Fundd policy: donations, fees and grants

This policy establishes the rules governing the approval, allocation, withdrawal and transfer of funds held with Fundd for charitable grant purposes.

• Ensure funds are distributed only to eligible recipients and for approved purposes.
• Establish consistent withdrawal limits and approval procedures.
• Meet due-diligence, compliance and record-keeping responsibilities.
• Distinguish individual recipients, organisations receiving grants and grant accounts administering distributions.
• Reduce misuse, duplicate funding, circumvention of limits and conflicts of interest.
• Provide a framework for automation, periodic reviews and stronger separation of accounts.

Sections 2 to 5 set out the policies governing donations received, vouchers, card machines, and fees and charges.

Responsibility for due diligence and compliance remains with Fundd, regardless of whether a grant is administered through an intermediary organisation or grant account.

All donations are subject to the account’s agreed Fundd fee structure. Fees may vary according to the account, transaction type and any applicable agreement. See Section 5 for fees and charges.

Card donations are processed through Stripe and are subject to an additional Stripe processing charge of 1.5% + £0.20 per transaction. This additional charge does not apply to donations processed through Fundd card machines, for which it is waived.

The account’s usual Fundd fee remains applicable unless otherwise agreed.

Donors must include the correct account reference when making a bank transfer. Without the correct reference, Fundd cannot guarantee that the donation will be identified and allocated to the intended account.

Bank donations are normally allocated within one working day of receipt, subject to the availability of the necessary information and completion of any required checks.

If a donation has not appeared on the account within the expected timeframe, the account holder should contact Fundd at support@fundd.org or by telephone.

Until this facility is available, account holders should contact Fundd directly with the relevant transaction details.

To enable Fundd to identify donations intended for Gift Aid, the bank transfer reference should include GA alongside the correct account reference.

A valid Gift Aid declaration must also be completed and signed by the donor. For card donations in particular, the account holder is responsible for ensuring that the necessary declaration is in place.

Fundd cannot claim Gift Aid on donations for which the required declaration or other necessary information is missing or invalid.

Gift Aid claims are submitted periodically, depending on the volume of eligible donations and administrative requirements. Claims may be submitted monthly, every two months or quarterly.

Gift Aid amounts are allocated to the relevant accounts only after the claim has been submitted to and approved by HMRC and the funds have been received by Fundd. Processing times therefore depend on the claim cycle and on HMRC’s processing and payment times.

Fundd operates due-diligence procedures to help protect accounts, donors and the organisation from fraud, misuse and other financial risks.

Donations must be genuine and reasonably consistent with the stated purpose and circumstances of the transaction. Unusual amounts, transaction patterns or other suspicious activity may be subject to further checks. Fundd may request additional information or supporting documentation from the donor or account holder before allocating a donation or releasing funds.

For donations exceeding the current due-diligence threshold of £10,000, Fundd requires the donor or relevant entity to complete the Donor KYC Form. The threshold and the circumstances in which the form is required may be refined as Fundd’s procedures develop.

Allocation is not guaranteed before the required due-diligence checks have been completed satisfactorily.

International donations are subject to enhanced scrutiny and due diligence. Additional information or documentation may be required, and processing may take longer than for domestic donations.

Any applicable charges incurred by Fundd in connection with international donations may be passed on to the relevant account.

Fundd may temporarily withhold, delay or suspend an allocation or payout where reasonably necessary, including where:

• A donation or transaction raises concerns about fraud, misuse or suspicious activity.
• Required due diligence, identification or supporting documentation remains outstanding.
• An account appears to be in breach of Fundd’s policies or applicable requirements.
• A transaction requires investigation or clarification before it can safely be processed.

Fundd will review such matters as appropriate and may request further information from the account holder or donor. Any withholding, suspension or refusal will be handled in accordance with applicable legal and contractual obligations.

Where a donation has been made in error, including a duplicate transaction, the relevant party may submit a refund request using Fundd’s designated form.

Fundd aims to review and process such requests promptly. Refunds remain subject to verification of the transaction, the circumstances of the request and any applicable payment-provider requirements. Submitting a request does not automatically guarantee a refund.

Fundd aims to process voucher submissions within one working day. During particularly busy periods, especially following Chanukah and Purim, processing may take longer.

Smaller vouchers valued at less than £18 are generally prepaid. Once processed, the corresponding amount is normally credited to the account promptly. This treatment applies only to vouchers that qualify for the prepaid process.

Larger vouchers and vouchers that are not prepaid are recorded on a submission sheet, which Fundd sends to the relevant voucher companies. The corresponding amounts are credited to the account only after Fundd receives the relevant remittance from the company.

This process may take several weeks or longer. Timing depends on factors including when Fundd submits a batch and when the company processes and pays the claim. The initial processing of a voucher therefore does not necessarily mean that the amount is immediately available for withdrawal.

The 4.5% card machine transaction fee applies even where an account has a lower general Fundd fee rate, unless Fundd expressly agrees otherwise. The additional Stripe processing charge applicable to ordinary online card donations (2.2) does not apply to card machine donations.

Rental charges apply for the duration of the rental period, including weekends, holidays and periods when Fundd’s office is closed.

Account holders are responsible for arranging payment settlement and returning the machine when it is no longer required if they wish to avoid further rental charges. Where the office will be closed, collection or return should be arranged in advance.

Out-of-hours service or rental arrangements that require an employee to attend outside normal working hours incur a charge of £50 for the employee’s attendance.

Each rented card machine must have a designated responsible contact person who can be reached regarding its use, whereabouts and return.

Bochurim may not obtain a card machine without the oversight and signature of a responsible adult, such as their father or mashgiach. The responsible adult and the designated contact person must be clearly identified before the machine is issued.

These charges cover the loss of equipment supplied by Fundd.

Card machine transactions may occasionally be affected by network connectivity, payment-processing delays, pending transactions or technical failures.

Fundd aims to investigate and resolve reported issues as promptly as possible. Account holders are strongly encouraged to report any problems they experience, providing relevant transaction details where available.

Fundd does not guarantee that every transaction will succeed and cannot guarantee recovery of losses resulting from failed or interrupted transactions. The extent of Fundd’s responsibility, including in cases of machine or system failure, remains subject to applicable law and any relevant contractual obligations.

Where Fundd detects suspected fraud, unauthorised activity or misuse involving a card machine, it may suspend the machine and, where reasonably necessary, restrict or block the associated account while the matter is investigated. Further action will depend on the circumstances and the outcome of the investigation.

The current platform does not provide account holders with full online access to individual card machine balances and related monitoring information. Where keeping machine activity and balances separate is important, Fundd currently recommends considering the use of separate accounts for different machines, where appropriate.

The standard Fundd fee for new accounts is currently 4.5%, unless another rate is agreed.

Fees are subject to periodic review, normally annually, taking account of Fundd’s operating costs and the sustainability of its services. Fundd’s fees are its principal source of revenue.

Fundd aims to notify account holders in advance of fee increases. The applicable notification arrangements and any contractual requirements remain subject to the relevant account agreement and applicable law.

Once an account reaches a predefined transaction or donation threshold, Fundd may consider negotiating a lower fee. Any reduction is subject to agreement and may differ by transaction type.

A reduced general account rate does not automatically apply to card machine donations, which remain subject to the separate card machine fee of 4.5%. Agreed rates are subject to periodic review and may be reconsidered in light of changes in Fundd’s costs and operating requirements.

Card machine charges are set out in Section 4. These charges apply independently of any reduced general account fee unless expressly agreed otherwise by Fundd.

Charges incurred by Fundd as a result of bounced or returned cheques, international donations or related payment processing may be passed on to the relevant account. Where possible, the applicable charge will reflect the actual cost incurred by Fundd.

An individual seeking grants through Fundd must complete the Individual Grant Application Form. Applicants must provide:

1. A completed KYC form.
2. Identification documents sufficient to establish identity.
3. Evidence of financial need, ordinarily proof of benefits received or other appropriate evidence of poverty. Where formal documentation is unavailable, a letter from a person of standing may be considered.
4. Any additional information reasonably required by Fundd to establish eligibility.

Applications must be reviewed and approved before the recipient is authorised to receive grants. Once approved, the recipient may receive a Fundd card by post. The recipient may choose not to use the card and instead receive funds directly into a bank account, where available.

Three children means three or more children. These are maximum permitted limits, not entitlements. All grants remain subject to eligibility, purpose, available funds, compliance requirements and approval procedures.

The limits apply to the recipient’s overall grant entitlement, regardless of whether funds are received by card, bank transfer or another permitted method. A husband and wife are treated as one household for limit purposes. Multiple cards or accounts must not create additional grant entitlement.

The individual recipient’s annual limit is currently renewed on the anniversary of the card’s issuance.

Recipients may apply for additional funding where exceptional circumstances justify assistance beyond ordinary limits, such as significant medical or disability-related expenses, wedding expenses or other exceptional or urgent financial needs.

Exceptional grants require a separate application, an individual assessment and appropriate evidence. Approval is discretionary and must be recorded. The decision must specify whether the grant is additional to the ordinary limit and whether restrictions apply.

Grant amounts must follow Fundd’s prescribed denominations rather than arbitrary amounts. The current rule is that grants must be in multiples of £5.

As a general rule, the same recipient must not receive more than one grant within a seven-day period. Exceptions may be permitted where:

• The recipient receives grants from different grant accounts, each operating under its own approved distribution arrangement.
• Funds are issued in advance of a holiday period or anticipated closure so the recipient can receive their usual distribution.
• Fundd authorises another documented exception.

Exceptions must not be used to circumvent annual limits or other controls. Fundd should be able to identify the source of each distribution and calculate cumulative funding across linked accounts.

No single grant should exceed £3,000 under the ordinary process. Any proposal to exceed this amount must be referred for specific approval under an authorised exceptional-grant procedure.

Individual recipient cards must block cash withdrawals, travel-related transactions and wine purchases. Restrictions should apply consistently to replacement and additional cards.

An individual may request a transfer to another charity, subject to the receiving organisation meeting Fundd’s due-diligence and approval requirements. A charity must not receive transfers merely because an individual requests it or because it describes itself as charitable.

Before enabling transfers, Fundd must obtain the relevant application and supporting information, complete appropriate checks including checks against relevant public registers, establish that the organisation and proposed use of funds are acceptable, and record approval and restrictions. Transfers must comply with the policy applicable to the receiving organisation.

An individual may request a transfer to another Fundd account where permitted by the account terms, grant conditions and compliance procedures. Transfers must not circumvent individual or household limits, organisational restrictions or other controls. Records should identify the originating account, receiving account, amount, date and purpose.

An unregistered charitable organisation must complete the UK Non-registered Organisation Grant Application Form.

The application must clearly state the organisation’s purpose and charitable objectives, activities, intended use of Fundd funds, types of expenditure sought and the responsible person’s details. It must be signed off by an appropriate independent person of standing, such as a solicitor or licensed accountant. The form is routed to that person for sign-off before submission to Fundd.

Unregistered organisations must not withdraw grant funds directly into their own bank accounts. Payments may be made only against supplier or merchant invoices for expenditure consistent with the organisation’s approved objectives and the purposes described in its application.

There is no fixed annual monetary limit for unregistered organisations under this policy. Funding is subject to Fundd’s assessment of the organisation, its objectives, proposed expenditure, reasonableness of amounts and supporting evidence. This is not an entitlement to funding or an exemption from additional review of larger or unusual requests.

• Invoices must be sufficiently detailed to establish what is purchased, from whom and for what purpose.
• Invoices must be addressed to the organisation or appropriate purchaser, not Fundd.
• Bank statements, payment summaries and documents that do not identify the items purchased are not acceptable substitutes for itemised invoices.
• Where the link between an invoice and approved objectives is not self-evident, the applicant must explain it.
• Expenditure outside the approved purposes must be rejected unless Fundd first approves an appropriate amendment to the organisation’s authorised purposes.

Every invoice must be reviewed and approved manually by Fundd before payment. Approval must be recorded against the organisation and invoice.

A registered charity seeking funding must complete the UK Organisation Grant Application Form. Fundd must review the application and verify relevant registration details and other information required for due diligence.

The general annual funding level is up to £10,000, subject to approval. This is a standard reference level, not an automatic entitlement or an absolute maximum for every organisation.

Applications must describe both the charity’s general objectives and the specific purpose for which Fundd’s funding will be used. A general description of activities is insufficient on its own. Applications must explain:

• What activity or project Fundd will support.
• Which expenditure the funding will cover.
• How the expenditure advances the charity’s stated objectives.
• The anticipated amount and funding period.
• Any relevant restrictions or conditions.

Applications that do not adequately explain the intended use of funds must be returned for clarification or rejected. Registration alone is not sufficient grounds for approval.

A grant account administers or distributes charitable funds to eligible recipients. It may be associated with a registered charity, an unregistered organisation or another approved arrangement. Its purpose, funding source, responsibilities and permitted distribution methods must be documented.

Fundd remains responsible for appropriate due diligence and compliance checks on recipients. Grant-account holders must comply with their own account conditions and distribution requirements.

Each grant account must provide:

1. A completed and signed grant-account agreement or contract.
2. A completed Case Worker KYC Form, where applicable.
3. A completed Fundraiser KYC Form, where applicable.
4. Additional information needed to establish who controls the account, raises funds, selects recipients and authorises distributions.

Fundd must identify the people responsible for fundraising and distribution. Applications must explain how recipients are selected, what eligibility criteria apply and how grants are allocated.

Fundd remains responsible for ensuring that recipients meet its eligibility requirements. Grant accounts must provide enough information to verify eligibility and identify potential conflicts of interest, including where a person responsible for fundraising, managing the account or selecting recipients may also benefit from distributions.

Conflicts must be disclosed and assessed. Safeguards may include independent approval, additional evidence, restrictions on decision-making or refusal of a distribution.

All grant approvals, exceptional decisions and material changes to approved arrangements must be recorded. Staff must not exceed ordinary limits, approve unverified recipients or authorise expenditure outside an organisation’s approved purpose without the appropriate authority.

Incomplete requests, requests inconsistent with policy or requests lacking sufficient evidence must be held pending clarification or rejected.

Fundd should maintain clear records of applications and supporting documents; eligibility and due-diligence checks; approved limits and renewal dates; distributions and organisational payments; invoice reviews; exceptional grants; conflicts and safeguards; periodic reviews; rejections; and account suspensions.

Suspected misuse, circumvention of limits or material compliance concerns must be escalated to the appropriate person within Fundd.

Fundd may update these policies from time to time to reflect changes in its services, operating costs, payment-provider requirements, regulatory obligations and platform functionality.

For questions about donations, fees, vouchers, Gift Aid or card machines, contact support@fundd.org.

Account holders should include their account reference and any relevant transaction details when contacting Fundd.