Payroll Giving policy template

Adapt freely. Replace [Company Name] and the agency name.

Payroll Giving Policy

1. Purpose

[Company Name] offers a Payroll Giving scheme so that employees can donate to UK registered charities directly from their pre-tax pay, in the most tax-efficient way available.

2. The scheme

Our Payroll Giving Agency is [Agency name]. They are an HMRC-approved Payroll Giving Agency. Donations are deducted from gross pay each pay run and forwarded to the chosen charity by the agency.

3. Eligibility

All UK-payrolled employees may participate from their first pay date. There is no minimum tenure or contracted hours requirement.

4. Joining

Employees can join, change, pause, or cancel their donation at any time through the agency's online portal or by contacting [HR / Payroll]. Changes take effect from the next pay run.

5. Charity choice

Employees can donate to any UK registered charity, with no minimum or maximum amount.

6. Costs

The agency charges a small monthly admin fee per donating employee. [Company Name] [absorbs this fee / passes this fee through], so [100% / 100% minus £X] of every donation reaches the chosen charity.

7. Matching

(Optional — delete if not applicable.) Donations made via Payroll Giving are also eligible for our matched giving programme, up to the annual cap. See the matched giving policy for details.

8. Privacy

Information about who donates and how much is treated confidentially and not shared with managers or other staff.