The following guidelines are designed to ensure that all of the required steps are taken when a HEMP Party Donations Officer receives and then notes down the particulars of a donation.
As far as federal legislation is concerned (The Commonwealth Electoral Act 1918) in regard to donations to political parties:
There is there is no limit on the donations that can be made.
Donations can be made by:
- natural persons,
- unincorporated body’s, or
A donor does not have to be on an electoral roll.
HEMP cannot take donations from overseas or anonymous sources.
For every donation received we must be able to demonstrate to the Australian Electoral Commission that:
- we have determined the source of the donation
- we have determined that they are an entity or person from whom we can take a donation
- and we have provided that donor with a receipt (if appropriate)
All donations must be recorded and the provider of every donation must be given a receipt.
All donations must be processed to demonstrate to the AEC that we are only receiving funds from accountable sources.
The Donations Officer
Every State Branch of the HEMP Party must appoint a Donations Officer.
Local branches will collect donations when the State Donations Officer is assured that:
- The local branch has on-hand the resources required to record donations received in accord with these guidelines.
- The local branch has one officer appointed and nominated as a Donations Officer who understands the procedure and is willing and able to record the details of all received donations.
A Donations Officer has four principal tasks:
- Ensuring that each State Branch or local branch has the records required for accepting donations.
- Enuring that each State Branch or local branch is complying with these rules.
- Tabulating records at the end of each month (or at such other time as has been arranged) and sending these off to the State Branch Donations Officer or the Federal Executive.
- Ensuring that HEMP Party Officers are aware of these guidelines.
Types of Donations
Donations that are received from a natural person, a corporation, a trust, an unincorporated body, or a union we describe as individual donations.
All individual donations are linked to a particular receipt number as every individual donor must be issued a receipt.
Donations from individual fund-raising events or from static donations jars are described as events donations.
Each of these types of donations are described differently when they are entered into our records.
The records required for accepting donations.
Each HEMP Party Branch is required to keep certain records.
The records which concern the Donations Officers of the HEMP Party are described below.
1) a receipt book
Every Branch must have a receipt book.
The form of the receipt book is not specified as long as it fits with these guidelines.
Receipt books must collect:
- The name of the donor,
- The address of the donor (at least the city, town, or village)
- The date of the donation,
- The amount of the donation,
- The name of the HEMP Party Officer accepting the donation,
Every Receipt issued and recorded must display:
- A unique receipt number
- A tax declaration
- The Australian Business Number (ABN) of the HEMP Party
The HEMP Party ABN is 75 964 710 260
The receipts can be pre-printed with this information, can be stamped with this information, or the information can be printed onto a sticker that is placed on the receipt. The following illustration indicates an acceptable declaration:
Retain receipt – donation tax deductible
Quote HEMP Party ABN: 75 964 710 260
2) a working Donations Database
HEMP Party Branches must record all donations in a digital Working Donations Database at the soonest practicable opportunity following the receipt of the donation.
This file must contain the fields indicated as appropriate in the donations database. This table also provides instruction on the information that must be entered into the Working Donations Database.
If the overseeing Donations officer approves, a local branch may keep its Working Donations Database in paper form as long as every entry contains all of the required fields.
Every Working Donations Database must be totaled and merged with a Master Donations Database at the close of every month or as soon as is practicable upon completion of any fund-raising event.
All donations information submitted by a local branch of the HEMP Party must be retained in archival from that local branch for at least four (4) years.
3) The State Master Donations Database
Every HEMP Party branch must consolidate the donations received by local branches, and the branch, into a Master Donations Database once a month.
Within two weeks of the close of every month all local branches of the HEMP Party are required to provide the State Branch with a copy of their Working Donations Database. These Databases will be merged into a State Master Donations Database.
Following the consolidation of the Master Donations Database each month this database will be archived to at least two different geographical locations.
Following the consolidation of the Master Donations Database each month this database will be submitted to the Federal Donations Officer of the HEMP Party.
All donations information submitted by a branch to the federal party must be retained by the branch in archival form for at least seven (7) years.
The donations database.
Field Name Field Description
*Required fields are marked with an asterisk
The HEMP Party officer entering the data should commence by supplying their initials).
The date of the donation.
The amount of the donation.
*Individual or Event
Either ‘I’ or ‘E’.
Donations made by a natural person, a corporation, a trust, an unincorporated body, or a union should be described as an individual donation (= I).
Donations that arise from donations jars, outings, or HEMP Party Events, should be described as an event donation (= E).
Every Event donation should be accompanied by a short entry in this field describing:
the nature of the fundraising,
where the event took place (or exactly where the donations jar was placed),
approximately how many people donated.
If it is impossible to approximate the number of donors then simply write in ‘sundry’.
Every Individual donation requires that:
If the donor is a person then the number of the receipt that was issued must be entered in this field; then please fill in as many of the following fields as possible. A first and last name are required.
If the donor is a corporation, a trust, an unincorporated body, or a union, then the name of the donor should be entered in this field.
Mr, Mrs, Ms (etc)
Street address and number.
Town, Village or City.