Microsoft program guidelines

Organizations that are eligible (including all subsidiaries, branches, or divisions that apply for approval) must meet the following criteria:

Singapore:

Organisations (including all subsidiaries, branches, or divisions) must have Charity Status or Institutions of Public Character (IPCs). Charity Status must be held at the highest level of the organisation requesting licenses as a Charity Organisation. Charity Status is the recognition that an organisation is wholly devoted to charitable activities and is indicated by Commissioner of Charities. Verification of Charity Status may be provided by the following documentation/sources:

• Either a Unique Entity Number (UEN) or Institutions of a Public Character Number (IPC No) from an online register – Charities Portal www.charities.gov.sg , or
• A copy of the charity status letter by Commissioner of Charities or the Sector Administrator.

Malaysia:

• Hold Charity Status conferred by an appropriate Recognizing Authority, and provide a source for Verification of this status;
  1. Charity Status is recognition that an organization is wholly devoted to charitable activities as is indicated by any one of the following:
     • Formal registration as a charitable organization under one of the Recognizing Authorities below, OR
     • Tax Exemption Status in accordance with Section 44(6) of the Income Tax Act (ITA) 1967 and under the Recognized Authority for tax.
  2. An appropriate Recognizing Authority may be one of the following:
     • Authorities for official Registration of Charities in Malaysia:
       1. The Registry of Societies (ROS) – Societies Act 1966
       2. The Registry of Companies (ROC) – Section 24(1) of Companies Act 1965 company limited by guarantee
       3. Charitable Trusts – Trusts Act 1949, under PM’s department
       4. Muslim Trusts (Waqafs) - Jabatan Wakaf Zakat dan Haji (JWZH) under the PM’s Department
       5. Act of Parliament
     • The appropriate Recognizing Authority for tax exempt status is the Inland Revenue Board Malaysia or IRBM (Lembaga Hasil Dalam Negeri), and

Philippines:

• Philippine non-profit organisations must be registered with the Securities and Exchange Commission, and must provide:
  • SEC Certificate/Articles of Incorporation that specify non-stock, non-profit status
  • An official document showing their organization to be “non-stock/nonprofit”; Acceptable documents include any of the following:
    1. Amended articles of incorporation
    2. BIR Certificate as tax-exempted
    3. PCNC accreditation
• Philippine Public libraries must be officially affiliated to the National Library of the Philippines and must either be:
  • Listed in the official partial list of affiliated public libraries of the National library found at http://web.nlp.gov.ph/nlp/?q=listofpls&title=&tid=All; OR
  • whose affiliation will be confirmed by the Public Libraries division of the National Library of the Philippines   

•  Not be listed as a Non-Qualifying Public Charity organization in Category.

Thailand:

Thai organisations must provide proof of charitable status by submitting a scanned copy of the certification letter from one of the following ministries:

• The Thailand Revenue Department, Ministry of Finance, stating the organization’s charitable status for income tax purposes, OR
• The Office of the National Commission of Social Welfare, Ministry of Social Development and Human Security, stating the organization's charitable status, OR

• A certificate of registration as a foundation or association issued by one of the following government bodies:

  o    The Ministry of Interior;

  o    The Ministry of Culture; or

  o    The provincial Governor’s office in the seat of the organization’s principal office

• AND, a TIN (Tax Identification Number) to be provided during the online registration in TechSoup Asia

Indonesia:

A nonprofit or non-governmental organization that holds charitable status in Indonesia and operates on a not-for-profit basis and have a mission to benefit the local community that could include, but is not limited to:

• Providing relief to the poor
• Advancing education
• Improving social welfare
• Preserving culture
• Preserving or restoring the environment
• Promote human rights
• Establishment of civil society

The organization must be either an incorporated Yayasan or an incorporated Perkumpulan, as established by Decree of the Minister of Justice and Human Rights of the Republic of Indonesia. The organization must provide copies of the following two documents as proof of registration and status:

• Public notarized Deed of Establishment and Deed of Amendment to the Articles of Association, and
• Decree of the Minister of Justice and Human Rights of the Republic of Indonesia, stating the organization's name, number, tax code, date, and public notary who issues the deed of establishment

Vietnam:

A not for profit organization in Vietnam must be officially recognized as one of the following not for profit organization types:

• Social Relief Establishment
• Charitable Fund (including private foundations)
• International NGO (INGO)
• Association
• Scientific and Technological Organization (STO)

Organizations must provide official government registration documents confirming their not for profit status as one of the above organization types. Such documents include:

• Establishment license as Charitable Fund
• Permit to Operate as an INGO
• Permit for Establishment of an Association
• STO License (Charitable mission only)

• Eligible organizations receive an allotment of Microsoft software donation requests that is reset every two years. An organization's two-year cycle begins with its first donation request after July 27, 2011. After two years, a new cycle begins, and a new allotment is available.
  • During its two-year cycle, an organization can request
    • Up to 50 of each donated desktop product or CAL.
    • Up to 25 donated Windows Server Standard.
    • Up to five donated server products total that are not Windows Server Standard.
  • For further details, see Quantity and Frequency of Microsoft Requests on the Microsoft Eligibility, Allotments, and Returns page.

• Budget: Organizations with annual operating budgets of any size are eligible for products in this program.

• Nonprofit and public libraries only:
  • Donated products are available to nonprofit public libraries whom meet the eligibility guidelines here and where the public library eligibility guideline is available.
  • Microsoft reserves the right to grant or deny an organization's request at any time, for any reason.  

• Eligible organization types: Only nonprofit organizations whose missions benefit the local community are eligible for donated Microsoft products. This could include organizations with the following missions:
  • Providing relief to the poor
  • Advancing education
  • Improving social welfare
  • Preserving culture
  • Preserving or restoring the environment
  • Promoting human rights
  • Establishment of civil society

• Ineligible organization types: Not all 501(c)(3) nonprofit organizations are eligible for donated Microsoft products. Ineligible organizations include the following:
  • Governmental organizations or agencies.
  • Educational institutions, including K-12 schools, colleges, universities, and trade schools.
  • Healthcare organizations, including hospitals, healthcare networks, health plans, ambulatory healthcare services, home healthcare and assisted living healthcare organizations, health research organizations, and laboratories. Exceptions include independent nonprofit organizations with the following missions: community, behavioral and women's health clinics; hospices; emergency services; and blood, tissue and organ banks.
  • Professional, commerce, and trade associations.
  • Professional and semi-professional sports organizations.
  • Political, labor, and fraternal organizations.
  • Refurbishers that will be installing the software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Program.
  • Nonpublic, non-501(c)(3) libraries, including private libraries, school libraries, specialty libraries, armed forces libraries, and libraries in government agencies.

• Terms of service: Organizations that request Microsoft products must agree to any applicable terms of service.

• Amendments: Microsoft reserves the right to supplement or amend these eligibility guidelines at any time without notice.

• Anti-discrimination policy: Microsoft values and respects individual and cultural differences and is committed to providing an inclusive environment that is welcoming and free from discrimination. Therefore, organizations are not eligible to participate in this program if they have a policy or mission of discrimination in hiring, compensation, promotion, termination, retirement, training, programs, and/or services based on race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status. Microsoft reserves the right to use any information, including external evidence, to determine if a recipient is in violation of this policy. Determinations of policy violation are made at Microsoft’s sole discretion and are not subject to external review.

• FAQ: For more information about Microsoft's resources for nonprofits and program eligibility, see its Nonprofit FAQ.

• Microsoft products may not be transferred between separate legal entities or resold. Additionally, Microsoft products may not be installed on computers that will be given to or sold to other organizations or individuals, even as part of a charitable program.

• Product distribution:
  • Products will be distributed under this program to qualifying organizations and libraries only, not to individuals.
  • Products are intended only for use by paid nonprofit employees and unpaid full-time equivalent (FTE) staff who have material day-to-day managerial, operational, and fiduciary responsibilities, and who will not use the license for personal income generation. Volunteers, members, and beneficiaries of the nonprofit are not eligible for nonprofit licenses and subscriptions
  • Recipient organizations may not transfer or resell Microsoft products to other organizations, including partner nonprofits or legally independent sister organizations.
  • Microsoft products may not be installed on computers that will be given to or sold to other organizations or individuals, even as part of a charitable program.