Donation Acceptance Policy

Donation Acceptance Policy

1. Purpose

This policy guides how Rutland Street Church receives, acknowledges, and manages donations from members, supporters, and the wider community. It ensures that giving is handled with integrity, that donors are treated with respect, and that we comply with our obligations as a registered charity under the Charities Act 2005.

2. Our Foundation

"Each one must give as he has decided in his heart, not reluctantly or under compulsion, for God loves a cheerful giver." — 2 Corinthians 9:7 (ESV)

We believe that generosity flows from a grateful heart. Our role is to receive gifts with gratitude, handle them with care, and use them faithfully for the purposes for which they were given. We will never pressure, manipulate, or guilt anyone into giving.

3. Scope

This policy applies to all types of donations received by Rutland Street Church, including cash offerings, bank transfers, cheques, automatic payments, in-kind gifts, and charitable bequests. It applies to all staff, volunteers, and elders involved in handling or receipting donations.

4. Types of Donations Accepted

4.1 General (Unrestricted) Gifts

Donations with no conditions attached. These go into the general fund and support the church's overall mission and operations. This is the preferred form of giving.

4.2 Designated (Restricted) Gifts

Donations given for a specific purpose — for example, a building project, mission support, or a benevolence fund. These funds must be used for the stated purpose and tracked separately. If a designated purpose cannot be fulfilled, the donor will be contacted, and funds may be returned or redirected with their agreement.

4.3 In-Kind Donations

Gifts of goods, services, or equipment. These are assessed for usefulness and condition before acceptance. In-kind gifts are recorded at a reasonable estimated value.

4.4 Bequests and Estates

Gifts left by donors in their wills. All bequests are reported to the Board and handled according to the terms of the will and the church's Delegated Authority Policy.

5. When to Decline a Donation

Not all donations are appropriate to accept. We may decline a gift where:

• It comes with conditions that conflict with our values, mission, or legal obligations
• Accepting it could create a conflict of interest or an inappropriate relationship
• There are reasonable grounds to question the legitimacy of the funds
• The in-kind gift is unsuitable, unsafe, or imposes an ongoing cost we cannot sustain

The decision to decline a significant donation rests with the leadership team or Board. Declining a gift should be handled with grace and care.

6. Receipting and Acknowledgement

All donors who provide contact details will receive a receipt. Receipts are issued in line with Inland Revenue requirements for charitable donation tax relief (where applicable). Anonymous donations are accepted; no receipt will be issued unless a name and address are provided. Receipts are issued promptly — within two to four weeks of receiving the gift where practicable.

7. Handling of Cash

All cash offerings are counted by at least two people, with both signing the count record. Cash is banked promptly — within two working days of receipt. Cash is never left unsecured overnight where this can be avoided.

8. Donor Privacy

Donor information is handled in accordance with our Privacy Policy and the Privacy Act 2020. Individual giving records are confidential and are not shared with board members, elders, or staff unless there is a specific and legitimate governance reason to do so.

9. Review

This policy is reviewed annually by the leadership team.