AIDS Walk Atlanta

Matching Gift Instructions and FAQ

Every company has their own procedure for submitting a matching gift request. On the Matching Gifts page, you can use our search tool to find your employer in our matching gifts database. If the company is in our database, you can select it to see the specific instructions for that company’s matching gifts process. Different organizations have different requirements and procedures, so please look up each company individually.

To get better results, try entering just a part of the employer name. If your employer doesn’t appear on the list, ask them if they might be registered under a different official name. Or ask your Human Resources or Community Relations Departments directly about their matching gifts process.

Important tips:

  1. Select the correct organization!
    AHF-ATL AIDS WALK
    PO BOX 935963
    Atlanta GA 31193-5963
    If AHF-ATL AIDS WALK isn’t an option, choose AIDS HEALTHCARE FOUNDATION and then designate ATL AIDS WALK if given the option.
  2. Provide the participant information with your submission if possible.
  3. Submit the request as soon as possible to allow ample processing time.
  4. Make copies of matching gift forms or forward the email confirmation to info@aidswalkatlanta.org for processing.

There are three basic methods of submitting a matching gift request; paper matching gift forms, online forms, and non-traditional programs. The process for each method is listed below.

Paper Matching Gift Forms:
Paper matching gift forms are often available for printout through our search tool on the Matching Gifts page, or they can be obtained directly through the donor’s employer. The process for matching gift forms is as follows:

The donor fills out their portion of the matching gift form and mails it to the AHF-AIDS Walk Atlanta bank lockbox (PO BOX 935963, Atlanta GA 31193-5963)

) along with a copy of their donation receipt. Once the form is received in the AIDS Walk Atlanta office, it is filed by date and processed in the order it was received.

 

The AIDS Walk Atlanta Team will then fill out the organization’s portion confirming receipt of the donor’s contribution. If AIDS Walk Atlanta is eligible for matching under the company’s matching gift program guidelines, the matching funds will be posted when the matching company provides confirmation that the match is approved or when we receive payment, whichever comes first.

Online Matching Gift Forms:
Online submission links are provided internally by the donor’s employer. The process for online forms is as follows:

The donor submits their matching gift request online through the link provided by their employer. It is essential that they select AHF-ATL AIDS WALK (PO BOX 935963, Atlanta GA 31193-5963)

) as the recipient organization in order for the funds to be received and credited to the participant’s fundraising account. If AHF-ATL AIDS WALK isn’t an option, choose AIDS HEALTHCARE FOUNDATION and then designate ATL AIDS WALK if given the option. The donor should also make note of the participant’s name if they are given the option to include a designation note.

 

Online Matching Gift Programs vary in their method of notification of these requests. Some programs send an automated email notification to the organization directly, while others direct the employee to send the notification via email themselves. Notifications should be forwarded to: info@aidswalkatlanta.org

The AIDS Walk Atlanta Team will then confirm receipt of the donor’s contribution. Online requests are confirmed in the order received. Once the online request is confirmed by our staff, it is submitted to the company for review and payment. The matching funds will be posted to the participant’s fundraising account when the matching company provides confirmation that the match is approved or when we receive payment, whichever comes first.

Non-Traditional Programs:
Some employers partner with 3rd party administrators such as Your Cause and Benevity to manage their Corporate Giving Programs. These programs allow employees to make both their contribution and matching gift requests to organizations through their employer, including payroll deduction donations. The process for this type of program is as follows:

The donor makes their contribution through payroll deduction, or via credit card through their employer’s online portal, and also applies for the match directly through their employer. This type of program does not require any confirmation from AIDS Walk Atlanta, as they distribute both the donation and matching funds to the organization directly

AIDS Walk Atlanta has access to online reporting for funds distributed. The standard payout schedule for this type of program is 30-45 days after the month in which the donation/match request was made.

Donations and matches are not paid out together.

Matching gifts received via third-party administrators will be posted to the participant’s fundraising account once confirmation has been received by the administrator.

Matching Gifts FAQ
1. What is a matching gift?
A matching gift is a benefit offered by some employers to encourage charitable giving among their employees. Employer matching gift programs are a great way for your donors to double or, in some cases, triple their contribution.

2. How can I approach my donors about getting a matching gift?
Your donors may not be aware that their employer participates in a matching gift program. A great way to educate and encourage donors to utilize these programs is in your fundraising letter or email. Add a “P.S.” statement at the end of your letter such as, “Double the impact of your gift at no additional cost! Visit AIDSWalkAtlanta.org/matching to see if your gift can be matched through an employer matching gift program.”

3. How do I know if a company will offer a matching gift for a donation?
Visit AIDSWalkAtlanta.org/matching and search for the name of the company. To get better results, try entering just a part of the employer name. If your employer doesn’t appear on the list, ask them if they might be registered under a different official name. If still do not see the name of the company listed in our search tool, select the “new company” link on the Matching Gifts page and fill out the web form to request your company be added to the list. You will be contacted via email after we have confirmed whether the company does or does not match for AIDS Walk Atlanta. Alternately, ask your Human Resources or Community Relations Departments directly about their matching gifts process.

4. How does a donor apply for a matching gift?
To make a matching gift, first go to AIDSWalkAtlanta.org/matching and use our search tool to look up the name of a company. If the company is in our database, select it and you will see the specific instructions for that company’s matching gifts process. Different organizations have different requirements and procedures, so please look up each company individually.

To get better results, try entering just a part of the employer name. If your employer doesn’t appear on the list, ask them if they might be registered under a different official name. If still you do not see the name of the company listed in our search tool, select the “new company” link and fill out the web form to request your company be added to the list. You will be contacted via email after we have confirmed whether the company does or does not match for AIDS Walk Atlanta. Alternately, donors can also check with their Human Resources or Community Relations Departments to inquire about their internal process.

Important Tips:

  1. Select the correct organization!
    AHF-ATL AIDS WALK
    PO BOX 935963 
    Atlanta GA 31193-5963
    If AHF-ATL AIDS WALK isn’t an option, choose AIDS HEALTHCARE FOUNDATION and then designate ATL AIDS WALK if given the option.

     

  2. Provide the participant’s name with the submission if possible
  3. Submit the request as soon as possible to allow ample processing time so that the participant can receive credit before the event
  4. Make copies of matching gift forms or forward the email confirmation to info@aidswalkatlanta.org for processing.
  5. The matching gift company has a list of non-profit organizations to choose from; which name should I pick?

In order for a participant to receive credit for a matching gift, it is very important to choose AHF-ATL AIDS WALK at PO BOX 935963, Atlanta, GA 31193-5963 as the designated recipient. If AHF-ATL AIDS WALK isn’t an option, choose AIDS HEALTHCARE FOUNDATION and then designate ATL AIDS WALK if given the option. Please do not choose any of the individual beneficiaries as the designated organization.

6. What will happen if a matching gift is not approved by a matching gift company?
If a matching gift company does not approve a matching gift the company will contact either the donor or the AIDS Walk Atlanta office. If we are contacted, we will pass the information on to the participant.

7. What should I do if I can't find my company in the matching gifts search?
To get better results, try entering just a part of the employer name. If your employer doesn’t appear on the list, ask them if they might be registered under a different official name.

If you didn't find a company in the list, it may be that AIDS Walk Atlanta is not eligible, the program has been temporarily suspended, or it is not in the database. Please contact info@aidswalkatlanta.org and we will do some further research on the company you requested. Please allow five days for a response. Alternately, donors can also check with their Human Resources or Community Relations Departments to inquire about their internal process.

8. My donor applied for a match that has not shown up in my fundraising total, how can I check on the status of the match?
Gather the following information and contact us at info@aidswalkatlanta.org. IMPORTANT NOTE: Before contacting us about a missing matching gift, please allow four weeks from the time the request was submitted to allow the matching gift to post.

  1. Donor name
  2. Donation amount & date
  3. Matching gift company
  4. Amount of matching gift
  5. Date matching gift request was submitted
  6. Method of submission (Paper, employer portal, 3rd party portal)

9. What happens if a matching gift comes in after the October 31 fundraising deadline?
The amount of the matching gift will be added to the participant’s fundraising total. However, if the match is for a donation to a beneficiary team, matches processed after October 31 will not qualify for AIDS Healthcare Foundation’s disbursement to that beneficiary.