bhp billiton matched giving program frequently … billiton matched giving program frequently asked...

BHP Billiton Matched Giving Program Frequently Asked Questions (FAQs)

Version: 2.0 1 January2014

Revalidation date: 1 January 2015

BHP Billiton Group Corporate Affairs MGP Frequently Asked Questions of 15

Brief description

These Frequently Asked Questions (FAQs) describe the operational process for the BHP Billiton Matched Giving

Program (MGP).They describe the purpose of the MGP, how the program works, who can benefit, along with the

terms and conditions and eligibility requirements for matching. The FAQs aim to give real and practical examples of

questions regarding the Program to aid employees and site coordinators in thoroughly understanding the MGP.

GLD Compliance

The Matched Giving Program must be implemented in accordance with the BHP Billiton Matched Giving Program

Internal Procedure (Group Corporate Affairs) as required by Community GLD.008.

GLD.056 Anti-corruption

Audience

Employees

Matched Giving Program Asset Coordinators

Asset Presidents / Group Function Leaders

Group Corporate Affairs

External Service Provider – CyberGrants

Key contact

Jennifer Dawson, Manager Communities, Group Corporate Affairs

Email: [email protected]

mailto:[email protected]





Contents

1. Program Overview ................................................................................................................... 3

1.1. Description .......................................................................................................... 3

1.2. Purpose ............................................................................................................... 3

1.3. Eligibility .............................................................................................................. 3

2. Community contributions ....................................................................................................... 3

2.1. Volunteering ........................................................................................................ 3

2.1.1. Volunteering for Sporting Clubs ..................................................................................... 5

2.2. Cash Donations ................................................................................................... 5

2.3. Employee Events ................................................................................................ 5

3. Matched Funding Limits ......................................................................................................... 6

3.1. Maximum amount for matching ........................................................................... 6

3.2. Minimum amounts for matching .......................................................................... 6

3.3. Timing of contributions ........................................................................................ 7

4. Roles and Responsibilities ..................................................................................................... 7

4.1. Group Corporate Affairs ...................................................................................... 7

4.2. Asset Site Coordinators....................................................................................... 7

4.3. Operation Managers, Asset Presidents and Group Function Leaders ............... 8

4.4. Service Provider .................................................................................................. 8

4.5. Employees ........................................................................................................... 8

5. Organisations .......................................................................................................................... 9

5.1. Eligible recipient organisations ............................................................................ 9

5.2. Exclusions ........................................................................................................... 10

5.3. Designations ........................................................................................................ 10

5.4. Decisions on eligibility ......................................................................................... 11

6. Application Process ................................................................................................................ 11

6.1. Online .................................................................................................................. 12

6.2. Paper ................................................................................................................... 12

6.3. Processing Time .................................................................................................. 12

7. Communication ....................................................................................................................... 13

7.1. Correspondence .................................................................................................. 13

8. Contact Details ........................................................................................................................ 14





1. Program Overview

1.1. Description

Q: What is the Matched Giving Program?

A: The Matched Giving Program (MGP) commenced as a pilot program in 2002, at specific sites in three countries:

Australia, South Africa and United Kingdom. This gave BHP Billiton the opportunity to develop the program and

understand the issues associated with it. The MGP is now open to all BHP Billiton managed sites. Through the

Matched Giving Program BHP Billiton increases employees’ community contributions by “matching” contributions

made to not-for-profit and community organisations its employees support. This means the Company will give the

eligible not-for-profit organisation as amount equivalent to the money employees donate, or gain through employee

only fundraising activities, or a donation in recognition of the volunteer work they do for eligible not-for-profit

organisations.

1.2. Purpose

Q: What is the purpose of the Matched Giving Program?

A: This program supports employee community involvement by providing additional resources (the Company’s

matching donation) to those non-profit organisations supported by BHP Billiton employees. Through the MGP, BHP

Billiton employees have a say in where the Company’s contributions are directed.

1.3. Eligibility

Q: Who is eligible to participate in the Matched Giving Program?

A: All full and part time employees of BHP Billiton and any of its designated affiliates or wholly owned subsidiaries

are eligible to participate in the Program. Where there is any doubt, all decisions on the eligibility of participants are

entirely at the discretion of BHP Billiton. Contractors and family members of BHP Billiton employees are not eligible

to participate.

2. Community contributions

There are two kinds of contributions matched as part of the Program: volunteering and donations. This also

includes payroll giving and employee-only fundraising events.

2.1. Volunteering

Volunteering covers employee activity in support of an eligible non-profit organisation.

Q: I used to apply once a year to match my volunteer hours and put in an application for a total number of

hours. Can I still do this?

Volunteering time must be signed off by an office-bearer of the organisation in the case of paper applications (but

you cannot sign your own application). If you are using the online system CyberGrants will contact the non-profit

organisation to confirm your volunteering claim. If you apply once a year you may include the hours from that

financial year.





Employees must also provide dates and hours of their volunteering on the online or paper application. Applications

that do not contain this information will be deemed incomplete and returned to the employee before they can be

processed.

Q: I took a week off work and volunteered at an orphanage in Africa. Can I claim all my hours?

A: The number of volunteer hours an employee can claim per month is capped at 40 hours. This is an average of

approximately 10 hours per week and will be calculated by calendar month. The 40 hour maximum volunteering

hours may be undertaken with one or a number of organisations.

The Health GLD (GLD.011) outlines the Company requirements for fatigue management and this cap on volunteer

hours is in line with an assessment of the risk of fatigue on employees.

Q: I volunteered for an hour at my son’s school. Can I claim for this?

The minimum number of hours an employee can claim for is two so in this case you cannot claim for your one hour,

however if you plan to volunteer again at your son’s school you can add your accumulated time and put in an

application when you reach two hours.

Matching claims for volunteer hours must be made in whole hours, not part thereof i.e. if the total time volunteering

was 4.5 hours the claim should be made for 4 hours.

It is not possible to pool volunteering time to reach the minimum, with several employees combining their efforts

into one claim. Volunteering is an individual contribution, and the minimum level of two hours for one individual

applies.

For team efforts each person must apply separately for a minimum of two hours volunteering. The MGP is to match

individual volunteering efforts, although this can be done as part of a team.

Q: I am the President of a local community organisation and also a BHP Billiton employee. Who signs off

on my volunteer hours?

A: If the BHP Billiton employee claiming volunteer hours is the Organisation’s President then someone else from the organisation needs to sign off on the volunteering – it can’t be the same person, even though the President is the most senior person at the organisation.

Q: I attended my daughter’s school camp as a volunteer. How many hours per day can I claim?

Attending school camps as a volunteer is capped at 12 hours per day (with a maximum of 40 hours per month).

Q: I am a foster parent. How many hours per day can I claim?

If an employee is a foster parent the daily cap for this volunteering activity is 8 hours per day and the match can

only be made to an eligible non-profit organisation, not to a government department. You can only apply for

matching hours you actively foster the child – you cannot claim if your spouse is supervising the child while you are

at work.

This also applies to fostering pets.

Q. We have an employee who has been granted 12 months leave without pay during which time he intends

to fund raise for a cause. Can he apply for matched giving if the fund-raising/volunteering/donations occur

during leave without pay?

A: Yes, employees can apply for matching of volunteering they have done on annual leave including parental and

unpaid leave but claims while on sick leave, study leave or while an employee is suspended are not permitted.

Q: I give blood twice a year at the Red Cross blood bank – can I claim this as volunteering?

A: Time spent donating blood can be claimed as volunteering time. This will be matched with the same hourly rate

as general volunteering time. Each trip to give blood will be matched at the equivalent of one hour volunteering

time. This means that you need to have given blood twice during any 12 month period in order to be eligible.

Q: Can I claim for volunteer hours for attending meetings at my not-for-profit organisation?

A: Volunteer hours can only be claimed for meeting attendance where:





- An employee has an active role at the meeting e.g. holds an official position

- Where it is a requirement of fulfilling the volunteer role to attend organisational meetings e.g. to arrange

volunteer working arrangements such as rosters and training sessions

2.1.1. Volunteering for Sporting Clubs

Q: Can I volunteer for a junior sports club and get a match?

A: Volunteering activity for junior sports activities will only be matched where volunteers are actively involved in the

game or activity in the ‘field of play’ – the coach and the referee (unpaid) or a first aid or ambulance officer

attending the game. It excludes other activities such as pitch/green preparation, managing the team, timekeeping,

scoring and administration, and travel time to matches.

Volunteering for senior (adult) sports clubs (i.e. sports clubs for adults) is not eligible.

Q: My rugby club caters for both seniors and juniors. What can I do to ensure our junior program qualifies

for matching?

A: If the word "junior" doesn't appear in the name of the sporting organisation or in their mission statement, the

employee will be sent a designation request asking them to specify that the activity is for junior sports. A lot of the

documentation that the sporting clubs submit as part of the due diligence process doesn't specify junior sport so we

need this designation to allow employees to give to these organisations. The organisation will also sign off to say

that the volunteering work was done with a junior sports team and that the funds will be applied to junior sports.

Q: I do the accounts at my local junior sports club and occasionally coach the kids. Does this count as

volunteering?

A: Your coaching activity qualifies but doing the accounts does not.

2.2. Cash Donations

Q: I sponsor a child on a monthly basis via credit card. Will this be eligible for a matching donation?

A: Yes the application is likely to qualify if it is through an eligible not-for-profit organisation. You can apply each

month, or once a year, when you receive the tax deductible receipt from the organisation. The matching only

applies to donations in the current financial year.

Q: I make an annual contribution to the school building fund as part of my child’s tuition – can this be

matched?

A: To be eligible, personal donations must be freely given, and not as part of a membership, or access to facilities

or for some return benefit. For example, a compulsory contribution to the school building fund of an employee’s

child’s school, or a donation as part of the membership fee or of a sports club is not eligible.

Q: I recently donated $100 of my own money to a charity. How much will be matched?

A: With the introduction for double matching from 1 August 2013 the company will now match your personal

contribution with $200.

2.3. Employee Events

Q: Can I match funds raised from family and friends?

A: Only donations made personally by the employee will be eligible for matching. Funds supplied by a third party for this purpose are not eligible. Misrepresentation will be considered fraud resulting in disciplinary action and potential termination. A detailed list of all MGP applications is sent to each Asset president/GM or Head of Function for their review on a quarterly basis to ensure that all contributions are reasonable.





As of 1 January 2014 match applications for funds contributed by anyone other than our employees have not been

accepted and the website will not offer this option.

Q: Can I hold an event to fundraise amongst my colleagues?

A: Only with pre-approval from your Asset President or Group Functions Head.

In instances where donations are made by a large number of MGP eligible employees as part of an approved event, MGP Asset Coordinators are able to lodge an application for bulk processing of these donations as per the following requirements:

The event must be approved by the Asset Coordinator and Asset President in advance Asset Coordinators need not record details of each donation if the minimum match threshold is not reached

(Appendix. 1) and can simply lodge a donation in the full amount against their own profile (eg. a large number of gold coin donations)

Details of employee donations which reach the minimum match threshold (Appendix. 1) must be recorded and lodged by the Asset Coordinator in the approved format. Required details for each donation include:

Employee name 1SAP ID Date Donation amount Match amount

Once the application has been lodged by the Asset Coordinator and approved, the donation will appear against each employee’s Matched Giving profile. If for any reason an employee does not wish to have a profile created and match recorded, they must notify the Asset Coordinator at the time of donation and the transaction record will not be included.

3. Matched Funding Limits

3.1. Maximum amount for matching

Q: What is the maximum amount you will match for each employee?

A: There is a maximum cap of USD$100,000 in company matched contributions for each employee in each

financial year (1 July to 30 June). This may be a mix of the community contributions described above (volunteering,

employee only fundraising and donations), or just one of them (see Appendix 1 for the levels in each currency).

The currency conversions will be reviewed annually by Group Corporate Affairs at the end of each financial year

and adjustments will be made to ensure the values are the approximate equivalents of the USD amounts.

Note: As per Section 2.1.1 an employee can only claim for a maximum of 40 hours volunteering per month within

their annual limit.

3.2. Minimum amounts for matching

Q: What is the minimum amount I can donate and expect to be matched?

A: There are administrative costs involved with managing the MGP so to ensure efficient operation of the program

there is a minimum amount for each claim. The minimum for each claim is approximately USD $15 (see Appendix

1 for other currencies) and two hours of volunteering work from one individual.





3.3. Timing of contributions

Q: I have some receipts from the start of last year that I forgot to apply to match. Can I submit them now?

A: Contributions must be made in the current financial year (1 July to 30 June) to be eligible for matching. If, for

example, an employee found a receipt in November 2013 for a donation made in March 2013, it could not be

claimed as the donation was made in the previous year. Due to the transition of MGP service providers an

extension of the deadline for FY2014 donations and volunteering has been granted. This means that for any match

between 1 July 2013 and 30 June 2014 you have until 30 December 2014 to submit the match.

Q: I make a monthly donation to a not-for-profit organisation which is deducted automatically from my

bank account and a receipt is sent out after the end of the financial year. How can I claim for this donation?

A: For FY2014 claims can be accepted up until 30 December 2014 which gives enough time for tax receipts to be

issued. Employees cannot at any time claim a match for personal funds or volunteer time that has not been given

yet. Claiming any match in advance will be considered fraudulent.

4. Roles and Responsibilities

4.1. Group Corporate Affairs

Q: Who has overall responsibility for the Matched Giving Program?

A; Group Corporate Affairs is responsible for the implementation of the Matched Giving Program including

management of its operating, governance and reporting framework.

Group Corporate Affairs pays all administrative costs for the program, including CyberGrants fees and charges.

There are no administrative costs deducted from employee contributions.

Group Corporate Affairs works directly with CyberGrants to manage the program. Reports on all Matched Giving

activity are sent to Group Corporate Affairs for review each month and Group Corporate Affairs approves all

organisations included in the MGP.

4.2. Asset Coordinators

Q: I have a question about the Matched Giving Program – who do I ask?

At each Asset, one person should be nominated as the Matched Giving Program (MGP) Asset Coordinator. This

person is the central contact person for the overall administration of the program for that Asset and plays a key role

in the program’s success. You can find your Asset Coordinator by checking the list in the Matched Giving Program

eRoom or generally your operation’s community specialist will be able to direct you to the correct person.

Asset Coordinators have access to an online Matched Giving administrator system designed to allow them to

produce reports and access information on their employee’s participation in the program.

The Asset Coordinator also provides further information about the MGP, assists their employees with queries about

their applications, and acts as the conduit between CyberGrants (service provider) and the employee.

The Asset Coordinator is responsible for promoting the program on site and in the community. Asset Coordinators

are also required to review specific applications on request from Group Corporate Affairs and will receive automatic

emails from CyberGrants for any large Matched Giving applications asking for them to confirm the application is

accurate and reasonable.





4.3. Operation Managers, Asset Presidents and Group Function Leaders

Q: Does my Operations Manager know anything about my matched giving?

Yes, Asset Presidents and Group Function Leaders are sent a quarterly report which contains:

all Matched Giving applications processed from their Asset or Function for that period.

all new non-profit organisations added to the Matched Giving Program.

The report gives these leaders visibility of their employees’ giving and their contribution to the Matched Giving

Program and provides an important control in the program. It also provides leaders with the opportunity to query

new organisations which are receiving contributions from employees.

When you submit an application you sign off to say you are aware that BHP Billiton may provide reports on

Matched Giving applications made by employees to Asset or Group Function Leaders.

4.4. Service Provider

Q: Who is administering the Matched Giving Program and who pays for this administration?

BHP Billiton contracts CyberGrants, Inc. to administer the Matched Giving Program Company wide. CyberGrants,

based near Andover, Massachusetts, in the United States, is one of the world’s largest providers of corporate

philanthropic services and has considerable experience and expertise in this field of work.

CyberGrants is bound to administer the program under rules and criteria set by BHP Billiton as outlined in this

document. Any questions about the eligibility of an employee or organisation to participate in the program, or

questions of interpretation of the procedure are directed to Group Corporate Affairs. BHP Billiton is paying

CyberGrants to administer this program; it does not come out of your donation.

4.5. Employees

Q: Will people at my work know about my donation?

A: CyberGrants is administering the MGP on behalf of BHP Billiton. To participate in the MGP, CyberGrants need

to know some details about the employee and their contributions so that they can complete the required due

diligence.

CyberGrants operate within strict privacy guidelines, which means that employee information is protected. The

MGP Asset Coordinator will have access to employee giving history so they can assist with employee applications,

and if an employee is submitting a paper application they will review it to make sure the employee has completed it

correctly before they submit it, but they are also aware of the need for privacy.

Q: What is the responsibility of the employee with regards to Matched Giving?

Employees are responsible for submitting their applications and signing off on them including confirmation that their

application was not made to, or would intentionally personally benefit, any government official, either directly or

indirectly From time to time CyberGrants will contact the employee to let them know the status of their application

or ask for their assistance in contacting the organisation. This is a voluntary employee program so employees

must take responsibility for their participation in it. Each time an employee applies for Matched Giving, they

must also confirm that their application is made in accordance with Matched Giving Program Internal Procedure

and the BHP Billiton Code of Conduct.

Employees should understand that any deliberate misrepresentation of the statements made in their application will

result in disciplinary action and potential termination. As part of the application form, employees must acknowledge

this point and the fact that a report which contains information of individual employee contribution will be reviewed

by their Operations Manager or Group Function Leader.





5. Organisations

5.1. Eligible recipient organisations

Q: Can I give to my local public hospital and get a match?

A: A public hospital may be regarded as a government body, but often has a not-for-profit organisation or research

organisation connected with it. The matching contributions need to be made through these bodies. However, you

cannot give to a hospital to cover treatments that you or your family have had there.

Q: What about private schools?

A: It is possible to have your contributions matched to a private school so long as the school in a genuine not-for-

profit organisation. However your contribution must be given freely and not be compulsory or given in lieu of school

fees. In other words any contribution you make must not be in return for specific benefits (e.g. if you make a

contribution to a school building fund as a compulsory levy, this would not be eligible for a match).

Q: What about Parents and Citizens (P&C) groups in government run schools?

A: Government run schools are not a not-for-profit organisation yet the Parents and Citizen Associations do

volunteering for these schools. We accept these organisations as not-for-profit organisations for the purposes of

the MGP even though they do have links to the school structure.

Q: Is school committee work or being a school governor considered volunteering?

A: Being a school governor, a member of the school council or a position such as treasurer or secretary of a P&C

Association is accepted for the purposes of the MGP, even though it benefits a government run school. Attending

meetings as a parent is not considered for a match, you must hold an administrative position on the council. The

match would be claimed through the Parents and Citizens Association.

Q: Are local service clubs included?

A: Some not for profit organisations cannot meet our criteria as they are considered to only benefit their members.

Service clubs that are set up to benefit the whole community, rather than provide benefits for their members, may

be eligible for matching donations, when members raise money for an eligible organisations.

Q: My local service club arranges an annual golf day to raise money for the Heart Foundation. Can this be

matched?

A: Many local service clubs organise fundraising events to support local charities. Funds raised for a not-for-profit

organisation can be matched provided the organisation meets the eligibility criteria and the funds have been raised

by a BHP Billiton employee or group of employees (also see fundraising section 2.3). Donations made by persons

who are not BHP Billiton employees are not eligible.

Q: Are environmental and conservation organisations included in the Matched Giving Program?

A: Environmental and Conservation Organisations such as those concerned with environment, nature and wildlife

preservation including animal welfare, water usage programs, pollution prevention, recycling and energy

conservation can be included in the MGP. Some larger not-for profit organisations do not accept funds from the

company or are not eligible. These include Greenpeace, Friends of the Earth, Sea Shepherds, Australian

Conservation Foundation and the Wilderness Society. Please check with the organisation before making an

application.

Q: Can my contribution go to a national or international organisation or does it have to be a “local”

organisation?

A: Yes your contribution can go to a national or international organisation as long as it meets the criteria of the

Internal Procedure and completes an eligibility application. There are many overseas aid organisations that provide

funding or activities to support international community development programs and aid relief. Examples of these

organisations would be World Vision, Plan International, The Red Cross, etc but they can also be much smaller





organisations with projects designed to support development needs overseas. This is generally in developing

countries, and may require CyberGrants to consider the country of residence that the applying employee is in.

Q: I have heard that some organisations won’t accept donations from BHP Billiton. Is this true?

A: Yes that is true. Some larger not-for profit organisations do not accept funds from the company or are not

eligible. These include Amnesty International, Greenpeace, Friends of the Earth and Médecins Sans Frontières.

Please check with the organisation before making an application.

Q: Some not-for-profit organisations are set up by the government but rely on volunteers to operate. Are

these eligible?

A: This will depend. As a global company, BHP Billiton must be sensitive in how it gives money to government

programs. If you are unsure check the online list of approved organisations, then contact CyberGrants or your

Asset Coordinator to find out if the organisation where you volunteer is eligible. BHP Billiton reserves the right not

to approve an organisation even though employees may do very useful work as volunteers, because of this issue

of how the company gives support to governments in countries where it operates.

Q. Recently we had an employee’s wife become extremely ill and his colleagues were raising money to

help with hospital costs and wanted to know if their funds could be matched. Is this possible?

A: We only match funds to eligible not-for-profit organisations through the Matched Giving Program so in this case

the money could be matched if it was donated to an eligible not-for-profit organisation that was supporting the

family.

5.2. Exclusions

Q: Can my volunteer time qualify when I prepare a fete for my local church / place of worship?

A: Religious activities are excluded from the program. This refers to religious organisations that raise funds for

religious purposes or whose services do not benefit the wider community (i.e. missionaries, Sunday schools,

denomination-specific services or groups). Your volunteer time will not qualify unless the fete is contributing funds

raised to an eligible not-for-profit organisation (e.g. Mission Australia). Donations and volunteering time by eligible

BHP Billiton employees could then be approved to go to that organisation. Fundraising for local pastoral services

does not qualify.

Q: A child of one of my fellow employees needs to have hospital treatment and I have organised a

fundraising event to support them. Is there any way to get this money matched?

A: Employee only fundraising events must be pre-approved by an Asset President, and can only involve donations

from eligible BHP Billiton employees. Funds contributed or raised for an individual are not eligible for matching.

However pre-approved employee fundraising for the hospital may be acceptable. Please speak to your Asset

Coordinator to discuss eligibility.

Q: I donated some goods to the local school to be used at their fundraising activity. Can the value of these

goods be matched?

A: Gifts in kind will not be matched through the MGP

5.3. Designations

Q: I received an email from CyberGrants asking me for a “designation” so my matched giving can be

processed. What does this mean?

Designations are important when there are exclusions in our program as outlined in section 5.2 of this document.

For example in the category of sport BHP Billiton will only make donations to junior sporting clubs. In many cases

sporting clubs are for both juniors and seniors therefore it is important that the application is designated for the

junior part of the club to ensure it is eligible for the Program. In the case of applications for state schools BHP





Billiton will not give funds to government institutions, so it’s important that an organisation that supports the work of

the institution is designated, such as a building fund or parents and citizens association.

Some organisations may also have a specific “designation” or program where an employee may wish their

donation to be directed. For example World Vision has the “Overseas Aid Fund” for child sponsorship donations

and the Red Cross has designations for emergency aid such as the “Victorian Bushfire Appeal”. If you have a

specific designation, please make sure to include it in your application. In the online application there is a box for

employees to add details of their designation. This assists the organisation as they know where the funds should

be directed, and assists CyberGrants in paying the funds to the correct program. Some designations have different

bank accounts so it’s very important to be clear on where the funds should be directed.

Designations ensure the Company donations go to the correct program within the organisation.

5.4. Decisions on eligibility

Q: What’s the process for an organisation to be included in the Matched Giving Program?

A: As part of the ongoing management and administration of the Matched Giving Program, certain checks are

performed to ensure that funds from the Program go only to eligible non-profit organisations that benefit the

community.

CyberGrants will check that all organisations that have been nominated for a matching payment by BHP Billiton

employees meet the criteria of being a genuine non-profit community organisation.

Organisations are required to submit an eligibility application form and supply CyberGrants with copies of their

organising documents such as a copy of their Charter.

CyberGrants sends a “new organisation” report monthly to Group Corporate Affairs for approval. This report lists all

new organisations in their categories (health, environment, etc) and lists any organisations deemed outside

procedure. Each organisation on this list must have submitted the required documentation.

Group Corporate Affairs reviews this list each month and consents to these organisations receiving donations from

BHP Billiton through the Matched Giving Program.

Due to significant costs and resources associated with validating organisations for inclusion in the program, where

possible employees should look to contribute to organisations already registered for the program. This will ensure

administrative costs for the program are minimised and your match can be processed as quickly as possible.

An example of this is the Red Cross: while there are many chapters of the Red Cross around the world any chapter

of the Red Cross should be able to direct your match. By using a chapter already registered your match will be

processed faster with less cost to the program and less time spent by the organisation on unnecessary registration.

All final decisions on the eligibility of non-profit organisations to receive funding through the Matched Giving

Program are at the discretion of BHP Billiton.

Q: Why do not-for-profit organisations have to have a legal structure?

A: We need to be sure that BHP Billiton’s funds are going to formally endorsed community organisations. The MGP

goes beyond registered charities, but it is a basic requirement that eligible organisations must have a set of

rules/constitution and separate bank account.

6. Application Process

Q: How do I organise to get a match?

Employees have two options available to them. Employees can navigate to the Matched Giving Program online site

by clicking on the Matched Giving link in Community GLD.008. Once on the online site employees simply fill out an

online application which is submitted automatically to CyberGrants. Employees without regular online access can





submit a paper application form. There is one form for both volunteering and donations. Contact your Asset

Coordinator for an application form or go to the Matched Giving Program eRoom to access a copy.

6.1. Online

Q: I heard you can apply online for Matched Giving but I can’t find the link anywhere.

A: Employees have the ability to apply for matched giving through an online process. You can find the link under

the ‘Useful Links’ section on the left hand side of the portal or you can go to the Community GLD (GLD.008) and

click on the Matched Giving Program link. You will need to know your BHP Billiton employee ID in order to sign in.

6.2. Paper

Q: Who do I give the paper form to when it is complete?

A: It should be submitted to your Matched Giving Asset Coordinator. Employees need to complete an application

form for each organisation for whom they seek a match. There is only one application form for volunteering,

fundraising and donations.

The Asset Coordinator will check to ensure all parts are completed, that the employee is a current employee and

that the application fits within the MGP Internal Procedure. The Asset Coordinator will then scan and email the

applications. Applications are processed by CyberGrants as they are received.

6.3. Processing Time

Q: How long will it take for my application to be processed?

A: CyberGrants estimates that it will take an average of 8 weeks to process applications where the not-for-profit

organisation has already been validated. However when an organisation needs to be approved for the first time, it

could take from 8 weeks to 4 months to complete the necessary due diligence checks.

Speedier processing will depend on where in the cycle the application was made and the amount and quality of

information supplied on the Matched Giving application forms or in the online system.

CyberGrants undertakes due diligence checks on the not-for-profit organisation so they can be validated. It is

important that the not-for-profit organisation sends CyberGrants information about how they are governed so

CyberGrants can ensure they are a genuine not-for-profit organisation that provides a benefit to the whole

community. Failure to do this promptly can cause delays that lead to frustration for all involved. The speed of

processing is highly dependent on the nominated organisations being responsive and timely to requests for

information. Employees are encouraged to support their nominated organisations through this process.

Q: How often do matched giving donations get paid?

A: CyberGrants makes donations to not-for-profit organisations monthly. Processing time can vary, however

payments are made monthly to organisations from applications that have been processed.

It is important that expectations are managed in regards to processing times and no promises or commitments are

made to employees or to organisations by employees as to the receipt of payments or processing time of

applications.

The MGP Procedure states that payments can take four months or more to process and this is highly dependent on

organisation responsiveness. Payments can and will not be made out of cycle and BHP Billiton reserves the right

to refuse all applications at any point.





7. Communication

7.1. Correspondence

Q: How can I be sure CyberGrants has received my application?

Employees can expect to receive an automated “Matched Giving Confirmation” email confirming their application

within 24 hours of making an online application, and an automated “Matched Giving Program Employee Summary”

email once the application has been processed and the donation has been made to the organisation.

Q: I received an email from CyberGrants asking for a contact person at the community organisation I

volunteer at. Why would they need this information from me?

Given that BHP Billiton allows employees to nominate any organisation to participate in the program, it is the

nominating employees responsibility to provide contact information for this organisation. If there are any problems

with an employee’s application or CyberGrants needs further information, they will also contact the employee via

email. There can be many reasons for follow up such as an error in the application, the gift amount or number of

hours are below the minimum, the organisation is outside the Matched Giving Program Procedure, the organisation

hasn’t responded to repeated requests for information, there has been a change in the personnel at the

organisation, or there is an inconsistency between the information provided by the employee and the organisation.

Any assistance you can provide will speed up the processing of your application.

Q: My local community organisation received a letter from CyberGrants about my application. What sort of

information do they receive?

Organisations will also be contacted by CyberGrants via email. The first correspondence the organisation will

receive from CyberGrants is an email advising that the organisation is being considered to receive a matched

giving donation from BHP Billiton and asking the organisation to complete an online eligibility application including

uploading any appropriate organising documents. CyberGrants will send a follow up letter to the organisation 15

days later if they don’t receive a response. This email will advise that if they don’t receive a response in another 30

days the request will be closed.

Once an organisation has completed and returned this information, CyberGrants will contact them with details of

the Agency Portal. The Agency Portal is an online site for non-profit organisations to log on and verify donations,

and volunteering requests. Through this tool, organisations can log on at any time and track Matched Giving

applications made by BHP Billiton employees on behalf of their organisation. CyberGrants will give the nominated

contact person at the organisation sign in details and this person will be responsible for verifying applications each

time they are contacted by CyberGrants.





8. Contact Details

Q: Where should I direct my questions about the Matched Giving Program?

A: the best person to speak to about the Matched Giving Program is your Asset Coordinator. There is an up-to-date

list of Asset Coordinators in the Matched Giving Program eRoom.

Q. I received emails from “CyberGrants” and “Universal Giving” – who are they? A. The BHP Billiton Matched Giving Program is administered by an external service provider called CyberGrants Inc. They are located in Massachusetts, USA and can be contacted on the details below. CyberGrants have also engaged a third-party specialist organisation, UniversalGiving to complete reviews of organisations eligibility. Organisations and employees may be contacted by Universal Giving in order to clarify eligibility and provide documentation.

BHP Billiton Matched Giving Program 300 Brickstone Square Suite 601 Andover, MA 01810 Support Centre Phone Numbers: 855-271-8706 (U.S.) / 1800-077-492 (Australia) Phone support is available 8AM-12AM ET (10PM-2PM Australian EST) Support Centre Email: [email protected]

mailto:[email protected]





Appendix 1. Employee Giving Levels

bhp billiton matched giving program frequently … billiton matched giving program frequently asked...

Documents