WeSpire partners with the Givinga Foundation to disburse all charitable donations to eligible non-profit organizations. All donations made by Users on the WeSpire platform or by WeSpire customers as company matching or direct donations flows through the Givinga Donor Advised Fund on its way to the designated charity. The process at its highest level is as follows.
The following time estimates are based on the number of business days since the creation of the transaction in WeSpire’s records.
0 - 1 Day: Transaction enters cooling period (status changes to pending)
8 - 9 Days: Transaction enters the processing queue
9 - 10 Days: Processing begins to set up ACH transfer or print paper check (status changes to scheduled)
12 - 14 Days: Payment to charity has been sent
Sample Paper Check Disbursement Timeline: Example based on a donation made on a Monday.
ℹ️ The cooling period spans consecutive days, but processing steps only occur on business days. So if a cooling period ends on a weekend or holiday, the transaction will continue to pend until the next business day.
<aside> ↔️ Donations may take longer than expected to move through this process. Reasons for the delay in status may include the need for a charity address change before a check is mailed or your company’s corporate matching account has dipped below the required amount to fulfill the requested match amount. If a donation status is marked as Pending beyond thirty days, please report to [email protected] where we will investigate reasons for pending transactions.
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WeSpire customers with Admin-level permissions can view detailed reports showing the status of all transactions. For more information on accessing Giving reporting, please review our Giving Reports documentation.
Reporting values, definitions, and approximations for how long each transaction should remain in each state.
| Payment Status Name | Definition | Paper Check Definition | ACH Payment Definition | Time Spent in State | Time of Day Process is Initiated |
|---|---|---|---|---|---|
| Unpaid/Null | A donation has been made or match requested and the transaction is awaiting processing. All retroactive match requests will stay in this state permanently. | Pending Queue processed | Pending Queue processed | 0-24 hours | N/A |
| Pending | The transaction is in the cooling period before being scheduled for payment. (For paper checks, please note that after the cooling period the engine will check to see if the post office thinks the address is valid before pushing to the printers. If it’s not then, Givinga is alerted and looks into it. The status stays at pending during this.) | Cooling Period | Cooling Period | 7 days | 4pm EST |
| Scheduled | The transaction has left the Disbursement Engine, is sent to the printers or Stripe for ACH, and is in transit to the Charity. There is no additional status between Scheduled and Paid. (see additional statuses in chart below) | Donation left the Disbursement Engine & Donation enters pending queue for paper checks | Donation left the Disbursement Engine & Donation goes to Stripe for ACH payment | For paper checks, 2 days to print and mail + another 2-5 days to deliver to the Charity’s mailbox. For ACH, 7-9 days | M/W/F 6am EST |
| Paid | According to mail/Stripe tracking, the check has been delivered to the charity’s address | Check arrived at the Charity. | Payment arrived at the Charity | N/A | N/A |
Statuses within Scheduled State for Paper Checks
| Payment Status Name | Check Status | Definition |
|---|---|---|
| Scheduled | Check Created | In Lob system |
| Scheduled | Check Mailed | Left the printer |
| Scheduled | Check in Transit | Post office has it |
| Scheduled | Check in Local Area | Local post office of the recipient has it |
| Scheduled | Check Processed for Delivery | Local post office is going to deliver |
| Paid | Check Delivered | Local post office has delivered |
Statuses within Scheduled State for ACH Payments
| Payment Status Name | ACH Status | Definition |
|---|---|---|
| Scheduled | Top Up Created | Money sent to Stripe |
| Scheduled | Top Up Succeeded | Stripe confirms they have the money |
| Scheduled | Transfer Created | Money sent to Charity's Stripe account |
| Scheduled | Connect Payout Created | Stripe initiates payment from Charity's account in Stripe to Charity's bank account |
| Paid | Connect Payout Paid | Confirmation from the bank that the Charity has received the payment |
When a User requests a match, a transaction is created within 1 business day with the Donation Source of “Corporation Match.”
In most cases, corporate matching gifts are automatically approved when an employee requests a match when making a donation to an eligible charity via a Giving Activity. When automatic matching occurs, transactions will be processed along the same timetable as the employee donation and both donations should be included in the same disbursement to the charity.
Corporation match transactions will stay in a pending state for longer than other transactions if the match is awaiting manual approval. Matches require manual approval via the Match Request Review Tool in the following cases:
Once these pending matches are approved, they will enter the cooling period and follow the same disbursement process as other transactions.
5 donations x $10 each x 2 for the company match = $100