

  • Set up a consistent orientation process. Create educational modules that cover the basics of your organization in a logical sequence. Go over areas such as your mission, board expectations, current programs, and impact.
  • Improve board financial literacy. Brief board members on basic topics, including budgeting, audit preparation, and financial reporting. Incorporate your nonprofit’s real financial data into the training to allow your board to practice analyzing it.
  • Clarify compliance requirements. Maintaining compliance with IRS regulations, reporting requirements, and grant conditions can seem complicated to less experienced board members. Provide courses with relevant guidelines and real case studies for learners to reference anytime.
  • Engage board members in fundraising. According to Double the Donation’s rundown on recent nonprofit trends, major donor fundraising is more important than ever before. Make it easy for board members to participate in fundraising by offering courses on identifying prospects within their network, building donor relationships, and communicating compelling stories.

Bonus tip: Some financial and legal topics may seem dull or daunting to board members. Make the learning process more appealing by adding interactive quizzes that reinforce their knowledge and badges that reward their hard work.

3. Spread Community Awareness

An LMS can enhance your nonprofit’s marketing strategy by providing more opportunities for people to interact with your cause. Education is the first step to long-term engagement with your mission. The more people understand how important your work is, the more likely they are to donate and spread the word to others.

With an LMS, your nonprofit can:

  • Raise more. Boost your fundraising results by encouraging more people to engage with your cause. Produce courses relevant to your mission and make them available to your community for free. For example, a health nonprofit could teach its audience about preventative care and stress management. A disaster relief organization might host classes on how families can create emergency kits and evacuation plans.
  • Boost advocacy. Empower supporters to make their voices heard on relevant issues. Create training modules that prepare advocates for contacting legislators and equip them with strong storytelling skills. Launch webinars that explore how local policy changes affect your community.
  • Form local partnerships. Look for opportunities to partner with local schools, businesses, and other organizations to design co-branded education programs for the community. For example, a literacy-focused nonprofit could work with local libraries to develop courses that families and their children can enroll in to promote early childhood reading.

Bonus tip: Focus on accessibility so anyone can engage with your learning content. For example, provide text transcripts alongside videos, ensure your PDFs are compatible with screen readers, and make it easy for users to navigate your courses using only a keyboard. Look for an LMS that supports multiple languages to reach a more diverse audience.

4. Fulfill Your Mission

For many nonprofits, creating meaningful change within their community starts with education. Whether you’re helping beneficiaries lead better lives or address urgent needs in your area, an LMS can facilitate how you run your programs and services.

For example:

  • A nonprofit dedicated to bridging the digital divide can offer accessible courses to low-income communities that cover basic computer skills and online safety practices.
  • A nonprofit that helps people who were formerly incarcerated find employment can host virtual mock interviews, resume workshops, and mentorship sessions.
  • A nonprofit working to end homelessness can offer courses on personal finance, housing applications, and job searching to people experiencing homelessness.
  • A nonprofit that champions art and culture in the community can organize online workshops led by artists and video tutorials that people can follow.

Bonus tip: When researching LMS options, check whether the platform integrates with your existing software. For example, a Salesforce LMS integration makes it easy for your team to manage and adjust your learning program based on the data stored in your Salesforce system. The more connected your tools are, the better visibility you have into how your educational offerings are moving your mission forward.

As you create learning opportunities for your nonprofit’s community, look for ways to improve engagement over time. TopClass recommends using your LMS’s reporting tools to track learner progress, course hours, and test results to gain more insights into your learning program. Use this data, combined with learner feedback, to guide your strategy and build a better experience going forward.

The title of the article, “How to Streamline Your Nonprofit's Payroll Process.”

How to Streamline Your Nonprofit’s Payroll Process: 3 Tips

Administrative tasks are the foundation upon which your nonprofit’s accomplishments are built. When your organization t operates efficiently, you can spend less time worrying about internal tasks and more time fulfilling your mission.

Administrative tasks aren’t strictly limited to organizing donor data or handling cash and non-cash donations. Recording financial transactions so that you can produce a financial scorecard monthly is just as important to long-term sustainability.

Payroll is one of the largest expenses a nonprofit incurs. Therefore, preparing it is an essential administrative process that often can be streamlined while still ensuring that your organization complies with legal obligations and compensates its hard-working employees. In this guide, we’ll explore three ways to streamline payroll.

1. Partner With a Professional Employer Organization (PEO)

When it comes to managing your nonprofit’s finances, you’ve likely considered outsourcing accounting to an experienced professional. But have you considered outsourcing your employment practices as well?

Professional employer organizations (PEOs) provide expert resources in payroll, human resources, tax compliance, and more. This enables your nonprofit to:

  • Lower the cost of benefits through economies of scale: Chazin & Company explains that PEOs leverage the collective bargaining power of multiple organizations to negotiate lower rates for health insurance and other employee benefits. As a result, your nonprofit can offer competitive benefits packages without financial strain and can even reallocate its savings toward your organization’s mission.
  • Reduce the risk of legal complications and financial penalties: PEOs are familiar with federal and state compliance requirements related to hiring and employment practices. Partnering with a PEO provides access to their expertise, often backed by years of experience and specialized knowledge.
  • Eliminate the need for an in-house HR department: Instead of developing an in-house HR department to hire candidates with adequate qualifications and conduct staff training, partnering with a PEO allows your nonprofit to access personnel support without needing to fund an entirely new department.

If your organization decides to work with a PEO, look for experienced and knowledgeable professionals with certifications in HR and payroll management. Certifications such as Certified Professional in Human Resources (PHR), Senior Professional in Human Resources (SPHR), and Certified Payroll Professional (CPP) indicate that the PEO’s staff bring reliable expertise to the table.

2. Simplify Your Payroll Process

There are a lot of moving parts in a nonprofit’s payroll process. For example, you’ll withhold money from employees’ paychecks to pay certain taxes, but not from contractors’ paychecks since they pay their own taxes. Volunteers, on the other hand, shouldn’t be compensated at all, aside from non-monetary thank-you gifts.

Be sure to properly classify everyone who works for you to keep your records accurate. Also, track essential employee information, such as:

  • Social Security numbers
  • Withholdings
  • Benefits
  • Overtime
  • Bonuses

Along with keeping your records organized, compensation practices impact your nonprofit’s overall cash flow. As Double the Donation explains, a healthy nonprofit operating reserve should be sufficient to cover one full payroll cycle, including taxes. This means you’ll need data on each employee’s overtime pay and bonuses to accurately calculate your payroll obligations.

To make tracking compensation easier, establish a standard pay schedule for every employee. Standardizing pay periods reduces the amount of time spent tracking each employee’s pay. Plus, your team will know exactly when to expect their paychecks, fostering trust in your organization.

3. Maintain Compliance

As a nonprofit leader, you’re likely no stranger to the compliance requirements necessary for maintaining tax-exempt status. These regulations extend to payroll processes, as well, and can lead to significant financial penalties if not followed.

Specific regulations include:

  • Tax exemption: Just because your nonprofit has tax-exempt status doesn’t mean it’s exempt from paying all taxes. Organizations must withhold and file Federal Income Taxes (FITW) and Social Security and Medicare Taxes (FICA) on behalf of their employees. Additionally, most employers must match and remit FICA taxes withheld.
  • Fair Labor Standards Act (FLSA): According to the Department of Labor, The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in Federal, State, and local governments. Non-profit charitable organizations are not covered enterprises under the FLSA unless they engage in ordinary commercial activities that result in sales made or business done, such as operating a merchandise shop or providing veterinary services for a fee. If your nonprofit is engaged in activities subject to the FLSA, you’ll likely need to familiarize yourself with this act’s provisions.
  • Wage requirements: Nonprofits must follow federal and state wage laws that require employers to pay minimum wage. When paying more than minimum wage, compensation must be reasonable but not excessive. To familiarize yourself with appropriate compensation amounts and potential overtime requirements, review your state’s laws and industry standards.
  • Unemployment compensation: While 501(c)(3) nonprofits are exempt from filing Federal Unemployment Taxes (FUTA), they must still adhere to their state’s unemployment program requirements. This means either contributing to the state’s unemployment program or annually reimbursing the state for paid unemployment benefits.

Compensation laws and regulations may change, meaning your nonprofit must check in regularly to determine whether there have been any updates. To check for changes, the IRS website is a great resource. Additionally, local and state government websites also lay out tax laws that vary by municipality.

You can also brush up on nonprofit accounting basics to learn more about compliance standards your payroll (and other financial) processes must follow. Also, consulting a CPA can help you access the professional insight needed to ensure your finances are in order.

Along with the benefits your nonprofit can realize from a streamlined payroll process, your employees will also appreciate their employer maintaining an organized approach to compensation. With the right practices in place, your nonprofit won’t just retain employees and boost team morale—you’ll do the right thing by taking care of the team that makes your mission possible.

The title of the article: Nonprofit Catalog: Volunteer Time Off (VTO).

Volunteer Time Off (VTO) – Nonprofit Catalog

30% of volunteers state that one of the main reasons they volunteer is because they have the time available to do so. Conversely, 49% of individuals state that their work commitments are their biggest obstacle to volunteering. 

Fortunately, some of your volunteers make time to volunteer with volunteer time off (VTO). VTO helps nonprofits earn more volunteers, meaning more hands available to run your programs, raise funds, and spread awareness of your cause. 

To get your nonprofit up to speed on VTO, this quick guide will go over how VTO works, how it helps nonprofits, and what your organization can do to leverage these programs.

3

What is volunteer time off?

Volunteer time off is a benefit some companies offer their employees where they can take paid time off to volunteer. This is different from voluntary time off, which is when a company allows employees to take unpaid time off but remain employed. 

A venn diagram showing the differences and similarities between volunteer time off and voluntary time off.

VTO is widespread, and many top companies offer some form of program where employees can request time off to volunteer. The majority of these companies offer employees between two and three VTO days per year, though some businesses offer as much as two weeks. 

What are the benefits of volunteer time off?

Here’s how VTO programs benefit everyone involved:

  • Companies offer VTO as a business decision. When employees take time off to volunteer, they’ll be more engaged, think of their employer as socially responsible, and feel increased loyalty to their employer. Plus, having their employees volunteer in the local community can improve the business’s reputation. 
  • Nonprofits earn extra volunteers from VTO programs. After all, if supporters have time off specifically to volunteer, then they are more likely to volunteer. Nonprofits can also earn highly skilled volunteers from professional and specialized companies that provide VTO.   
  • Employees get extra days off and the freedom to support the causes they care about. As such, VTO can be a major draw for job candidates looking for socially conscious workplaces. 

While everyone benefits from VTO, these programs are underused. This is why it falls on nonprofits to make their supporters aware of VTO, create positive volunteer experiences that encourage supporters to spend their VTO with their organization, and show appreciation for all volunteers.

Common Volunteer Time Off Guidelines

Different companies have varying VTO policies, and employee volunteers should check in with their employers to ensure they follow the right procedures for requesting VTO. That being said, most VTO programs focus their guidelines on the following criteria:

  • Employee status. Some companies only offer VTO to specific employees. For example, a multinational department store chain might provide VTO for its executive employees but not its retail workers. Or, a company might provide VTO to full-time but not part-time employees. 
  • Hours accrued. How employees earn VTO hours differs across companies. For example, one business might provide a set amount of VTO hours at the beginning of its fiscal year, whereas another might have employees accrue hours throughout the year. Additionally, some businesses may allow unused VTO hours to roll over from the previous year, whereas others may operate on a “use-it-or-lose-it” basis. 
  • Nonprofit eligibility. To prevent employees from misusing VTO on activities that should be covered by regular PTO, businesses often specify what types of nonprofits and activities are eligible. Commonly, most types of nonprofits, excluding political and religious organizations, are valid. 

Let’s look at a breakdown of a sample VTO request form:

An example volunteer time off request form that asks for information about the employee and nonprofit.

VTO requests are like regular PTO requests with one key exception: some companies may require employees to provide details about your nonprofit. Most information will be fairly straightforward, such as your nonprofit’s name and address. However, some companies might request the volunteer supervisor’s contact information or details about the activities the employee will perform. 

How to Educate Supporters About Volunteer Time Off

VTO programs are increasing in popularity. Around 65% of companies offer paid volunteer time off. However, the average participation rate is only 33%. This means there’s a good chance your nonprofit has several supporters who are eligible for VTO but aren’t taking advantage of this benefit. 

You can earn more volunteers for your cause by promoting VTO to your supporters. A few ways you can spread the word include: 

  • Add information to your volunteer page. On your volunteer page, add information about the different ways supporters can volunteer or supplement their volunteer efforts. This might include information about volunteer grants, team volunteering, and VTO. 
  • Include details in your regular messaging. If your nonprofit regularly posts on social media, sends an email newsletter, or updates its blog, consider creating content about VTO. For example, you might highlight a story about a supporter who made a difference by using their VTO, share research on unclaimed VTO, or call for volunteers and mention VTO. 
  • Invest in a corporate giving database. You can help your volunteers discover if they’re eligible for VTO by investing in a searchable corporate giving database. Since every VTO program is different, corporate giving databases compile company data on various employee giving and volunteer programs into one place. Your supporters can then enter their employers’ names to see what corporate giving programs they qualify for and how to apply for them. 

Additionally, be sure to educate your volunteer managers on VTO. This way they can answer supporters’ questions and encourage them to look into VTO, earning your organization more dedicated volunteers. 

More Volunteering Resources

Nonprofit Catalog – Read up on more nonprofit essentials by exploring our Nonprofit Catalog.

Volunteer Grants: Get More Out of Your Volunteer Program – Volunteer grant programs are another corporate volunteerism program that benefits nonprofits. Learn how to tap into these opportunities and generate revenue from your volunteer program. 

Employee Volunteer Incentive Programs: Get Your Team Active – Some companies offer programs to incentivize their employees to volunteer. Discover common volunteer incentives and what these mean for nonprofits. 

This guide explores the most important features nonprofits should look for in a nonprofit payment processor.

4 Features to Look for in a Nonprofit Payment Processor

From planning a fundraiser to promoting and executing it, your nonprofit likely spends most of its time thinking of ways to boost its revenue. From text campaigns to festive fun runs, your goal is to collect donations that will power your nonprofit’s mission. But communicating the importance of your mission and finding enthusiastic donors is only half the job!

Consider what happens after you swipe that credit card. Between the swipe and the funds landing in your account, a lot has to happen on the backend to ensure payments are processed securely and quickly—and preferably at a low cost to your nonprofit.

Your choice of a payment processor significantly impacts your ability to gain donors’ trust and collect donations with ease. That’s why we’ve compiled four of the most important features to look for when researching payment processors for your nonprofit. 

The choices, it can seem, are endless. There are nonprofit CRMs with built-in payment processors. There’s Stripe and iATS, Paypal, Fundly, and the list goes on. Think about your nonprofit to decide whether a CRM with a payment processor is the best choice, or if it’s easier for you to use a third-party system.

Regardless of which you choose, here are the four features you’ll want to be sure you pay close attention to as you shop around.

Security Certifications

Perhaps the most critical measurement you can take is how secure payments will be with any given provider. Fortunately for consumers and organizations, the Payment Card Industry has standardized security certification so you can tell, at a glance, how secure a payment processor is.

Payment processors should, at the very least, be PCI-compliant. If they have this designation, the payment processor adheres to PCI guidelines and will internally check their processes with a self-assessment. This compliance, achieved in about a month, means the payment processor has:

  • Taken a self-assessment to ensure it’s following the guidelines
  • Installed a firewall between their wireless network and the cardholder data
  • Implemented a strong vulnerability management program

The next step up from PCI compliance is PCI certification. This is a much more stringent certification and one that involves more steps to remain compliant. There’s a rigorous process that includes regular audits by a third party to ensure the software and security measures are safe. This certification isn’t common among payment processors as it takes about six months to complete—and the processor remains under careful watch to ensure compliance is maintained. 

If your payment processor is PCI-certified, it means that:

  • A qualified security assessor (QSA) has inspected and approved the software and security measures in place.
  • The QSA has researched how the software solution was developed.
  • The QSA checked the training the software developers have received.

Moving on from PCI compliance, some payment processors are SOC 2 compliant. A platform that is SOC 2-certified or compliant adheres to security standards that protect all the donor data you collect. Everything from network firewalls to encryption is evaluated to ensure that information about your nonprofit’s donors can’t be compromised.

SOC-2 certification and compliance are voluntary and are based on Trust Services Criteria determined by the American Institute of CPAs. Compliant processors are adhering to strict regulations about how they manage donor data. If you can find a payment processor that is both PCI-certified and SOC 2-certified, you’re looking at a processor that is much more focused on the security and safety of your donor data.

A final piece of the security puzzle is fraud prevention. It’s a fear of many nonprofits because when donor data or dollars are compromised, the reputation of your nonprofit can take a hit.

To give your donors peace of mind and protect their data, look for a platform that is regularly audited and held to the highest security standards. Many nonprofit CRM payment processors will offer some sort of fraud protection to their clients, and it’s advisable to seek out any level of fraud protection to keep your donors safe.

User-Friendliness

Can a payment processor be user-friendly? Yes, if you find the right one! 

Think about it like this: If a supporter donated just once at the end of each year, would they be familiar with the donation submission process? Or would they forget how to use the software after such a long time had lapsed and become frustrated with it?

Your payment processor should make it easy for donors to give, no matter how they choose to submit their donation. What makes it easy to give?

One-click giving, in which a donor enters a name and the system automatically populates the other fields, is a great way to offer donors a user-friendly experience. And having multiple options for donation types can help as well.

At a minimum, allow your donors to give via:

  • Credit card
  • ACH, or check/bank transfer
  • PayPal
  • Google Pay
  • Apple Pay

Other considerations include the ability to accept in-kind donations or donated stock/securities. And for donors worldwide, choose a payment processor that accepts multi-currency transactions.

Availability of Support 

When something in your payment processing software is confusing or just not working the way you expect it to, you’ll want to be able to pick up the phone or click a link and chat with someone.

How a payment processor views support tells you a lot about how the relationship is going to look, long-term. If they just want your signature on a contract, they might not be the best option. But if they offer a lot of support options: email, online chat, ticket system, and even the old-fashioned phone that actually gets answered, you might want to explore that relationship

Think of your payment platform as an investment in a partner who will support your fundraising ventures. This is especially true if you invest in an all-in-one solution that handles multiple fundraising tasks.

For example, if you are running a peer-to-peer campaign, you might appreciate a chat with someone who has seen dozens of nonprofit P2P events. If your nonprofit CRM is also a payment processor, they likely support their clients and offer a multitude of fundraising tools.

A tip is to look for a platform with a professional customer service team. Not only will you want the help to answer any questions you may have, but the right support team will:

  • Offer training: The support team should do more than crisis control—look for a provider who will help you learn the platform.
  • Answer at any time: Support should always be available and easy to reach.
  • Provide thorough information: More than simply answering your questions, the right help team will give you all the context you need to make the most out of the software.

Be sure that you can depend on the provider’s customer service team whenever you need help!

Leveraging a Subscription Billing Model

If you look at gyms or streaming services or the little front-door boxes with all the ingredients for a delicious dinner, you will see evidence of our (increasingly expected) subscription economy.

And what does that mean for your nonprofit? Donors are used to this idea of monthly giving. When your billing software supports automatic monthly donations or sustainers, or even pledges, you’re ahead of the game.

Don’t start your search for a payment processor by thinking about the donation process—observe your fundraising goals in their entirety. Your nonprofit will want to grow donations and retain donors. How can your payment processor support that goal?

According to CharityEngine’s guide to sustained giving programs, “Your nonprofit needs billing software created to maximize the dollars donated to your nonprofit.” To encourage recurring donations, your payment processor should offer a subscription billing model that allows for automated payments or online bill payments. 

Choosing the Right Payment Processor

Is there one payment processor that’s the best choice for every single nonprofit? No, but there is the best choice for your nonprofit. So once you’ve settled on the features that matter most, research your options and request demos from the providers that most impress you. 

More than anything, look for a partner. Check off these four features, of course, because you can leverage them to maximize fundraising. But listen to your gut when you’re asking about support. Having a partner that cares about your success is a sure way to win at the fundraising game.