Donation and Gift Acceptance Policy

Last Updated: August 10, 2025

1. Purpose

The purpose of this policy is to establish clear guidelines for Crushing Fitness regarding the acceptance of gifts, contributions, and other forms of monetary or non-monetary donations. This policy is designed to ensure compliance with relevant federal and state laws, maintain transparency, and manage risks associated with accepting donations as a for-profit company. 

2. Scope

This policy applies to all employees, officers, and owners of Crushing Fitness and governs the solicitation, receipt, and management of all gifts, including cash, in-kind goods or services, and grants. 

3. Legal and tax considerations

Donations are taxable as income

All gifts and donations received by Crushing Fitness are considered regular business income and are subject to federal and state taxes. This is a critical distinction from contributions made to 501(c)(3) nonprofit organizations. 

Donors receive no tax deduction

Crushing Fitness will inform all potential donors that, as a for-profit business, it cannot provide a tax-deductible receipt for their contribution. A standard acknowledgement of the gift may be provided for record-keeping purposes. 

State and local solicitation laws

Crushing Fitness will comply with all state and local laws governing the solicitation of funds and may register with the appropriate regulatory bodies if required. 

4. Gift acceptance guidelines

Types of gifts accepted

Crushing Fitness will accept the following types of gifts, provided they align with the company's mission and values:

  • Cash and marketable securities: Direct monetary contributions, which are the most straightforward to process.

  • In-kind goods and services: Donated equipment, supplies, or services that are of clear and direct benefit to the business. Crushing Fitness reserves the right to decline in-kind gifts that do not align with its operational needs.

  • Business grants: Funds from private or public entities, which are typically taxable as income. 

Gifts not accepted

Crushing Fitness will not accept gifts that:

  • Conflict with the company's mission or values.

  • Have unacceptable restrictions or conditions placed on them by the donor.

  • Create a conflict of interest or pose a reputational risk to the company.

  • Involve real property or other complex assets that may require specialized handling, legal fees, or due diligence. 

5. Donor communication and transparency

No misleading representations

Crushing Fitness will never represent itself as a charitable organization for fundraising purposes. All solicitations for funds will clearly and transparently state that Crushing Fitness is a for-profit company and that contributions are not tax-deductible for the donor. 

Privacy of donor information

Crushing Fitness is committed to protecting the privacy of its donors. Personal information will be used for internal purposes only and will not be shared with third parties without the donor's consent. 

6. Process for accepting donations

Small contributions (under $500)

  • Contributions can be accepted by any manager on duty.

  • The transaction will be recorded, and the funds or items will be submitted to the finance department with accompanying documentation. 

Large contributions (over $500)

  • Gifts of $500 or more must be approved by the Finance Manager or a member of the company's leadership team to ensure the contribution aligns with company policy.

  • The receiving employee will complete a "Gift Intake Form" detailing the donor's information, the value of the gift, and any known conditions.

  • The finance department will send a formal thank you letter to the donor, explicitly stating that the gift is not tax-deductible. 

7. Record-keeping and reporting

  • Financial records: The finance department is responsible for maintaining detailed and accurate records of all donations received. All cash and in-kind gifts will be recorded as business income.

  • Tax reporting: Donation income will be included in the company's regular tax reporting.

  • Annual review: This policy will be reviewed annually by the company's leadership to ensure it remains relevant and compliant with legal standards. 

8. Policy acknowledgment

All employees involved in the receipt or solicitation of gifts are required to read and acknowledge this policy to ensure a full understanding of its terms.