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Potentially Required: Qualification Documents

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Contents

 

Overview

After joining TechSoup and adding your organization to your TechSoup account, the qualification review will begin and is typically completed within two days.  

  • If all of the organization's information can be independently verified by TechSoup then the organization will be qualified.
     
  • If TechSoup is unable to confirm some of the organization's information independently, we will reach out for a qualification document to verify the information.  The type of document requested by TechSoup will depend on the organization details we are trying to verify.

The documents listed within this article should cover most scenarios where a document or response is required by TechSoup.  However, there are some special scenarios when a document may be required that is not listed in this article.

Learn more about getting started with TechSoup and the qualification process required to access nonprofit offers.

 

How to Send Qualification Documents

TechSoup Client Services will reach out to the email addresses listed in the organization details and member details in your TechSoup.  Learn how to find and update the organization details and member details in your TechSoup account.

Reply to TechSoup's email outreach or send an email to qualficiations@techsoup[.org] with your qualification document attached.  Learn how to ensure TechSoup Client Services can view your attachments.

We recommend checking your Qualification Status in your TechSoup account, before reaching out to TechSoup.  The status typically indicates which document is required by TechSoup to move forward with qualification.

 

Tax-Exempt Status Verification

Review the valid and invalid document options for verifying your organization's tax-exempt status as a 501(c)(3) Public Charity or Non-501(c)(3) Public Library.

Valid Document Options for Tax Status Verification:

The following documents CAN be accepted as verification that an individual is authorized to represent their organization on TechSoup.  

  • Option 1: 501(c)(3) Determination Letter

    • A determination letter is a document from the IRS stating that your organization has been recognized as a 501(c)(3) Public Charity.  
    • To confirm current tax-exempt status with the IRS the determination letter must dated within the last 12 months. 
       

  • Options 2: Affirmation Letter

    • If you do not have a copy of your determination letter or it is dated outside 12 months an organization may request an affirmation letter from the IRS by following these instructions or calling the IRS at 877-829-5500.
       

  • Option 3: Group Exemption Letter

    • Some organization’s tax-exempt status is covered under a regional or national parent organization’s group exemption status with the IRS.  If your organization is covered by a group exemption, TechSoup will accept a copy of your Group Exemption Letter in place of a determination letter.
       

  • Public Library ONLY Option: State Librarian Letter

    • To confirm your Non-501(c)(3) Public Library's nonprofit status TechSoup may require a copy of your state librarian letter, which must:

Invalid Document Options for Tax Status Verification:

  • Employee Identification Number (EIN) Assignment Letter 
    • Being assigned an EIN is typically the first step when applying for tax-exemption recognition.  This letter is not an indication that your organization has been recognized as tax-exempt by the IRS.
       
  • State Tax Documents (e.g. Sales Tax Certificates)
    • TechSoup cannot accept a state tax document and will require a copy of a federal IRS document to move forward with verifying your tax-exempt status.
    • State tax documents typically have the state seal in the header.
       
  • IRS Documents Saved in Word or Pages format (e.g. .doc, .docx, .pages, etc.) 
    • IRS documents should not be edited.
    • TechSoup can accept .pdf, .jpeg, and .png files instead.
       
  • Determination Letters & Affirmation Letters Dated Outside 12 months 
    • TechSoup cannot accept an determination letter or affirmation letter dated outside 12 months to confirm current tax-exempt status with the IRS
    • The IRS should have added your organization to their Business Master File (BMF) database within 12 months of the date on your most recent determination letter.
       
  • Letter from the Organization's Leadership or Legal Team Stating the Organization is Exempt
    • TechSoup will require a copy of your organization’s 501(c)(3) determination letter, affirmation letter, or Group Exemption Letter to confirm tax exempt status.
       

Verifying Individuals as Authorized Representatives

Review the valid and invalid document options for verifying an individual is authorized to represent their organization on TechSoup as an "authorized agent".

Valid Document Options for Representative Verification

The following documents CAN be accepted as verification that an individual is authorized to represent their organization on TechSoup.  The name of the representative(s) does not need to be listed on the document provided.

  • Option 1: IRS Document

    • A copy of any document received from the IRS in the mail and lists: 
      • "IRS" and "Department of Treasury" in the header
      • Your organization’s name
      • Your organization's Employer Identification Number (EIN).
         

  • Option 2: Photo of Your Determination Letter

    • A photo of the 501(c)(3) determination letter that your organization received from the IRS by mail.
       

  • Options 3: Photo of Your Affirmation Letter

    • If you do not have a copy of your determination letter an organization may request an affirmation letter from the IRS by following these instructions or calling the IRS at 877-829-5500.
       

  • Option 4: Group Exemption Letter

    • Some organization’s tax-exempt status is covered under a regional or national parent organization’s group exemption status with the IRS.  If your organization is covered by a group exemption, TechSoup will accept a copy of your Group Exemption Letter to verify the individual.
       

  • Public Library ONLY Option: State Librarian Letter

    • To verify an individual can represent the library, TechSoup will require a copy of your state librarian letter, which must:
      • Be signed and composed on the state library letterhead.
      • Contain your library's name, address, and Federal State Cooperative System ID (FSCS ID).

Invalid Document Options for Representative Verification

  • Documents Available to the Public
    • Documents that are publicly available cannot be accepted as a secure form of verification for an individual.
    • For example, the IRS may have a copy of your organization’s 501(c)(3) determination letter available in their Business Master File (BMF).  Since that version is publicly available, it cannot be accepted as a secure form of verification.
       
  • State Tax Documents (e.g. Sales Tax Certificates)
    • TechSoup cannot accept a state tax document and will require a copy of a federal IRS document to move forward with verifying an individual.
    • State tax documents typically have the state seal in the header.
       
  • Tax Documents Submitted to the IRS or State (e.g. 990 forms, W-2)
    • Tax documents submitted to the IRS to State cannot be accepted as a secure form of verifying an individual.
    • TechSoup can only accept an IRS document that was physically sent from the IRS to the organization to verifying an individual.
       
  • IRS Documents Saved in Word or Pages format (e.g. .doc, .docx, .pages) 
    • IRS documents should not be edited.
    • TechSoup can accept .pdf, .jpeg, and .png files instead.
       
  • Letter from the Organization's Leadership or Legal Team Stating the Individual is Authorized to Represent the Organization on TechSoup.
    • A letter from your organization cannot be accepted as a secure form of verification for an individual.
       
  • Bank statements and other financial documents 
    • TechSoup does not currently accept financial documents, such as pay stubs or bank statements as verification

 

Mission Clarification

TechSoup uses publicly available information to confirm an organization's organization type and sub-type.

If there is no publicly available information or there is not enough to make a determination, TechSoup will request the following information: 

  • Your Organization's Mission: 
  • Detailed description of activities or actions taken to support or fulfill your organization’s mission: 
  • List of programs (if applicable): 
  • (Optional) Any supporting information in the form of pamphlets, newsletters, or annual reports to help clarify your organization’s purpose: 

TechSoup does not typically require a specific format for your mission clarification response.  However, we recommend using the following formats to ensure we can load your response. 

  • Email Response 
  • Word Document 
  • PDF Document 

 

Organization Name Clarification

If the organization name registered with TechSoup is different than the name registered with the IRS or listed on the provided website, TechSoup will require a detailed explanation clarifying the name discrepancy.

TechSoup may request an email response or an official clarification letter, depending on the situation.

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