Transcript Slide 1

MATCHING GIFT
ESSENTIALS
Making the most
of your resources
INTRODUCTION
Linda Stark –Matching Gifts Specialist
California Polytechnic State University
San Luis Obispo, California
Matching Gifts Specialist since 2006
(805)756-2713
[email protected]
CALIFORNIA POLYTECHNIC STATE
UNIVERSITY PROGRAM HIGHLIGHTS
Matching ratio increased from 1 in 17 gifts
matched to 1 in 13 gifts matched.
 Grown the number of matched phonathon
gifts since last year.
 For the past 5 years we have received more
matching revenue than any other University
in the CSU system.
 Substantial increase in the number of donor
searches for matching gift program eligibility
on E-Match Donor Link from HEP .
 Developed successful marketing tools for use
by on-campus constituents.
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MATCHING BENEFITS
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A pro-active matching program
provides a service to your donors,
enabling them to
leverage/maximize their giving
dollars.
Effective matching strategies will
increase revenue and return on
investment.
Any organization, small or large,
can implement a matching
strategies that stay within
budgetary/staff restrictions.
MATCHING - SERVE YOUR DONORS!
Send a brief e-mail to donors thanking
them for their matching application.
 Let your donor know what the next
step is.
 Provide matching gift applications or
the link to the online matching gift
application.
 Send your donors a notification and
thank-you when the matching funds
have been received.
 Make sure your contact information is
easily accessible.
 Send donors a courtesy reminder of
matching eligibility.
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SAMPLE E-MAILS TO DONORS
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Thank you for your recent gift of $250.00 to Electrical Engineering and for
taking the time to complete a matching gift application. Because of donors
like you, Cal Poly has the best matching gift program in the CSU system!
I’ll notify you by mail when we receive the Lockheed Martin matching
funds. Please contact me if you have any questions.
Thank you for your recent gift of $250.00 to Electrical Engineering and for
taking the time to complete a matching gift application. Because of donors
like you, Cal Poly has the best matching gift program in the CSU system!
I’ll notify you by mail when we receive the IBM matching funds, which
will in March or April of 2012. Please contact me if you have any
questions.
Thank you for your recent gift of $500.00 to the Deloitte Faculty
Fellowship Fund and for taking the time to complete a matching gift
application. Because of donors like you, Cal Poly has the best matching
gift program in the CSU system! I’ll notify you by mail when we receive
the Deloitte matching funds. Please contact me if you have any questions.
CREATING GOODWILL
“Thanks for taking care of the paperwork, it made it much easier for me to pursue.”
“Thanks for your help.”
“Thank you for following up with me. Your time and effort are very much appreciated.”
Hi - I mailed it today so you should see it shortly. I included the matching gift person's name and fax
number with the matching gift form. Hunt me down if you need anything from me.
Thanks again.
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Your personal touch may be the first the donor has experienced, and can
help determine your organization’s relationship with the donor.
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Creating a positive experience with your donor tends to create loyalty.
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Going the extra mile will distinguish you from the rest of the pack.
WHO’S YOUR MATCHING CONTACT PERSON?
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Designate one person as the official matching administrator.
Online matching gift programs require completion of an
organization profile that includes one contact name, phone
number, fax number, mailing and e-mail addresses.
Multiple contacts will confuse your donors and matching gift
programs, and probably yourself and your co-workers.
Find someone who’s willing to become your matching gifts
“specialist” and acquire the experience & knowledge necessary to
become your in-house expert.
Your specialist will need to access donor employment information,
giving history, and matching gift program profiles.
GIFTPLUS ONLINE
GIFT PLUS ON LINE
PREPPING THE APPLICATION
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To save time, use stamps to fill in common fields in
matching applications: org. name, address, phone & fax
numbers, tax ID, e-mail address, name, title, etc.
Xstamper has reasonable priced stamps.
For greater time-savings, stamp once on a master copy and
save for later duplication. Start a matching gift application
library.
More time savings? Save the application as a pdf that can
be printed or sent as an e-mail attachment.
Improve your response rate by making it easy on the donor.
Fill in as many of the donor fields as you can prior to
sending.
Mailing a matching application to your donor? Include a
BRE.
Add your signature and date in blue ink.
SAMPLE MATCHING GIFT APPLICATION
MATCHING GIFT APPLICATION - PDF
REVIEW THE COMPLETED MATCHING APPLICATIONS
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Use GiftPlus to determine matching eligibility to building funds, endowments,
athletics, etc.
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Review for new donor contact information: work and home address, work phone, email address, etc.
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Determine whether a 501(c)(3) letter or any other documentation is required.
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Make a copy of completed application prior to mailing or faxing. Sometimes
applications get lost in transmittal, and you’ll be asked to submit your copy of the
application.
When faxing to the matching program, make a note of the date of transmittal for
future reference.
ONLINE MATCHING GIFT APPLICATIONS
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You’ll be required to create a organization profile, with one
contact name. Make sure it’s the person who will be verifying the
gift.
Use the same user name & password for all programs, to make
login information easy to keep track of.
After verifying an online gift, print the verification.
If a gift ID number is provided, make a note of it. You made need
it sooner or later, maybe sooner than you think!
Sometimes requests to verify a gift are received before the gift.
Print the requests as a reminder to complete after receipt of the
gift or save the e-mail in a file.
Creating a second contact, for those times when the primary is on
vacation or sick leave, can be problematic. Avoid it, if at all
possible.
TRACKING THE APPLICATION
Use copies of your applications to identify aged
claims
 Contact matching gift programs by e-mail or
phone to follow up on old claims.
 Sometimes claims are denied in error. Follow up
with an e-mail or phone call to the matching
program, if you believe a claim has been
erroneously denied.
 Make a note of the promised date of payment, or
save the e-mail, for follow.
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E-MATCH DONOR LINK
USING E-MATCH DONOR LINK
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Give your donors the capability to determine whether their
gifts are eligible for matching.
E-Match usually provides donor with matching gift
application or link, or a referral to Human Resources.
Giving the donor access reduces the time you spend on
research and donor contact.
HEP maintains and updates their database, so you can
focus on revenue-producing activities instead of database
maintenance.
Market/publicize the link on you website, solicitations,
newsletter/magazines, and gift receipts.
Through HEP you can track the number of E-Match
searches on a monthly/annual basis.
MARKETING E-MATCH DONOR LINK
MATCHING GIFT AD FOR WEB
HEP MATCHMYGIFT
I PHONE, BLACKBERRY & DROID
LETTER TO DONOR
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Thank you for your recent gift to Cal Poly. Your generosity is indispensible to Cal
Poly’s success.
If you have already requested a match for that gift, we’re doubly grateful – and
there’s no need to read further.
But if you have not taken advantage of this employee benefit, would you please take
a few minutes to complete the Aerojet matching gift application? You can help us
reap almost $40,000.00 dollars in additional support from corporate matching funds.
(For matching purposes, if your employer has changed, please let us know.)
Matching gift programs leverage your resources – and provide additional support to
Cal Poly students.
To create a win-win situation for everyone, all you need to do is ask your HR
Department for a matching gift application and instructions.
If you have any questions, please contact me at (805)756-2713 or
[email protected].
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Gift Date
Gift Amount
Gift Designation
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12/10/2010
$50.00
College of Engineering
DONOR REQUEST FOR AN INTRANET APPLICATION
PROVIDE THE DONOR WITH THE GIFT DATE, AMOUNT, AND DESIGNATED
FUND THEY’LL NEED FOR THE MATCHING APPLICATION
Thank you for your 12/6/10 gift of $250 to biological
sciences. I thought you might like to know that
Genentech has a matching gift program that will
probably match this gift dollar for dollar,
allowing you to double the value of your gift at no
cost to yourself. If you'd like to take advantage of
this employee benefit, all you need to do is log on
to your company intranet, where you will find
instructions for completing a matching gift
application. Please let me know if you have any
questions.
DONOR REQUEST FOR A HARD-COPY MATCHING APPLICATION
PROVIDE THE DONOR WITH THE GIFT DATE, AMOUNT, AND DESIGNATED
FUND THEY’LL NEED FOR THE MATCHING APPLICATION
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Thank you for your 12/6/10 gift of $250 to
biological sciences. I thought you might like to
know that Lockheed Martin has a matching gift
program that will probably match this gift dollar
for dollar, allowing you to double the value of
your gift at no cost to yourself. If you'd like to
take advantage of this employee benefit, all you
need to do is complete and return the
attached/enclosed matching gift application.
Please let me know if you have any questions.
DONOR REQUEST WITH APPLICATION LINK
Thank you for your 12/6/10 gift of $250 to the
College of Business. I thought you might like to
know that Bank of America has a matching gift
program that will probably match this gift dollar
for dollar, allowing you to double the value of
your gift at no cost to yourself. If you'd like to
take advantage of this employee benefit, all you
need to do is go to the link below, where you can
complete an online matching gift application.
Please let me know if you have any questions.
 www.cybergrants.com/boa/branch.htm
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NOTIFICATION TO DONOR OF PAID MATCHING CLAIM
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Thank you again for your generous gift to Cal Poly. We’re doubly grateful that you
took the extra time and effort to increase the value of your gift matching from Macy's
Foundation, which we recently received. For gift clubs and recognition purposes, the
matching gift is added to your gift for a combined total.
Thanks to the high caliber of our students and faculty, Cal Poly has achieved
national distinction for its programs. But we know that Cal Poly’s success depends
on the generosity of supporters like you. You are the indispensable key to Cal Poly’s
success. On behalf of all of us here at Cal Poly -- and those yet to come -- thank you
for your support. If you have any questions, please contact me at (805) 756-2713.
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Your Gift
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$500.00 to the Orfalea College of Business on 12/9/2010
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Matching Gift
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$500.00 to the Orfalea College of Business on 3/8/2011
THANK YOU
Thank You for Attending
 This webinar and the PowerPoint will be up on
the HEP website in the Learning Center
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For Further Information Contact either Linda
Stark or HEP Development at
 703-669-5602
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