DONATION POLICY & STANDARD OPERATING PROCEDURES
Organization: Aura Insani Relief and Welfare Society
Effective Date: January 1, 2019 (Updated)
1.0 PURPOSE AND OBJECTIVES
1.1 General Purpose
All donations solicited and received by Aura Insani Relief and Welfare Society will be utilized solely to support the society's objectives. These include, but are not limited to, welfare initiatives, disaster relief, community development programs, and sustainable aid ecosystems.
1.2 Strategic Approach
The society adopts a "Smart Digital Ecosystem" approach to fundraising, shifting from traditional collection to sustainable growth aligned with Malaysian Fintech trends. This ensures financial sustainability while maintaining high impact in humanitarian efforts.
1.3 Operational Priority: Urgency of Care
Recognizing that the vast majority of our funds are dedicated to helping the needy and destitute, the Society classifies most beneficiary applications as urgent cases. Consequently, funds are processed and deployed rapidly to alleviate immediate suffering, prioritizing speed and efficiency in all humanitarian responses.
2.0 DONATION CHANNELS AND COLLECTION
2.1 Approved Payment Gateways
To ensure security and compliance, the society integrates directly with service providers approved by the Central Bank of Malaysia (Bank Negara). Accepted methods include:
- Direct Bank Transfer (FPX): Donors must provide accurate transaction details for confirmation.
- Global Credit/Debit Cards: Via authorized processors (e.g., Stripe, Razer).
- e-Wallets: Integration with local providers (e.g., GrabPay, TnG).
2.2 "Subscription for Good" Membership
The society invites donors to join the "Subscription for Good," a concept rooted in consistent charity (Sadaqah Jariyah) and membership in goodness.
- Structure: This is a recurring payment model (subscribed via Auto-debit) where members contribute Monthly or Annually.
- Flexibility: This subscription is entirely voluntary. Members maintain full control and may request to cancel or pause their subscription at any time by contacting the society’s administrative office.
2.3 Crowdfunding and Partnerships
- Niche Platforms: Specific landing pages will be utilized for relief, development, and seasonal campaigns, featuring time and financial counters to highlight urgency.
- Corporate Social Responsibility (CSR): The society actively partners with Malaysian corporations to direct CSR budgets toward humanitarian projects, providing professional Impact Reports in return.
3.0 FINANCIAL GOVERNANCE AND ALLOCATION POLICY
3.1 Principles of Governance & Compliance
The society adheres to "Radical Transparency" and operates in strict compliance with the laws of the land and religious obligations.
- Regulatory Compliance: The Society complies fully with the Societies Act 1966 and regulations set forth by the Registrar of Societies (ROS) Malaysia.
- Sharia Compliance: All financial activities are governed by Sharia law.
- Separation of Funds: Independent financial portfolios (Segregated Funds) are established for Zakat and Waqf to ensure they do not mix with general operating funds.
3.2 Allocation Matrix
Funds are allocated based on the following strict ratios to ensure legal compliance and international standards:
| Fund Type | Admin Overhead | Program Ratio | Legal & Sharia Basis |
|---|
| Zakat | 12.5% (Max) | 87.5% | Based on the Sharia share for "Those employed to collect it" (Al-Amilun). |
| General Funds | 20% - 30% | 70% - 80% | Gold standard for non-profits and ROS regulations to cover logistics and operations. |
| Emergency | 0% - 5% | 95% - 100% | "Zero Admin" policy to maximize urgent relief impact. |
| Waqf | Per Waqf terms | Yield to beneficiary | Adherence to the specific conditions of the Waqf deed. |
3.3 Financial Narrative
For general donations, the society adopts a standard operational percentage (approx. 20%) to cover caseworker salaries, access costs, and banking fees. This ensures the "quality of delivering good" is maintained.
4.0 ACCEPTANCE AND REFUSAL POLICY
4.1 Acceptance Criteria
The society accepts cash, in-kind, and securities donations from legitimate sources.
- Due Diligence: The society reserves the right to verify the source of funds for large donations (exceeding a ceiling determined by the Board) to ensure compliance with AMLA (Anti-Money Laundering Act) laws.
4.2 Refusal Policy
The society reserves the right to refuse donations if:
- The source of funds is suspicious or illegal.
- The donor imposes conditions conflicting with the society's principles or Sharia rulings.
- The cost of managing the donation (specifically in-kind items) exceeds the potential benefit.
5.0 REFUND POLICY
5.1 General Policy: Finality of Giving
We are deeply grateful for your generosity. Because the Society treats beneficiary cases as urgent (see Section 1.3) and funds are often deployed or committed to aid projects immediately upon receipt, all donations are considered final and non-refundable. This ensures that committed aid to the needy is not withdrawn unexpectedly.
5.2 Exceptions for Technical Error
We understand that mistakes happen. In the specific event of a proven technical error (e.g., a system glitch causing a double deduction or an incorrect amount entered), donors may request a correction.
- Procedure: Donors must contact the society within 7 to 14 days of the transaction date.
- Resolution: Proof of the technical error must be submitted for the refund/correction to be processed.
6.0 ACKNOWLEDGMENT AND TAX EXEMPTION
6.1 Receipt Issuance
Receipts will be issued for all donations.
- Timeline: Please allow up to 14 days for receipt issuance for bank transfers or international transactions.
6.2 Tax Deductions
Aura Insani Relief and Welfare Society is a registered charitable organization under Malaysian law. Donors eligible for tax deductions must retain official receipts for submission to the Inland Revenue Board (LHDN).
7.0 IMPLEMENTATION, DISTRIBUTION, AND MONITORING
7.1 Vetting and Verification
To transition from simple distribution to "Impact Measurement":
- Social Case Study: A mandatory case study documented by a Caseworker is required for every beneficiary.
- Database Management: Unified databases are used to prevent duplication of aid.
7.2 Partner Management
- International Projects: Executed exclusively through officially licensed local partners via binding MOUs.
- Financial Channels: Transfers are made strictly via official banking channels to comply with Counter Financing of Terrorism (CFT) laws.
7.3 Reporting
- Proof of Execution: Reports will include visual media (photos/videos) and GPS coordinates for construction projects.
- Impact Reports: Large-scale projects will feature detailed reports on beneficiary demographics and long-term changes.
8.0 PRIVACY, ACCOUNTABILITY, AND TRANSPARENCY
8.1 Data Privacy
The society adheres to the Malaysian Personal Data Protection Act (PDPA). Donor personal information is kept confidential and is strictly not shared with third parties for marketing purposes without consent.
8.2 Auditing and Compliance
- External Audit: Annual financial statements are reviewed by a certified audit firm and submitted to the ROS.
- Public Transparency: Summaries of financial records (Total Donations vs. Operational Expenses vs. Distributed Funds) are made available quarterly on the official website.
- KYC and Permits: The society implements "Know Your Customer" procedures for large donors and obtains necessary PDRM permits for public fundraising.
9.0 AMENDMENTS
The society reserves the right to update these terms and conditions. Donors will be notified of significant changes via the society's official website or email.
