Employee Matching Funds Procedures for Volunteers
NYSA: Employee Matching Funds Procedures for Volunteers
Background: How to match your donation and or volunteer hours
0). VALIDATE VOLUNTEER HOURS WITH MY EMPLOYER:
2). RUN A TEAM/CLUB BALANCE INQUIRY:
Why am I required to submit receipts for reimbursement?
How much time can pass between my donation and the funds being accounted for into my team account?
Background: How to match your donation and or volunteer hours
Many companies will match an employee's time volunteering with a non-profit charitable organization, recognized by the IRS as 501(c)(3), like NYSA with a donation to the non-profit. These donations help NYSA fulfill its mission! Eligible volunteer activities are those directly supporting NYSA missions, such as coaching, managing a team, helping in the concession stand, or doing spring cleaning at the NYSA office.
Further, companies also match donations made to NYSA. Donations can be in monetary and other forms of values, such as equipment and services.
Each company has a unique process for submitting requests for volunteer hours matching and donations. Please research your employer's company website for those process instructions. Use following information for the request:
- NYSA Tax EIN: 23-7277663
- NYSA Tax Registration Name: Northshore Youth Soccer Association
NYSA recognizes your affinity to the team and the club that you and your player are part of and carefully allocates incoming hours matching funds to a specific team or club. To enable this tracking, please ensure to specify a team or a club on your hours match request. See detailed instructions on this aspect further in this procedure.
NYSA also recognizes that teams and players benefit greatly from sport accessories that enhance development and performance. NYSA will reimburse the cost of such equipment, provided that the volunteer hours match request was submitted to your employer and processed (with funds received by NYSA) ahead of the reimbursement request. Please see instructions for this procedure here. It is important to note that an item cannot be double-accounted as a charitable donation to NYSA and as an item you seek reimbursement for. An item has to be paid for by (1) either a person donating or by (2) a person earning the value of an item by volunteering, even though in case of (1) NYSA will also receive a matching donation from an employer. NYSA welcomes both cases, yet prefers (1) because both the team/club receiving an item and NYSA receiving employer donation benefit from such arrangement.
Example items that can be reimbursed are:
- 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).
Reimbursement Process:
0). VALIDATE VOLUNTEER HOURS WITH MY EMPLOYER:
Employers can validate volunteer hours by emailing office@northshoresoccer.org to check if the volunteer hours reported are accurate. In some cases the office may need to refer the employer to the club leadership if the office isn’t familiar with the volunteer’s roles.
1). REPORT DONATIONS/GRANTS: (YOU CAN SKIP THIS IF YOUR TEAM ID IS CLEARLY NOTED IN THE DONATION MEMO WITH YOUR COMPANY)
I want to report a past or future donation to NYSA to be credited to my Team, Club, or NYSA. If you don’t allocate the donation (to a restricted funds account) to a team or club the funds will go to the NYSA general fund to be used for any NYSA expense.
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 BE ALLOCATED INTO THE NYSA GENERAL FUND.
2). RUN A TEAM/CLUB 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)
3). 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. Please note this in your expense planning decisions. An example of an expense not eligible for reimbursement include cost of lodging during an out of state tournament.
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, club name, or program name in the memo section of my employer's match request?
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 If you leave this blank it will go into the general (Unrestricted) fund. Unrestricted is preferred.
How much time can pass between my donation and the funds being accounted for into my team account?
Generally, it can take 1-2 months.