Appendix 3 - Reallocations policy

Sometimes an item is purchased for less than the amount given. In recognition of the fact that donations were given to that specific beneficiary, it is our policy that the Advocate should use the remainder of the funds to purchase something else that the Applicant needs or give them the balance in cash. We believe our donors connect more with our applicants’ stories and circumstances than the specifics of the need, and would prefer to see that Applicant helped or blessed in an additional way, even if it is only small.

That might mean an extra item related to the original request (e.g. some cushions to go with a new sofa, bike lights if it was a request for a bike, a box of detergent to go with a washing machine or food to fill a if a new fridge), or perhaps an entirely separate need. Even just a small treat such as a bunch of flowers, knowing that that's a luxury for someone living in poverty, would be the perfect way to use the extra funds to show them that they are cared for.

Acts 435 requires its Advocates to sign a commitment to do their best to make sure funds raised go to the specific item and person the request was posted for.

Where the circumstances of the Applicant changes and the request was given in full to that request by one donor, Acts 435 will go back to that donor and ask if they would like a refund or whether they have a preference where their donation is reallocated. This will be done by email - if the donor has not responded within 7 days, Acts 435 will make the decision of where and how to reallocate the funds (as requested by the Advocate).

If an Advocate has funds to reallocate, they can choose from 2 options:

• Reallocate to another person in need known to them (where possible, with similar circumstances and/ or in similar need). This must be for the same amount as the original request.

• Return the funds to Acts 435 Head Office (by direct bank transfer or cheque) who will then reallocate the funds.

Whilst it is acceptable to return funds (especially where there are no other applicants in need of the funds), it is preferable to reallocate to another person in need because this still allows the Advocate to write a thank you to the donor, explaining what has happened to their donation and how the new applicant has benefited.

Reallocations are processed through your Partner Dashboard. Further details about how to do so are available in section 7 of the Partner Dashboard training manual, but in brief: 

• Click on “Action Required” next to the request on your dashboard.

• Scroll down to “Reallocate or return funds” and click on “Initiate Reallocation Request'' or "Return Funds".

• If you have chosen to reallocate, fill in the reallocation request form, telling us why the funds are no longer needed for the original applicant.

• Complete the standard fields as you would do for a new request (i.e. Story, Applicant Name, Date of Birth, Location and Consent). 

• Once you have completed the form, click on “request reallocation” and you will return to your dashboard. The request will now be listed as “Reallocation Pending”, and you will receive a notification once we have reviewed the request. 

• If you have chosen to return the funds, on the next page you will find the details for returning the funds, and space to explain why they are no longer needed and when we should expect the return. Once you submit that, the status will automatically change to “Returning Funds”, and we will update this once they have come into our account.

If/ when the reallocation is approved, and you come to writing the thank you message, we'd just ask you to make sure you explain the situation to the donors, that the funds were reallocated with Acts 435's permission, and tell them how their gift has made a difference to the new recipient.