DONATION ACCEPTANCE, TRANSPARENCY & DONOR REPORTING

(Applicable to Khidmat-e-Khalq Foundation)

5.1 Objective

To ensure that donations received by the Foundation are lawful, transparent, properly recorded, and utilized for approved charitable purposes, while maintaining donor trust and regulatory compliance.

5.2 Authorized Modes of Donation

Donations may be accepted through the following authorized modes:

• Official bank account of the Foundation
• UPI QR code  / online transfer linked to the official bank account QR code
• Cheque or demand draft in the name of the Foundation
• Cash donations are discouraged and, if accepted, shall be properly documented.

Donations shall not be received in any personal account of a member or office bearer.

5.3 Authorized Persons for Donation Handling

The responsibility to accept, acknowledge, and record donations shall rest with:

• Treasurer – Khan Ajaz Ahmad Mohd Baqirdi
• Secretary – Khan Shamshuddin
• The President – Mohd Hammad Mohd Saee Khan shall provide overall oversight and verification.

Members or volunteers may assist in outreach or coordination; however, solicitation or collection of donations shall be done only with prior authorization.

5.4 Donation Documentation & Records

For donations received, the following details shall be maintained, as applicable:

• Donor name (or anonymous, if opted)
• Mode of donation
• Amount and date
• Purpose (general or project-specific)
• Bank reference or receipt number

Records shall be maintained in the Donation Register under the supervision of the Treasurer.

5.5 Issuance of Receipts

Donation receipts shall be issued for donations received and shall include:

• Name of the Foundation
• PAN of the Foundation
• Date and amount
• Authorized signature

Issuance of tax-benefit receipts shall be subject to applicable statutory approvals and compliance.

5.6 Utilization of Donations

Donations shall be utilized:

• For charitable objects as per the Registration Deed
• In line with donor intent or restrictions, where specified
• Through the financial approval system defined under Financial Controls

Any concerns relating to utilization shall be reviewed and addressed appropriately.

5.7 Donor Transparency & Reporting

The Foundation shall promote transparency by:

• Sharing utilization or activity updates with donors, where appropriate
• Publishing periodic activity or impact information
• Maintaining openness regarding financial usage, while respecting confidentiality

5.8 Acceptance of Donations

• Donations linked to illegal, unethical, or unlawful conditions shall not be accepted.
• Donations suspected to be from unlawful sources shall be reviewed and dealt with in accordance with applicable law.

5.9 Audit & Verification

Donation records shall be subject to:

• Internal review
• Statutory audit
• Verification by banks or authorities, where required

Any gaps identified shall be corrected to ensure compliance and transparency.

5.10 Applicability

This policy shall apply to all members, office bearers, and volunteers involved in donation-related activities and shall be read along with the ethics and governance framework of the Foundation.

Internal Adoption Note

This framework forms part of the internal donation governance and transparency system of Khidmat-e-Khalq Foundation and shall remain operative unless modified or amended through an appropriate resolution.