Gift Acceptance Policy

1. Purpose and Scope
1.1 To ensure responsible stewardship, ccet accepts contributions that directly advance its mission and reflect its organizational values.
1.2 All monetary and non-monetary donations are subject to this Gift Acceptance Policy. This policy applies to all persons authorized to accept gifts on behalf of ccet, including designated members of staff and the board.
2. Types of Acceptable Gifts
2.1 Monetary donations via electronic transfer, including wire transfers and ACH, will be accepted with proper documentation of the donor’s name, amount, and purpose. Our finance team will verify and record all electronic transfers promptly. All electronic donations will generate a confirmation and receipt.
2.2 Non-monetary gifts will be subject to review by the ethics committee. Tangible items will be evaluated for usability and value. Real estate gifts will require board approval and due diligence. Planned gifts will be coordinated with the donor and their advisors. Proper documentation will be kept for all non-monetary donations.
2.3 To ensure responsible stewardship, ccet will accept in-kind donations of artwork, vehicles, and equipment that are in good working order, directly applicable to our operational needs, and do not create significant ongoing expenses. Each potential donation will be evaluated for its utility, marketability, and the associated costs of maintaining or disposing of the item.
2.4 Our gift acceptance policy encompasses planned giving instruments, including bequests, charitable trusts, and life insurance policies. These gifts provide valuable support and are handled with the utmost care and respect.
2.5 While ccet recognizes the growing prevalence of cryptocurrency, we currently do not accept donations in this form. We are actively monitoring the regulatory environment and may revise this policy in the future.
3. Gift Restrictions and Conditions
3.1 Prior to accepting a restricted gift, ccet ethics committee will conduct a thorough assessment to determine if the proposed restrictions are compatible with our strategic goals and values. A written agreement outlining the terms of the restricted gift will be executed between the donor and ccet.
3.2 The acceptance of conditional gifts will necessitate a thorough review to ensure the stipulated conditions are feasible and do not compromise our mission, values and operational integrity. Ccet ethics committee will assess the potential impact of the conditions on program delivery and whether we can effectively meet the donor’s requirements.
3.3 Gifts with conditions that impose excessive reporting requirements, necessitate the hiring of specialized personnel beyond our organization’s capacity, or demand the alteration of core programs in a way that is detrimental to our organization will be deemed unacceptable.
3.4 Gifts with requirements that our organization endorses specific political candidates or viewpoints, or conditions that discriminate against race, tribe, gender, creed, social status, or stipulations that would force the organization to violate applicable laws or regulations will be deemed unacceptable.
3.5 Ccet reserves the right to decline any gift with conditions that create a conflict of interest, limit the organization’s ability to serve its mission, or impose conditions that are against the law, or that would cause damage to its reputation.
4. Gift Valuation and Acknowledgement
4.1 Ccet will determine the fair market value of all non-cash gifts. Donors are responsible for providing documentation to support the valuation. A written acknowledgement, including the date and description of the gift, will be sent to the donor promptly. For gifts that qualify for tax deductions, the receipt will follow the Zambia Revenue Authority regulations.
4.2 Upon receipt of any donation, ccet will generate a formal acknowledgement letter within 14 days. This letter will serve as a receipt and will include the date of the donation, a description of the gift, and the necessary language for tax deductibility, as required by applicable tax laws.
5. Ethical Considerations
5.1 Ccet Gift Acceptance Policy requires all members of staff, volunteers and board members to disclose any potential conflicts of interest that may arise during the gift acceptance process. Gifts from individuals with whom a conflict exists will be subject to heightened scrutiny and may be declined.
5.2 Ccet is committed to avoiding conflicts of interest in all gift acceptance decisions. Any potential conflict must be reported immediately to the ethics committee or the board of directors, who will assess the situation and make a determination based on the organization’s ethical guidelines and best interests.
5.3 Donor information will be kept confidential and accessed only by authorized personnel. We will not share or sell donor information to third parties without explicit consent, except as required by law. Our data handling practices are in strict adherence to all relevant data protection regulations.
5.4 Gifts may be declined if they conflict with our organization’s mission, values, pose undue financial or reputational risk, or violate ethical guidelines. When refusing a gift, we will provide a clear and respectful explanation, emphasizing the importance of maintaining a positive relationship with the donor. If possible, we will offer alternative ways that donors may use to support our causes.
6. Roles and Responsibilities
6.1 The Board of Directors is responsible for the governance of the Gift Acceptance Policy, including its approval, periodic review, and any necessary updates. The Board will ensure that the policy is implemented effectively and that all gift acceptance decisions are made with transparency and accountability.
6.2 Designated staff members are responsible for receiving and processing all donations, issuing timely acknowledgments, ensuring the security of donor information, and accurately recording all gifts in the financial system. They must also adhere to all applicable data protection laws and confidentiality policies.
7. Policy Review and Amendments
7.1 To ensure ongoing compliance and effectiveness, the Gift Acceptance Policy will be reviewed annually. Any necessary revisions will be recommended by the ethics committee and approved by the Board of Directors.
7.2 Amendments to this policy shall be initiated through a formal proposal submitted to the ethics committee, outlining the proposed change, its rationale, and its potential impact, followed by a review and vote by the Board of Directors according to established procedures, ensuring transparency and adherence to the organization’s mission.
Last updated on 5th March, 2025