Fundraising Policy
FUNDRAISING POLICY
1. PURPOSE
The purpose of this policy is to establish guidelines and procedures for fundraising activities at TOPP KIDS, including in-program events and collaborations with fundraising vendors. This policy also outlines the proper tracking procedures for monetary funds received and non-monetary donations.
2. FUNDRAISING ACTIVITIES
2.1 In-Program Events
TOPP KIDS may conduct in-program fundraising events to support its programs and initiatives. These events may include, but are not limited to, bake sales, car washes, silent auctions, and themed activities.
2.2 Fundraising Vendors
TOPP KIDS may collaborate with approved fundraising vendors to raise funds for the organization. All vendor partnerships must be approved by the Operations Manager and C.E.O.or Chair or designated authority before initiation.
3. FUNDRAISING GUIDELINES
3.1 Fundraising Approval
All fundraising activities, whether in-program events or vendor collaborations, must receive prior approval from the Operations Manager and C.E.O. or Chair or designated authority. The proposal for fundraising activities should include details such as the purpose, expected funds to be raised, expenses, and any applicable timelines.
3.2 Ethical Conduct
TOPP KIDS is committed to conducting fundraising activities with the highest ethical standards.All fundraising activities must be legal, honest, transparent, and align with TOPP KIDS’ mission and values.
3.3 Use of Funds
Funds raised through fundraising activities must be used exclusively for the benefit of TOPP KIDS programs, initiatives, and the welfare of the children under our care.
3.4 Transparency
TOPP KIDS will maintain transparency in its fundraising activities by providing donors with clear information about how their contributions will be used and by providing periodic updates on fundraising progress and outcomes.
4. MONETARY FUNDS TRACKING PROCEDURES
4.1 Donation Recording
All monetary donations received, whether through in-program events or vendor collaborations,must be promptly recorded in TOPP KIDS’ financial records using the Donation Tracking Sheet.This includes the date of donation, the donor’s name (if applicable), the amount donated, and the purpose of the donation. Donations from individuals less than $24.00 can be lumped together as “Bulk Donation Income” on the tracking sheet following the fundraiser these donors will not receive a receipt. Donations $25.00 or more from a single donor must be recorded on a separate line so that a receipt can be issued.
4.2 Banking and Deposit
All monetary donations must be deposited into TOPP KIDS’ designated bank account in a timely manner. Deposits should be made as soon as possible after the funds are received, no later than a 30 day period.
4.3 Use of Funds
All monetary donations deposited will be made accessible to their respective depositing program at the date requested, or will be transferred to the charity of choice from the TOPP KIDS Account. Should a program need their donations in cash form to pay a vendor, they must first request it from the Account Manager and have the vendor approved.
4.4 Receipts and Acknowledgments
Donors will receive acknowledgment receipts for their monetary donations of $25.00 or more,detailing the amount, date, and purpose of the donation by the C.F.O. These receipts will be sent promptly, typically within 7-10 business days after receivig the donation.
4.5 Financial Reporting
TOPP KIDS will maintain accurate financial records and regularly report on the status of fundraising efforts to the Board of Directors and stakeholders.
5. NON-MONETARY DONATIONS TRACKING PROCEDURES
5.1 Non-Monetary Donations Recording
Non-monetary donations, such as goods, services, or volunteer hours, will be recorded in TOPP KIDS’ non-monetary donation log. This log will include details of the donation, its estimated value, and the donor’s information (if applicable).
5.2 Acknowledgment of Non-Monetary Donations
Donors of non-monetary contributions will receive acknowledgment letters or certificates expressing TOPP KIDS’ gratitude for their support.
5.3 Utilization of Non-Monetary Donations
Non-monetary donations will be used to support TOPP KIDS programs and operations as deemed appropriate by the Operations Manager and C.E.O. or Chair or designated authority.
6. COMPLIANCE AND REVIEW
This fundraising policy will be reviewed annually to ensure it remains current and effective. Any updates or changes will be communicated to staff, volunteers, donors, and stakeholders as necessary. Compliance with this policy is mandatory for all TOPP KIDS employees, volunteers, and individuals involved in fundraising activities.
Adherence to this fundraising policy is essential in maintaining the integrity and success of TOPP KIDS’ fundraising efforts to children and families.