How can matching gifts and employee programs enhance your charitable donations?

Matching gifts and related employee giving programs are one of the simplest ways to amplify philanthropic impact without asking donors to give more. When a company matches an employee’s gift—or pays a volunteer grant for hours an employee donates—charities receive additional dollars for the same donor action. For donors, the result is a larger net impact; for nonprofits, matching gifts are an often-underused revenue stream that can materially boost fundraising results.

Below I explain how these programs work, who’s eligible, common rules and limits, how to claim matches, practical promotion strategies for nonprofits, tax considerations, and real-world tips based on my 15 years advising nonprofits and individual donors.

Why this matters

  • Many large employers (and an increasing share of midsize firms) offer matching and volunteer grant programs through platforms such as Benevity, CyberGrants, or a company portal. These programs often go unclaimed because donors and nonprofits aren’t aware or don’t follow the process (see vendor examples: Benevity and CyberGrants).
  • For nonprofits that track and optimize matching gifts, this revenue can be a high-margin, donor-acquisition-friendly channel.

Authoritative background

How matching gifts and employee programs typically work

  1. Donor action: An employee makes a personal gift to a qualifying nonprofit. This gift must usually be monetary and meet the employer’s eligibility rules.
  2. Employee submits a matching request: The donor uses the company portal or third-party vendor to request a match. Common documentation includes a receipt, date and amount of the donation, and the nonprofit’s EIN.
  3. Employer review and payment: The employer validates eligibility and pays the match—often as an electronic gift to the nonprofit.

Common program types

  • Matching gifts: Employer contributes an equal or proportional amount based on the employee’s donation (most common is 1:1, but ratios range from 0.5:1 to 3:1 in some cases). Annual caps vary widely ($250–$10,000+), and caps can be per-employee or per-company program year.
  • Volunteer grants (Dollars-for-Doers): Companies give a fixed dollar amount for verified volunteer hours (e.g., $10–$50/hour after a minimum threshold such as 10 hours).
  • Payroll giving / employee giving campaigns: Employers facilitate pre-tax payroll deductions or corporate gifts during workplace campaigns.
  • Gift-matching when donating through crowdfunding or donor-advised funds: Rules differ; many programs exclude political or crowdfunding-only campaigns or limit matches to 501(c)(3) organizations.

Eligibility rules and typical exclusions

  • Nonprofit status: Employers usually require the recipient to be a registered 501(c)(3) public charity, school, or in some cases a registered nonprofit with a qualifying status (IRS guidance: https://www.irs.gov/charities-non-profits).
  • Donation types: Cash gifts are most commonly matched. Some companies allow matching of event registration fees, membership dues, or in-kind gifts; many exclude gifts to individuals, political causes, or some crowdfunding platforms.
  • Timing and documentation: Matches often must be requested within a set period (e.g., 30–365 days). Proof required: donation receipt, date, amount, EIN, and sometimes a staff verification from the nonprofit.

Practical steps for donors (what I advise clients)

  • Check HR or the company giving portal first. Look for a matching-gift page, vendor name, and program rules. If you don’t see it, contact HR (some programs are available only to certain employee classes).
  • Keep receipts with the nonprofit’s EIN and confirmation email. Most matching portals require this when submitting a request.
  • Submit the match request soon after donating. Note deadlines—some employers allow up to a year; others require quicker action.
  • If you volunteer, ask whether your employer offers volunteer grants. Track your hours and get supervisor verification if required.
  • Don’t assume a match affects your tax deduction: you can generally claim the deduction for your personal gift; the employer’s match is the company’s donation and doesn’t affect your deduction.

Practical steps for nonprofits (proven strategies I use with clients)

  • Add a matching-gift prompt to donation forms. A simple checkbox or searchable matching-gift widget can reveal donor eligibility and dramatically increase match submissions.
  • Create a dedicated landing page that explains the submission steps, required documentation, and expected processing times. Make it easy for donors to find your EIN and donation receipts.
  • Build relationships with corporate giving teams. A short outreach email with a one-page impact summary and the nonprofit’s process for handling matches makes it easier for corporate reviewers to approve payments.
  • Use matching-gift databases and tools to identify corporate prospects (many vendors offer searchable employer lists). Embed those links on your donation confirmation page.
  • Train development and volunteer managers to ask donors during stewardship calls whether their employer will match donations or volunteer hours.

Example scenarios

  • Simple match: A donor gives $100. Employer matches 1:1. Charitable revenue = $200.
  • Volunteer grant: A donor volunteers 20 hours; company pays $20/hour after verification = $400 to the nonprofit in addition to the donor’s unpaid time.
  • Multi-tier program: An employer matches 1:1 up to $2,000 annually, then 0.5:1 above that up to $5,000; understanding tiers matters for large donors.

Promotion that works (practical tactics)

  • Immediately after checkout: On the donation confirmation page, show a “Check if your employer will match this gift” field with a link to your matching-gift instructions.
  • Automated email: Send a follow-up with the donor’s transaction ID, EIN, and a one-click link to common matching portals.
  • Stewardship packages: Include a matching-gift reminder in thank-you mailings and volunteer orientation materials.

Common mistakes and how to avoid them

  • Not making it obvious. Many nonprofits miss out simply because donors don’t know to ask their employer for a match.
  • Failing to provide required documentation. Delays or denials commonly occur when an employer can’t verify the original gift.
  • Ignoring corporate restrictions. Assume each company has unique eligibility rules—check them before you file a claim.

Tax and recordkeeping notes

  • Donor tax deduction: The individual donor generally claims a deduction for their gift. The employer’s matching gift is a separate charitable contribution made by the company (IRS guidance on qualified organizations: https://www.irs.gov/charities-non-profits).
  • Nonprofit accounting: Record the employer match as a separate contribution source. If documentation includes donor names, respect privacy rules and donor intent.

Where to learn more and internal resources

Quick checklist for donors and nonprofits

  • Donors: Find employer program → donate → save receipt → submit match request → verify payment.
  • Nonprofits: Make EIN & receipts visible → add matching widget → follow up with donor → accept and acknowledge corporate gift.

Final tips from my practice

  • Track and report: When you secure matched funds, report back to both the donor and the company with impact metrics. Corporations value clear outcomes and that increases the chance of repeat matches.
  • Test small changes: A single line about matching gifts on your donation page often boosts submissions more than a full-page campaign.
  • Prioritize corporations where you already have donors. Existing donor relationships are the lowest-friction path to matched funds.

Professional disclaimer

This information is educational and general in nature and does not constitute legal, tax, or financial advice. For guidance tailored to your situation, consult a tax professional, legal counsel, or your employer’s HR team.

Authoritative sources