How to Set Up a Workplace Giving Program

A well-designed workplace giving program empowers employees to support causes they care about while helping organizations put their values into action. As employee expectations around social impact continue to grow, companies are increasingly investing in structured, flexible giving programs that are easy to take part in and simple to manage.

In this guide, we’ll walk through how to set up a workplace giving program from the ground up. You’ll learn what a workplace giving program is, the different types of programs you can offer, and the key steps and best practices for building an employee giving program that drives engagement and impact—using Groundswell as your foundation.

Table of Contents:

• What Is a Workplace Giving Program?
• Types of Workplace Giving
• How to Set Up a Workplace Giving Program: The Basics
• Best Practices for Workplace Giving Programs: How to Keep Teams Engaged
• Build Your Ideal Workplace Giving Program with Groundswell

What Is a Workplace Giving Program?

A workplace giving program is an employer-sponsored initiative that allows employees to donate money, assets, or other resources to nonprofit organizations directly through their workplace. These programs often include features like payroll deductions, employer matching, donor-advised funds, or corporate grants.

At their core, workplace giving programs are designed to:

• Make charitable giving easier and more accessible for employees
• Align employee values with company mission and culture
• Support nonprofit organizations consistently and at scale
• Create a measurable social impact that the company can track and report on

Modern workplace giving programs go beyond simple payroll deductions. The best (and most effective) workplace giving programs give employees choice, flexibility, and transparency—all while giving employers the tools to manage and scale their efforts effectively.

Types of Workplace Giving

There’s no one-size-fits-all approach to setting up a workplace giving program. Many organizations offer a mix of options to meet a range of employee needs and giving preferences.

Traditional Payroll Gifting & Matching

Payroll giving allows employees to donate a portion of their paycheck directly to eligible nonprofits. Many companies pair this with employer matching, doubling (or even tripling) the impact of employee contributions.

This approach is familiar, easy to automate, and works especially well when supported by a workplace giving platform that simplifies setup, deductions, and reporting.

Employee Donor-Advised Funds (DAFs)

Employee Donor-Advised Funds give employees more control over their charitable giving. With an employee DAF:

• Employees can make contributions to their DAF that may be tax-deductible, subject to IRS rules
• Funds can be invested and granted over time
• Employees choose when and where to donate

DAFs are ideal for employees who want flexibility, long-term giving strategies, or the ability to donate non-cash assets.

ACH Donations, Stock, & More

Modern employee giving programs increasingly support alternative forms of giving, including:

• ACH donations for one-time or recurring gifts
• Stock or crypto donations, which can be tax-efficient for donors

Offering multiple giving methods makes for more inclusive participation and helps remove friction for employees who want to give in different ways.

How to Set Up a Workplace Giving Program: The Basics

If you’re wondering how to start a workplace giving program, the process doesn’t have to be complicated. Below are the foundational steps for starting a workplace giving program that’s aligned, actionable, scalable, and sustainable.

Step #1: Build a Business Case & Secure Buy-In

Before launching anything, it’s critical to secure leadership support. Outline:

• Why a workplace giving program matters to your company
• How it supports employee engagement, retention, and CSR goals
• What success will look like (participation rates, funds raised, impact)

Leadership buy-in ensures long-term support, budget approval, and internal advocacy.

Step #2: Establish Needs, Goals & Limitations

Next, define the parameters of your employee giving program:

• What causes or nonprofit types will be eligible?
• Will there be employer matching, and at what level?
• What’s your budget for matching, grants, or administration?
• Are there legal or geographic considerations to account for?

Clear goals and guardrails help prevent scope creep and confusion later.

Step #3: Assemble Your Program Team & Align Stakeholders

Determine who will own and manage the program. This may include:

• HR or People Ops
• CSR or ESG leaders
• Finance and payroll teams
• Legal or compliance stakeholders

Align early on values, responsibilities, timelines, and decision-making authority.

Step #4: Design Your Program Structure

This is where strategy becomes reality. Take time to decide:

• What types of giving you’ll offer (payroll, DAFs, stock, ACH, credit/debit, etc.)
• If you'll offer a matching program and what the match limits will be
• Whether participation is ongoing or campaign-based
• Eligibility criteria for employees and nonprofits
• What tools or software you’ll use to manage the program

Choosing the right workplace giving platform at this stage is critical for long-term success. As your program scales and engagement increases, you'll want to minimize the administrative burden required to manage the program.

Step #5: Create Participation & Eligibility Guidelines

Employees should clearly understand how they can participate, along with:

• What nonprofits or causes are eligible
• How matching or grants work
• Any limits or deadlines

Simple, transparent guidelines encourage higher participation and overall trust.

Step #6: Plan for Tracking, Reporting & Measurement

Early on in the process, decide what data you’ll track (participation, dollars donated, nonprofits supported), how often you’ll report results internally, and who will receive reports and insights.

Strong reporting allows you to demonstrate ROI and continuously improve your program.

Best Practices for Workplace Giving Programs: How to Keep Teams Engaged

Once your program is live, engagement is key. These best practices for workplace giving programs can help keep momentum strong:

• Make participation easy: Use a web and mobile-friendly platform like Groundswell so employees can give when the mood strikes
• Offer choice: Let employees support causes they care about most, not just the one your CEO is on the board of
• Promote regularly: Don’t limit communication to one launch email
• Highlight impact: Share stories, metrics, and milestones during all-hands and after key events/campaigns
• Leverage matching strategically: Time matches around key moments to drive participation
• Integrate with other programs: Connect giving with volunteering, grantmaking, EAFs, or employee recognition

The best workplace giving programs are simple, flexible, and embedded into company culture—not treated as one-off initiatives.

Build Your Ideal Workplace Giving Program with Groundswell

Setting up a workplace giving program doesn’t have to be complicated or resource-intensive. With the right strategy and tools in place, companies can create employee giving programs that are flexible, engaging, and impactful, all while remaining easy to manage behind the scenes. From defining your goals and securing buy-in to designing giving options and tracking results, each step plays a role in building a program employees are proud to participate in.

Groundswell brings all of these elements together in one centralized workplace giving platform. Whether you’re launching a giving and matching program, creating a volunteering program, looking to increase your grantmaking opportunities, or supporting employees through an EAF, Groundswell helps you design a program that aligns with your values and scales with your organization. 

If you’re ready to turn generosity into a core part of your culture, request a demo today and see how Groundswell makes it easier to build a workplace giving program that works—for both your employees and the causes they care about.