Donation Acceptance and Refusal Policy
Carers Accommodation Eurobodalla Regional Hospital Inc. (CAERH) welcomes and accepts with sincere thanks donations from individuals, businesses and other organisations that support our project.
We use donations to gather sufficient funds to complete our project in accordance with our mission. We are committed to making decisions that are in the best interest of achieving our goals of providing minimal cost accommodation to the immediate relatives and carers of patients receiving treatment in the hospital.
The purpose of this policy is to enable transparent, considered, and consistent decision-making regarding the acceptance, refusal, and return of gifts, and to provide assurance to potential supporters of CAERH’s professionalism and integrity.
Scope
This policy applies to all donations from individuals, businesses and organisations including, but not limited to, cash donations and in-kind goods and services.
Definitions
Donation:
Philanthropic grant:
Gift
voluntary transfer or conveyance of property, including cash, made without consideration or compensation
a gift of money from a charitable trust, foundation, or private ancillary fund. Grants may attract GST, depending on the conditions imposed by the funder.
For the purposes of this policy, a ‘gift’ describes a donation, bequest, philanthropic grant, or sponsorship.
Policy
CAERH is an Incorporated Association registered with the NSW Department of Fair Trading and Licensed to collect donated monies and to run fundraising events.
CAERH accepts with sincere appreciation gifts in the form of cash and in-kind goods or services consistent with the principles outlined in this policy in accordance with our purpose, and values.
CAERH may refuse or return a gift either at the time that the gift is given or any time after it has been accepted.
On a day-to-day basis, the CAERH members delegate the responsibility to accept, refuse, or return a gift to the Executive Committee. CAERH may accept, refuse, or return any gift at its sole discretion.
CAERH will not allow personal, political, commercial interests, or personal views on political or ethical issues to influence any decision to accept, refuse or return a gift.
All members of CAERH are volunteers and will not derive personal material benefit from any gift received.
Gifts
Cash gifts
Gifts come in a variety of forms and can be restricted for a specific purpose or unrestricted/for general purposes. CAERH values all offers of support and will honour the supporter’s wishes wherever possible.
CAERH may accept a gift for a specific purpose provided the activity is directly related to our mission, purpose and values, and where the outcomes resulting from the activity are deemed practically achievable.
Non-cash contributions – value in kind
CAERH will accept non-cash contributions in the form of pro bono services, volunteering, and goods in kind, so long as the acceptance of the non-cash gift is consistent with this policy.
New and second-hand goods provided in-kind must be of good quality and meet the relevant Australian safety standard/s.
Tied and untied gifts
In general terms and consistent with the principles outlined in this policy, CAERH will:
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accept any gift that is untied or is given for a general purpose
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accept tied gifts or gifts with a specified purpose where the value of the gift is $100,000 or more
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consider offers of gifts of less than $100,000 with a specified purpose, on a case-by-case basis.
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Regardless of the gift amount, the cost of administering the gift or servicing the relationship must not be greater than the value of the gift
Refusal of a gift
Reasons for refusal of a gift
CAERH may refuse a gift in the following circumstances:
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accepting the gift may constitute an offence under Australian law or could be considered unlawful in any respect
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the activities of the supporter are incompatible with the CAERH’s, purpose, and values, or infringe the rights of children and young people (see below for excluded and restricted industries)
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the supporter’s request for treatment of the gift is contrary to the taxation status of the CAERH in regarding the receipt of the gift
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the cost of accepting the gift would be greater than the value of the gift
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accepting the gift would result in a net decline in the monies raised
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it requires CAERH to first or additionally spend its own funds or resources
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accepting the gift poses a reasonable risk to the CAERH’s
Excluded industries
In general terms, CAERH will not accept gifts from individuals, businesses or organisations involved in:
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arms manufacture, sale, and/or export
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tobacco manufacture
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pornography or adult content creation (online and offline).
Restricted industries
Gifts from individuals, businesses or organisations engaged in the following restricted industries will be considered on a case-by-case basis by giving due consideration to the value of the gift, any costs or conditions associated with the gift, analysis of the risks of accepting the gift, and balancing this against the benefit that will be obtained.
Due diligence
The CAERH Committee is responsible for ensuring that appropriate due diligence is undertaken into each donor’s background and the associated gift conditions to ensure compliance with this policy.
Due diligence background research must be conducted into all prospective donors (including individuals, companies, or foundations) where the gift being solicited is $25,000 or more.
Recognition and stewardship
All gifts received will be processed and a receipt issued to the donor within a timely manner.
Costs
In accordance with accepted practice, any costs incurred by CAERH associated with the receipting and administration of a gift will be deducted from the funds received.
CAERH reserves the right to charge a donor a cost recoveries fee where it considers the cost of administering the gift to be significant.
Where a gift has been made via credit card, cheque or bank transfer, the Foundation may at its discretion apply only the net amount, that is, less any bank fees and charges, where it considers such fees and charges are significant.
Conflict of interest
Conflicts of interest must be reported immediately to the Chair of CAERH. A conflict of interest arises when the acceptance (or refusal) of a gift provides an implicit or explicit personal gain for the person making the decision.
Privacy and confidentiality
CAERH complies with all relevant privacy laws and practices. Information gathered by the CAERH about its donors in the normal course of receiving or seeking gifts is subject to its Privacy Policy.
CAERH will maintain confidentiality concerning gifts, fundraising proposals and negotiations, including proceedings relating to proposals for recognition, until they have been approved, or as requested by the donor.
CAERH will accept gifts from donors who wish to remain anonymous and will not publicly disclose the identity of a donor without their consent (unless obligated to disclose this information under law).
Vulnerable supporters
CAERH is considerate of supporters in vulnerable situations and will ensure that its fundraising practices do not target or exploit such circumstances. The Donation Acceptance & Refusal – Policy & Procedures internal procedure guides the necessary action when it is determined that a supporter is in a vulnerable situation and is unable to make an informed decision about their gift.
Record keeping
All gifts whether accepted, refused or returned, are recorded in the supporter management system with relevant documentation attached. The reason(s) for the refusal or return of the contribution will be communicated to the supporter in a timely manner.
Complaints
CAERH welcomes feedback to ensure continuous improvement of its supporter relationship management and overall service delivery. CAERH ensures that all enquiries and complaints are managed in accordance with its Complaints Policy and Privacy Policy. CAERH will return a gift where it has genuinely been made in error.