Donation & Gift Refund Policy

Effective Date: 02/22/2026

The United Ugandans Association of Colorado (“UUACO,” “we,” “us,” or “our”) is committed to ethical fundraising, responsible financial stewardship, and transparent communication with donors, supporters, sponsors, and community partners. This Donation & Gift Refund Policy explains how UUACO handles requests for refunds of charitable donations, sponsorships, membership-related gifts, and other voluntary contributions made through our website, events, campaigns, fundraising platforms, or other approved channels.

UUACO greatly values every contribution made in support of its mission, programs, community services, cultural preservation efforts, youth engagement, education initiatives, and organizational development. Donations and gifts help sustain our work and allow us to serve the Ugandan community in Colorado and beyond. Because these contributions are often used to support ongoing operations, program commitments, and community activities, most donations are considered final and non-refundable. However, UUACO recognizes that limited circumstances may arise in which a refund is appropriate, necessary, or fair. This Policy is designed to clarify those circumstances and support sound financial and ethical governance.

1. General Policy

As a general rule, all donations, gifts, sponsorship payments, and other charitable contributions made to UUACO are voluntary and non-refundable. By making a donation or gift to UUACO, the donor acknowledges and agrees that the contribution is made freely and with the intent to support UUACO’s mission and activities.

Once a donation has been submitted and accepted, UUACO may begin applying those funds to administrative costs, mission-related programs, event planning, community support activities, technology services, outreach, or other legitimate organizational needs. For that reason, donors should review the purpose and amount of any donation carefully before completing a contribution.

While most donations are non-refundable, UUACO may review and approve refund requests in specific situations outlined in this Policy.

2. Circumstances in Which a Refund May Be Considered

UUACO may consider a donation refund request in the following limited circumstances:

a. Duplicate Transactions

If a donor accidentally submits the same donation more than once, UUACO may refund the duplicate amount after verifying the duplicate transaction. This may occur if a donor clicks the donation button multiple times, submits a form repeatedly, or experiences a technical issue during payment processing.

b. Incorrect Donation Amount

If a donor makes a clear and verifiable error in the amount donated, such as entering an unintended amount or adding an extra zero by mistake, UUACO may review the request and may issue a partial or full refund as appropriate.

c. Unauthorized or Fraudulent Transaction

If a donation was made fraudulently or without the authorization of the account holder or cardholder, UUACO may review the matter and may issue a refund if the claim is supported by credible evidence and consistent with applicable payment processing requirements.

d. Technical or Processing Error

If a donation was processed in error due to a technical malfunction, payment platform issue, website malfunction, or system-related failure, UUACO may issue a refund after reviewing the circumstances and confirming the error.

e. Inability to Use Restricted Funds as Intended

If a donor makes a clearly restricted gift for a specific project, purpose, or program, and UUACO is unable to use the funds in a manner substantially consistent with the stated restriction, UUACO may review whether a refund, reallocation with donor consent, or another appropriate resolution is warranted.

f. Canceled or Materially Changed Fundraising Project

If UUACO raises funds for a clearly identified project, campaign, or initiative that is later canceled, not implemented, or materially changed before the funds are used, UUACO may determine, in its discretion, whether refunding affected donations is appropriate, or whether donors should be offered another option such as redirecting their gifts to a related purpose.

3. Circumstances in Which Refunds Will Generally Not Be Granted

Refunds will generally not be granted in the following situations:

• The donor changes their mind after making a voluntary contribution.

• The donor later decides they no longer wish to support the organization.

• The donor disagrees with UUACO’s general operations, leadership decisions, or program priorities after making an unrestricted gift.

• The donor fails to review donation details before submitting payment.

• The donation has already been applied to active programs, services, or operating needs, and no clear error occurred.

• The request is made after an unreasonable amount of time has passed.

• The gift was made during a fundraising event, gala, campaign, appeal, or sponsorship activity where the donor received the stated benefit or the funds were already committed.

• Membership dues, sponsorships, advertising payments, or event registrations are labeled as non-refundable or governed by separate terms.

• In-kind donations, donated goods, donated services, volunteer time, or non-cash gifts have already been accepted, distributed, used, or transferred.

UUACO reserves the right to determine, in its sole discretion, whether a contribution qualifies for refund consideration under this Policy.

4. Timeframe for Refund Requests

To be considered, refund requests should be submitted as soon as possible after the donation is made. As a general guideline, UUACO encourages donors to submit refund requests within 30 days of the original donation date.

Requests submitted after 30 days may still be reviewed in exceptional circumstances, but UUACO is not obligated to approve them. Delayed requests may be more difficult to verify, especially where funds have already been disbursed, committed, or used for organizational purposes.

5. How to Request a Refund

To request a refund, the donor must contact UUACO in writing and provide enough information for the request to be reviewed properly. Refund requests should include:

• Donor’s full name

• Email address and phone number

• Date of donation

• Donation amount

• Payment method used

• Transaction reference number, receipt number, or confirmation details

• Explanation of the reason for the refund request

• Any supporting documentation relevant to the request

Refund requests should be submitted to:

United Ugandans Association of Colorado (UUACO)
Email: uuacolorado@gmail.com

Submitting a request does not guarantee that a refund will be approved. UUACO may request additional information before making a decision.

6. Review and Decision Process

All refund requests will be reviewed in good faith, fairly, and on a case-by-case basis. UUACO may consider factors such as:

• Whether the donation was clearly voluntary

• Whether the transaction was duplicated, unauthorized, or mistaken

• Whether the request was made within a reasonable timeframe

• Whether the funds have already been committed, spent, or transferred

• Whether the donation was restricted or unrestricted

• Whether the donor received goods, services, event access, sponsorship recognition, or other benefits in connection with the gift

• Whether the request raises accounting, compliance, or legal concerns

UUACO reserves the right to approve, deny, or partially approve a refund request in its sole discretion. In some cases, UUACO may offer an alternative resolution, such as applying the amount to a future event, transferring the contribution to another approved purpose, or providing a corrected receipt where appropriate.

7. Method of Refund

If a refund is approved, UUACO will generally issue the refund using the same payment method originally used for the donation whenever possible. If the original payment method is unavailable or cannot be used, UUACO may determine an alternative refund method at its discretion.

Refund processing times may vary depending on the payment platform, bank, credit card issuer, or financial institution involved. UUACO is not responsible for delays caused by third-party payment processors or banking systems after the refund has been initiated.

8. Restricted Gifts, Major Gifts, and Special Agreements

Some donations may be made under separate written gift agreements, sponsorship agreements, campaign commitments, or restricted-use arrangements. In those cases, the terms of the applicable written agreement may govern the handling of refunds, reversals, reallocation, or disputes.

For major gifts or highly restricted gifts, UUACO may consult its board, finance team, legal counsel, or other authorized representatives before making any decision regarding a refund. Where appropriate, UUACO may work with the donor to find a mutually acceptable solution that honors donor intent while preserving the organization’s legal and fiduciary obligations.

9. Non-Cash and In-Kind Gifts

Non-cash donations and in-kind gifts, including donated goods, equipment, supplies, services, or other property, are generally non-refundable and non-returnable once accepted by UUACO. If UUACO determines that it cannot use a non-cash gift, it may decline the gift, dispose of it, or use it in a manner consistent with organizational policy and applicable law.

UUACO is not obligated to return in-kind gifts that have already been accepted, distributed, consumed, or incorporated into program operations.

10. Donor Responsibility

Donors are responsible for reviewing donation details carefully before submitting payment, including the amount, frequency, designation, and payment information. Donors should retain donation receipts, confirmation emails, and other transaction records for their own files.

UUACO encourages donors to contact the organization promptly if they believe an error has occurred. Early communication helps prevent misunderstandings and increases the likelihood that a request can be resolved efficiently.

11. Tax and Financial Considerations

If a donation is refunded, the donor may be responsible for addressing any resulting tax consequences, reporting obligations, or recordkeeping issues. UUACO does not provide tax or legal advice, and donors are encouraged to consult their own financial, legal, or tax advisers regarding the implications of a refunded contribution.

12. Policy Updates

UUACO reserves the right to amend, revise, or replace this Donation & Gift Refund Policy at any time in order to reflect changes in organizational practices, financial controls, technology, law, or donor management procedures. Any updated version of this Policy will be posted on the UUACO website with a revised effective date.

13. Contact Information

If you have any questions about this Donation & Gift Refund Policy or wish to request a review of a donation, please contact:

United Ugandans Association of Colorado (UUACO)
Email: uuacolorado@gmail.com

UUACO appreciates the generosity and trust of every donor. This Policy is intended to protect both the organization and its supporters by setting clear expectations, promoting accountability, and ensuring that refund decisions are handled fairly, consistently, and responsibly.