NYSA: Employee Matching Funds Procedures for Volunteers
Employee Matching Funds Procedures for Volunteers
VALIDATE VOLUNTEER HOURS WITH MY EMPLOYER:
Background
Many companies will match an employee's time volunteering (this includes tasks like coaching or helping in the concession stand) with a financial gift to the nonprofit – and the donations help us improve NYSA! Want more information? Reach out to your company's Human Resources Department.
Example Items that can be reimbursed:
- Soccer Supplies: (Balls, Practice Vests, Cones, First Aid Kits, Ice Packs, etc).
- Sports Camera Equipment: (VEO, Trace, etc).
- Tournament/League Fees: (Team Registration Fees, Team Travel Fees).
- Soccer Training Fees: (Toca, Team Trainer, Arena, etc).
I want to:
VALIDATE VOLUNTEER HOURS WITH MY EMPLOYER:
Employers can validate volunteer hours by emailing office@northshoresoccer.org
REPORT DONATIONS/GRANTS:
I want to report a past or future donation to NYSA to be credited to my Team, Club, or NYSA.
IF YOU DON’T FILL OUT THIS FORM THEN THE DONATION WILL GO TO THE NYSA GENERAL FUND BY DEFAULT***, IT IS ALSO POSSIBLE TO SPECIFY WHERE YOU WANT THE DONATION TO GO BY PUTTING A NOTE ON THE DONATION IN THE SOURCE SYSTEM LIKE BENEVITY OR CYBERGRANTS.
Report Grant Form (CLICK HERE)
***UNSPENT TEAM FUNDS OLDER THAN 2 YEARS WILL REVERT BACK INTO THE NYSA GENERAL FUND.
RUN A TEAM BALANCE INQUIRY:
I want to run a balance inquiry on my account so that I know how much money is left in my team’s matching fund.
Balance Inquiry Form (CLICK HERE)
GET REIMBURSED:
I want to get reimbursed by NYSA for my team or club’s expenses from my team’s employee Matching Funds Account.
According to IRS rules governing charitable contributions (IRS Publication 526) and tax-exempt organizations (Treasury Regulation § 1.501(c)(3)-1(c)(2)), employer matching funds must be used for expenses that benefit teams or organizations as a whole, rather than individuals. Using charitable funds for individual expenses could be considered private benefit, which is not allowed under IRS regulations.
Reimbursement Form (CLICK HERE)
Make sure to email receipts to accounts-payable@northshoresoccer.org after submitting the reimbursement form.
FAQ
Why am I required to submit receipts for reimbursement?
Because NYSA is required to keep an audit trail of receipts for the matching funds processing companies. This is to help ensure that #1). The funds are spent on items that support our 501(c)(3)’s charitable purpose and mission, and maintain our non-profit status. #2). We stay in good standing and compliance with the matching funds processing companies such as Benvity, Cybergrants, and YourCause.
Why Should I put the Team ID in the memo section of my employer matching fund grant paperwork?
This helps NYSA bookkeeping place the funds in the appropriate account more efficiently.
Who can I contact to get my Team ID? office@northshoresoccer.org
How much time can pass between my donation and the funds being accounted for into my team account?
Generally, it can take 2-4 weeks.