DONATIONS AND FUNDRAISING POLICY

SECTION 1 – PURPOSE AND CONTEXT

(1) Donations, bequests and fundraising activities form an important role in PopIt Snack Platform’s fulfilling its mission and goals. This policy outlines the PT Mandiri Tunggal Sejahtera Berkarya’s (the terms reffer to “Company”, “We”, “Us”, “PopIt Snack”, “PopIt Snack Platform”, “PopIt Snack Website and App”, “Website”, “Site”, “Application”, “App”, “Networks”)  requirements for the effective and ethical acceptance and management of donations and the conduct of fundraising activities.

(2) The Company welcomes donations from its user, staffs, individuals, governments and agencies, the business community and other organisations which support its Mission.

(3) Donations may be used to support any endeavour consistent with the mission and goals of the Company including fund capital works. The funds may be expended completely or maintained as an endowment.

(4) This policy applies to all donations, bequests and fundraising activities (be they in cash or kind) and to anyone who is involved in the raising or receipting of funds donated for Company purposes.

(5) This policy does not apply to sponsorship. The Company may establish a policy on sponsorships in due course. Grants to the Company by the Indonesian Government, state and local governments, are not covered by this Policy.

 

SECTION 2 – DEFINITIONS

(6) The following definitions apply for the purpose of this policy:

a. Bequest means a donation of property by will or codicil. See Will.
b. Donation means a voluntary contribution or gift, whether in cash or kind. Donations will have the following characteristics:

i. There is a payment of money or a transfer of the beneficial interest in property;
ii. The payment or transfer is made voluntarily;
iii. The payment or transfer arises by way of benefaction;
iv. No material benefit or advantage is received by the donor.

c. Donor means any person or organisation making a donation to the Company.
d. Endowment is a donation made with the intention that funds are invested to ensure ongoing support for beneficiaries from the investment earnings.
e. Fundraising Activity means all activities undertaken by or on behalf of the Company with the aim of soliciting or receiving donations.
f. Foundation means the PT. Mandiri Tunggal Sejahtera Berkarya
g. Grant is the provision of financial assistance from a grant-making entity (such as a charitable foundation) to the Company. Grants may be treated as donations if the grant does not involve the return of any material benefit to the grant maker.
h. Pledge means a documented commitment to make a donation within a specified period of time.
i. Prospect means a prospective donor, ie. an individual or organization with both the financial capacity and the likely inclination to support the Comapny via a major donation (as may be defined by the Comapny from time to time) or a bequest.
j. Recognition means actions taken by the Company to recognise the generosity of donors, individually or collectively.
k. Sponsorship means a transfer of money or property to the Company in a transaction where the sponsor receives certain specified material benefits in return.
l. Tied donations refer to any donation given and received for a specified purpose that cannot normally be used for any other purpose without the donor’s approval. For example, to specifically fund the salary of a managerial chair, the purchase of equipment, or to fund a named user prize or any presence of goods. Tied donations may have an end date.
m. Untied donations refer to any donation given and received for no specified purpose that can be used at the discretion of the Company.
n. Will refers to a legal declaration of a person’s wishes regarding the disposition of their property after death.

 

SECTION 3 – POLICY STATEMENT

(7) The principles underpinning this Policy are:

a. transparent and ethical processes for the acceptance and management of donations and fundraising activities
b. protecting the confidentiality of donors and sponsors consistent with their wishes and to the extent provided by law
c. adequately identifying funds and using them for the purpose which they were provided
d. compliance with all relevant legislation governing fundraising
e, there will be a strategic, uniform and coordinated approach for the seeking and acceptance of donations

(8 ) All donations in cash or kind (with the exception of office materials or works of art which are subject to separate policies – see Section 4 Part C below) are made to the Company with the intention of supporting the Company’s mission and goals.

(9) The Company office responsible for managing the Company’s relationships with donors and prospective donors.

(10) No member of the Company or its associated organisations may make formal approaches for fundraising purposes unless coordinated with, and approved through Company which must approve all fundraising activities including appeals, events, and private requests.

(11) The Company only accepts donations where they are ethical in nature and they are consistent with the mission, goals and policies of the Comapny. The Company reserves the right to refuse an offered donation.

(12) The solicitation of donated funds for the Company must be for Comapny purposes generally and not for specific individuals or their projects (such as individual research projects).

(13) Employees must complete a Gift Manageability Assessment and seek advice from the Head of Management, Finance and Resources, or the Executive Director, with regard to the potential impact on the Comapany prior to accepting any in-kind donation.

(14) No person representing the Company is to engage in speculation about the taxation implications or legal status of donations with respect to the potential impact on the donor. Donors should seek their own independent advice about these matters (refer Part E).

Part A – The PopIt Care

(15) The PopIt Care is a not-for-profit company established to act as Trustee for the Company and for encouraging donations to the Trust.

(16) The PopIt Care is a wholly controlled entity of the Company.

(17) The PopIt Care does not employ staff. The Company, through the employs staff responsible for providing administrative support to tThe PopIt Care and strategic support to the Company and its Divisions, and other units within the Company.

(18) The PopIt Care has Deductible Gift Recipient status under the Income Tax Assessment Act and is the holder of The PopIt Care’s ‘Authority to Fundraise’ on behalf of the Company. Only authorised representatives of The PopIt Care may undertake fundraising activities on behalf of the Company.

(19) The Company, through The PopIt Care, will use a tied donation in the manner in which it was intended. Where this is not possible, the Company will contact the donor or their representative and discuss alternative arrangements.

(20) Where the Company receives an untied donation, The PopIt Care Board in consultation with the Company will determine where the donation is to be allocated.

(21) The PopIt Care may undertake its own fundraising activities in accordance with the principles set out in this policy.

SECTION 4 – PROCEDURES

Part B – Solicitation of Donations to The PopIt Care

(22) Solicitation of donations may be undertaken through various approved methods including, but not limited to, direct mail or face-to-face appeals. Approval to solicit donations must be obtained by the Executive Director.

(23) Staff wishing to undertake the soliciting of donations or fundraising activities for the Company must apply in writing for approval from the Company Forms. Applications should include who they will be approaching and the methods they intend to use.

Part C – Acceptance of Donations to The PopIt Care

(24) The Company accepts donations through a variety of means including: cash, cheque, credit cards, direct deposit, money order, shares, property and approved forms of in-kind donations.

(25 ) The Company will process donations in a timely manner, and in accordance with relevant legislation, will issue a receipt upon acceptance of a donation.

(26) The PopIt Care does not accept the donation of artwork on behalf of the Company, as these are given directly to the Company. Where in-kind donations include the offer of art works to the Company’s Collection, the Company will accept or decline the donation in accordance with the Collection Policy.

(27) Where in-kind donations include the offer of books or other material to the Company Collection, the Company will accept or decline the donation in accordance with the Collection Policy.

(28) Where an offer of a donation is not accepted, the Executive Director, in consultation with the Company, will determine the appropriate manner in which to convey to the donor the Comapny’s decision.

(29) Certain fundraising activities are not regarded as philanthropic, and do not generate donations. Such activities include the sale of raffle tickets or tickets to attend a fundraising event. However, the donor may require specific acknowledgement of their support. Staff should liaise with the Company Office in every instance to ensure consistency in acknowledging donors.

(30) Donors are encouraged to provide written advice to the Company with details of their donation, including identifying the amount, purpose, and if appropriate, pledge period of time.

(31) No employees or students engaged in activities resulting in or relating to receipting of donations (eg. fundraising, donor liaison) on behalf of the Company will grant or accept favours for personal gain, and will avoid actual or apparent conflicts of interest. Refer to the Conflict of Interest Policy.

Part D – Recording and Management of Donations

(32) The Company will receive, bank and process all donations on behalf of the Company and The PopIt Care. All other units of the Company are responsible for ensuring that all donations received by the Company by any means are forwarded immediately to The PopIt Care through the Company along with copies of any accompanying documentation such as letters, cards, notes, and agreements.

(33) The Company is responsible for ensuring that all monetary funds received by the Company are deposited to the correct Trust Fund. The Company must ensure that the funds are:

a. deposited within 48 hours in the Company account;
b. the donor is issued with an official receipt for tax purposes; and
c. an appropriate acknowledgement is organised to be sent to the donor.

(34) The Company will maintain a secure fundraising database that will record sufficient information in order to manage the donation with regards to the donor’s intent. Each record may contain:

a. the name and contact details of the donor or their legal representative;
b. the type of donation (cash, in-kind, bequest etc);
c. a description of the donation (cheque, money order, shares, property, pledge, in-kind services);
d. the amount or value of the donation, including pledge period, if appropriate;
e. the conditions of the donation (if applicable) including if the donation is to be endowed and the terms of the endowment;
f. the purpose to which funds/goods/services are to be used;
g. the receipt details;
h. the recognition provided to the donor by the Company;
i. the history of contact with the Company;
j. who was responsible for soliciting the donation and who is to be responsible for nurturing the donor.

(35) In the case of donations made in-kind the amount of the donation recorded will be that amount stipulated through independent valuation (see Part E below).

(36) Tied donations will be managed separately and in accordance with the donor’s intent. Wherever possible the Company will use the donation in accordance with the original specified purpose and conditions. Where this is not possible, theCompany will contact the donor, or their representative, to discuss alternative acceptable purposes.

(37) The Company will inform the donor (or their legal representative) of the use to which donations have been disbursed, the amount of the disbursement, and if appropriate, the recipient (in the case of scholarships and prizes for tied donations).

(38) The Company is bound by the regulation and Company judiristic. Information gathered by the Company about its donors in the normal course of receiving donations is subject to the Company’s Privacy Policy.

(39) All information pertaining to a donation is confidential and as such is to be protected from inappropriate distribution and/or publication. Distribution and publication of such information will be consistent with the donor’s wishes and to the extent provided by law.

(40) Donors may request from the Company copies of the Company’s Annual Report, which includes financial statements.

Part E – Fundraising Activities

(41) The PopIt Care is the holder of the Company’s ‘Authority to Fundraise’ on behalf of the Company, and is thus the only authorized fundraising authority for the Company. Accordingly all fundraising activities will be conducted through the Company.

(42) Fundraising activities must be free from unethical practices and consistent with the mission, goals and policies of the Company.

(43) Only authorised representatives of the Company may conduct fundraising activities. Parties wishing to raise money on behalf of the Company must contact the Company prior to commencing these activities in order to complete an endorsement process in line with the regulation.

(44) All materials used in advertising an approved fundraising activity must state the intended use for any money raised.

(45) Recognition should be given to donors in fundraising activities consistent with Part F of this policy.

(46) It is the responsibility of the Company to coordinate and manage the Company’s structured fundraising programs. This includes, but is not limited to, Workplace Giving, Bequest Development programs, Project Campaigns, and Prizes Program.

Part F – Taxation

(47) There are differing taxation provisions and requirements applicable to various types of donations (whether the donation is in cash or kind). These may impact on the donor and/or the Company.

(48) Donors are encouraged to seek independent professional advice about the taxation status and any other business or legal implications associated with their donations.

(49) For taxation purposes, an independent valuation of the goods or services is required where a donation is made in-kind. The donor is responsible for arranging and paying costs associated with the valuation of the goods.

(50) The PopIt Care is the Company entity that holds Deductable Gift Recipient (DGR) status for the purpose of taxation. All donations that are eligible for tax-deductibility shall be credited to the Company. All non-tax deductable contributions and payments, such as the purchase of tickets or auction items, shall be banked through the Company.

 

SECTION 5 – GUIDELINES

Part G – Donor Recognition

(51) The Company will manage its relationships with its supporters and prospective supporters in a coherent and collaborative fashion.

(52) Donors or prospective donors may have multiple affiliations and interactions with different parts of the Company, and the Company’s management of such relationships should seek to acknowledge this. Institutional collaboration and dialogue are essential for a coherent and coordinated approach to maximising donor support.

(53) A decision to make a philanthropic donation to an area of the Company will be dictated by the donor’s decisions and interests. The Company will therefore adopt a donor-centric approach to requests for philanthropic support, based on an understanding of the donor’s interests as well as the institution’s needs.

(54) The Company will ask for donations (including major bequests) in a planned and co-ordinated way, to maximise potential success and to discourage inappropriate, ill-considered, or multiple approaches to potential donors.

(55) Donations should be sought for the project(s) and area judged most likely to receive a donation from a prospective donor, based on an understanding of the prospective donor’s interests.

(56) Once a donation or pledge has been received, effective management of donor relations encourages donor loyalty and provides a compelling case for the donor’s continued support.

(57) Donor relations consists of three distinct elements:

a. Acknowledgement – All donations to the Company will be promptly and properly receipted
b. Recognition – The Company may publicly demonstrate its appreciation for the support given by donors through donations and pledges in a number of ways including:

i. “Thank you” functions held with Company Executive and/or The PopIt Care Board members, including the Executive Director.
ii. Acknowledgement of support on Honour Boards or similar.
iii. Naming rights (approved in accordance to the Naming Policy).

c. Stewardship – The Company accepts responsibility for advising donors on the use of funds donated and the impact of their donations to the Company.

 

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