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Humanity First
Food Bank
Operations
Contact:
600 Bowes Rd, Unit-40, Concord, ON, L4K 4A3
Tel/Fax: 416-440-0346
Email: [email protected]
Website: www.humanityfirst.ca Humanity First is a registered non-profit charitable organization offering disaster relief
and human development programs in Canada and across the globe. Charity Registration No. 87254 1040 RR0001
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Table of Content
1. Introduction: Vision & Mission Statement 5
2. Food Bank Programs: 5
2.1. Feed A Family Program 6
2.2. Feed the Homeless Program 6
3. Food Bank Infrastructure 8
4. Facility Requirement 9
5. Personnel Requirement 9
5.1. Intake Coordinator: 9
5.2. Inventory Coordinator 9
5.3. Delivery Coordinator 11
5.4. Delivery Volunteer Team: Delivery Volunteer Code of Conduct 11
6. Fundraising and Food Drives 13
6.1. Fundraising / Food Drive within Community 13
6.2. Fundraising / Food Drive from other Sources 14
6.3. Food Drives 15
7. Food Bank Operations 17
7.1. Client Registration 17
7.2. Food Sorting and Packaging 17
7.3. Delivery System 18
7.4. Delivery Follow-up 18
8. Volunteer Management 19
9. Publicity and Awareness 20
10. Annexure 22
10.1. Annexure 1: Feed a Family - Client Registration Form 23
10.2. Annexure 3: Most Needed Items for Food Drives 24
10.3. Annexure 3: Volunteer Registration Form 25
10.4. Annexure 2: Guidelines for Collecting Funds/Issuing Receipts 30
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1. Introduction:
Our Vision: Humanity First dreams of a future where no one is without
shelter, no one sleeps hungry and no child goes to school without breakfast.
Until then Humanity First continues to help people living below the poverty
line by putting food on their table!
Our Mission: Humanity First strives to alleviate poverty and reduce hunger
by providing food support to those in need, and creating awareness on issues
related to hunger within the community.
2. Food Bank Programs: Humanity First provides emergency and short term support to the low-income
individuals and families by providing the following:
Monthly Food Security: Monthly food hampers will be provided to walk-
in clients, as well as, food will be delivered to those for whom reaching
the food banks is a barrier.
Culturally appropriate food is available for clients from various ethical
backgrounds
Supplementary Support: Providing supplies of basic needs such as,
clothing and accessories, school supplies, healthy snacks for school
going children, used computers, etc.
Under the above mandate, Humanity First Food Bank located in the city of
Vaughan is offering the following two programs to support the less privileged
struggling for their daily sustenance:
1- Feed A Family
2- Feed the Homeless
Humanity First is offering these programs to residents of York Region
communities and GTA areas.
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2.1. Feed A Family Program:
Humanity First provide food hampers containing non-perishable food items
to families and individuals, once a month or depending on their need. The
food hampers contain items such as, canned food, pasta, flour, rice, sugar,
cereal, juices, tea, coffee, and some snacks. The program recipients are
from the following categories:
low-income families
people on ODSP or on Social Assistance (Ontario Works)
new immigrants / refugees
seniors
students under debt
people ill-equipped for regular employment
people without stable shelter, battling abuse or other handicaps, or
anyone going through vulnerable circumstances and seeking help
Clients are also referred by various public service agencies and social
workers.
Food Delivery Service: Humanity First offers delivery of food hampers to
those who are unable to come to the food bank due to any limitation, such
as physical handicaps, or unavailable transportation. This service increases
the accessibility of the service and is unique in nature.
Clients with transportation facility are attended at the food bank within the
operational hours by booking appointments.
2.2. Feed the Homeless Program:
Each year before the New Year begins; Humanity First reaches out to
homeless individuals and delivers hot meals in the spirit of giving during the
holiday season in the month of December.
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Theme: The theme of this service is named as “Fighting
Hunger - One Pizza at a Time!”
Dates and Area: The volunteer teams cruise in downtown Toronto
with food loaded vehicles to locate homeless in the
wide neighbourhood of Yonge and Dundas area on
December 24 and 25.
Public Awareness: This event is introduced to public through mass email
messages and press releases.
Meeting Location: Humanity First coordinators and volunteers meet at
Allen Gardens in downtown Toronto. Each team with
a team lead is dispatch with food loaded vehicle to
various streets. Each team is provided with a map of
streets they should be covering for food distribution.
Food: Usually Pizza slices are served to the homeless and
needy people. The food package contains two pizza
slices in paper boxes with juice and water in a plastic
bag.
In a spirit of giving back to community, the volunteers from various
communities and backgrounds join Humanity First and step out in freezing
cold to participate in this good cause when families are enjoying holidays in
the warmth of their homes. The two days service lasts for a maximum of 5
hours each day.
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3. Food Bank Infrastructure:
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Facility Requirement: Humanity First Food Bank is equipped with the following resources:
3.1. Telephone helpline for:
clients to call and make a request for food support OR
various agencies to call on behalf of their clients for food support
3.2. Computers and internet
3.3. Photocopier, printer, fax machine
3.4. Client Database Application or any other system
3.5. Operating Hours: The Food Bank operates 7 days a week with the
following operational hours:
Monday to Friday – 10am to 5pm
Saturdays and Sundays – 11am to 2pm
4. Personnel Requirement: One main program coordinator is required to administer the Food Bank’s
programs and activities.
Three assistant(s) coordinators are required to carry out general operations
and services. For delivery services, a team of delivery volunteers is established
in each city/branch or neighbourhood where Food Bank’s clients are
populated.
Personnel Required:
1. Intake Coordinator
2. Inventory Coordinator
3. Delivery Coordinator
4. Teams of Delivery Volunteers
Food Bank staff / volunteers work collaboratively to help each other in areas
wherever and whenever additional help is required.
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4.1. Intake Coordinator:
Intake Coordinator manages clients’ requests, prepares volunteer
schedules, and maintains daily records. Responsibilities are as follows:
1. Attending phone calls taking messages, notes if required.
2. Checking voicemails, conveying messages to concerned individuals,
Returning calls.
3. Entering client’s food requests in the application database. Upon
attending clients, in person or over the phone, ensuring all information
of all clients is complete and accurate.
4. Informing clients of the date and time of the delivery.
5. Booking appointments for clients’ walk-ins.
6. Preparing delivery lists for Delivery Coordinator and teams of each
area. These lists should be sent for the upcoming delivery day.
7. Forwarding new delivery list to packaging coordinator for finally
getting the food boxes ready.
8. Maintaining each clients file folder with records provided by the clients
while registration.
9. Maintaining database of food suppliers / grocery stores / food
companies to contact for donations and purchasing if advised by the
program director.
10. Housekeeping of the facility, garbage / recycle disposal
4.2. Inventory Coordinator
Inventory Coordinator deals with food inventory: merchandizing,
warehousing, food sorting and organizing and preparing food
hampers/boxes. Responsibilities are as follows:
1. Organizing food pantries, sorting food, shelving, labelling etc
2. Replenishing shelves with inventory from the storage area. Keeping
the storage and working area in proper order.
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3. Preparing food boxes according to the delivery list of the day. Marking
food boxes with clients’ names and locations.
4. Organizing food boxes for pickup at the main entrance with list and
maps of deliveries for drivers.
5. Attending walk-in clients
6. Preparing rice and flour small bags out of the large sacks. Replenish
the food pantries.
7. Monitoring food inventory, notifying immediately to main coordinator
of items reaching end of stock
8. Housekeeping of the facility, garbage / recycle disposal
4.3. Delivery Coordinator
Delivery Coordinator administers delivery system in terms of: recruiting
delivery volunteers and scheduling them for delivery service in those areas
where Food Bank’s clients are residing. This service is done on weekly basis;
however additional deliveries are sent based on the nature of the need of
the client.
4.4. Team of Delivery Volunteers:
The delivery coordinator establishes a network of delivery volunteers.
Delivery Volunteers are scheduled on each Saturday for delivering food to
the client’s residence. They
Guidelines for delivery volunteers are listed below:
Note: All recipients are informed of their delivery date and time. Recipients have also
been notified that volunteers will leave the food delivery at their door-steps, in
case if there is no response to the volunteer’s phone call or door bell. This
discretion is obtained while registering the clients. Volunteers are obliged to keep
recipients information confidential. Volunteers are also encouraged to bring all
concerning matters to the attention of Delivery Management Coordinator and
the Food Bank Coordinator.
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A- Upon Arriving at the Food Bank, the Delivery Volunteers Should:
1. Check the recipients list of their area, name, phone#, addresses, and
buzz codes.
2. Check for any special comments for any recipient.
3. Count the food boxes and match the number with the list.
4. Some boxes may have additional items outside the box (rice and
flour bags, etc); they will have the recipient’s name and box number
on it.
5. Sign-in at the office before leaving with your contact information so
Food Bank staff can follow up with you for any delivery related
concerns.
B- For Apartment Buildings:
1. Upon Arriving:
a. Call the recipient, introduce yourself as Humanity First Volunteer
b. Ask the recipient to come and bring any ID to confirm the name of
the person requested the food hamper
c. Remind them to bring any cart, if they have any, to carry back the
food.
2. For People with Physical Disability:
a. Park the vehicle
b. Call, introduce yourself and then confirm the name of the person
requested the food hamper
c. Go to their apartment and ask them where they would like you to
drop the food, outside at the door step or inside. If the recipient
has no one else to receive the delivery and is unable to come to
the door, take the food inside with recipient’s permission.
d. A small dolly or cart can be helpful in delivering the food in
apartment buildings.
3. Special Instructions for Volunteers with No Cell Phones:
a. Park the vehicle
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b. Go to the entrance, ring the buzzer and inform the recipient of
your arrival. Then follow the above directions whichever apply.
c. If there is no answer to your call, leave the door at the door step.
You may ring the management buzzer and ask if the food delivery
can be left with them.
d. For any deliveries for which there was no answer to your call,
inform the Food Bank coordinator to report for the deliveries left
at the door.
C- For Houses:
1. Follow the same as Section A, part 1, a to d
2. If there is no answer to your call, leave the food at the side of the
door step.
D- Report:
1. Report to the concerned food bank staff after completeing the job.
2. If there are any concerns, change of information of the clients, or any
food hamper not delivered, inform the staff immediately so
necessary measures can be taken acordingly.
5. Fundraising and Food Drives:
5.1. Fundraising/ Food Donations within Community:
One representative is appointed in each branch, community or
organisation who keeps a receipt books and collects monetary or
food donations. This representative is required to attain
comprehensive information of Humanity First projects and programs,
especially of Food Bank.
Each resource body holds their own food drives and makes
arrangements of depositing food donation to the Food Bank. They
can also call Humanity First office for pick up.
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For monetary funds collection, representatives are required to follow
“Guidelines for Collecting Funds/Issuing HF Receipts”. (See attached
Annexure 3)
5.2. Fundraising / Food Donations from Other Sources:
Agencies
Food Companies
Grocery Stores
5.3. Food Drives
Humanity First organizes number of food drives all across Canada every
year. They are categorized as follows:
1. Neighbourhood food drive
2. Educational and Business institutions’ food drive
3. AMJ Youth Organisation’s Annual large scale food drive
A list of most needed items is provided to all sources running food drives
for Humanity First Food Bank. (Refer to Annexure 3)
1. Feed a Family Food Drive – Neighbourhood
1. Select a date for the food drive.
2. Choose a neighbourhood to conduct the
food drive.
3. Go to http://maps.google.ca/ and finalize
the main intersection and the adjacent
blocks in which teams will go for food
drive.
4. Print the map and divide the area into
sections to assign to each team.
5. Highlight the streets that border and fall
within each section assigned to teams.
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6. Contact Humanity First National Team to coordinate on advertising the
food drive in the selected neighbourhood. Such as:
a. posting of food drive signs on street corners
b. distribution of flyers to each house (Flyers indicate date and time
frame for Food pick up, and also advise donors that they may
place the food in a box or bag and mark it with ‘HF’ and leave the
box/bag on the porch on the day of pick up)
7. Get volunteers to go door-to-door and distribute flyers to each house in
the selected neighbourhood.
8. On the scheduled date, which should be a few days after the flyer
distribution, volunteers should go again and collect the donated items
from each house. (It is mandatory to go with Humanity First
merchandise, which includes wearing t-shirts with logo, tote bags,
receipt books, HF brochures and pens. Volunteers are strictly advised not
to go inside the house for collection even if the household invites.)
9. Drop off all donated items to the Food Bank. Food Drive coordinators
must arrange transportation vehicles for collecting food from the streets
and transferring to the Food Bank.
10. Volunteers at the Food Bank will then sort the food and will dispose of
expired donations.
11. Volunteers at the Food Bank will be responsible for further sorting by
category (e.g. soups, vegetables, fruits, instant meals, sauces, juice, etc.)
and replenishing shelves with newly donated items.
2. Feed a Family Food Drive – Educational Institutions
1. Prepare a proposal letter for the school admin, school council, or
student council. (sample letters are available upon request)
2. Decide a Date / Time Frame (one or two weeks, or more)
3. Team Building
4. Marketing & Promotion of Humanity First Food Drive:
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Get a flyer ready for posting, distribution and emailing. (sample
flyers are available with Food Bank Staff)
Announcements in the school
Blurb in newsletters
5. Get the bins ready at the set locations within the facility.
6. Collection of Food
7. Evaluation of Winners: Organizers can also conduct a competition
among student groups or classes to maximize the collection. The grade
or class scoring highest food collection then receives an award of
outstanding achievement.
8. Awards Distribution: Humanity First certificates / awards are presented
to school administration and students.
3. AMJ Youth Association Annual Large Scale Food Drive
Every year AMJ Youth Organisation launches a massive food drive all across
Canada to support Humanity First Feed a Family Program in the month of
December. This initiative under this organisation is mainly planned and
administered through their head office in Maple, Ontario.
This organisation not only runs neighbourhood food drives in every branch
/ city, but also raises monetary funds to purchase food stocks on large scale
from suppliers.
The organisation holds competitions among their branches in each region
and sets targets to motivate the volunteers to exceed in their efforts. Their
food drive teams set out in freezing cold temperature to go door-to-door to
collect food for Humanity First Food Bank.
Approximately 500 youth participate in this initiative on an average and
strive hard to surpass their projected collection goals.
In 2009, they collected a total of 165,000 lbs of food, exceeding their initial
target of 140,000 lbs.
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6. Food Bank Operations
6.1. Client Registration:
Individuals and families in need of food support register with Humanity
First Food Bank by contacting via:
In Person: 600 Bowes Road, Unit 40, Concord, ON, L4K 4A3
By Tel: 416.440.0346 ext. 0, 2
By Email: [email protected]
There are no requirements for first time food requests; however for
subsequent requests proof of I.D for all recipients is required:
Any type of I.D
Any type of proof to determine family size
Clients are registered using the “Clients’ Registration Form” available in the
Food Bank Application. All clients are informed about the Food Bank’s
Disclaimer notice.
(Sample Registration Form is attached in Annexure)
6.2. Food Sorting and Packaging:
1. At Humanity First Food Bank, food sorting and packing is a routine
activity taking place on weekly basis, mostly by the weekend volunteers.
However at a time when food donation arrives or any food stock is
nearing the expiry date, food sorting is performed on priority basis. Food
is sorted and organized properly in shelves making it ready to pack for
the clients.
2. Packing of generic boxes for delivery purpose also takes place in
advance and around 30 to 40 family boxes are packed and stored in the
storage area for weekly deliveries.
3. A list of most commonly used food items is created and is provided to
the packing team to prepare generic family boxes.
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4. Later on, the staff /volunteers customize each box when final delivery
list is ready before the delivery day by checking the special needs or
preferences of the client who requested for food. For example, if a client
has peanut allergy, the person customizing the box will ensure there is
no item packed with peanut products.
5. The food package is prepared while keeping the family size and special
need in view.
6.3. Delivery System:
1. Food Bank Coordinators inform the clients of their food hamper’s
delivery date and time when clients call and place their request for food
assistance.
2. Food Bank Coordinators also prepare area based delivery lists with client
residential information for each city/ neighbourhood and email them to
Delivery Coordinators prior to the scheduled delivery day.
3. Rout maps are also printed for each location and are attached to the list
for drivers’ convenience.
4. The Delivery Coordinator plans and administers food delivery services in
areas of need. He is responsible for recruiting and appointed volunteer
teams to deliver food hampers to those recipients’ residence for whom
coming to the food bank is a barrier.
5. Delivery schedules are made for weekly delivery service. Humanity Food
Bank delivery day is every Saturday of the month.
6. Volunteer drivers come to the Food Bank on every Saturday from
various regions to pick up their boxes and then are dispatched to the
areas assigned to them for delivery.
7. Delivery volunteers are advised to sign-in upon their arrival to Food
Bank follow the guidelines mentioned above
6.4. Delivery Follow-up:
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1. Once the deliveries are done, the Food Bank staff follow-up with the
volunteer drivers for any concerns or problems they may have in
executing the job.
2. Routine follow-up is also done with those clients who called for missing
deliveries or who show any other concern.
3. Clients’ survey is also conducted over the phone occasional to ensure
their satisfaction with the service that Humanity First is providing to
them.
7. Volunteer Management:
Humanity First targets schools and local community population providing
incentives such as volunteer hours certificates, community service and
training opportunities.
7.1. Volunteer Sources:
1. Student Volunteers:
Students from local schools who need community hours are
scheduled during daily operating hours.
Students are also given co-op positions at the food bank.
2. Community OR Agency Referred Volunteers:
Individuals looking for community service and experience are given
various assignments at the facility, or outside the facility. (Such as:
fundraising, research, marketing, compilation of database etc.)
By policy, every individual seeking volunteer opportunities with Humanity
First is required to get registered by completing a Volunteer Registration
Form. (See attached, Annexure 3)
In order to run daily general operations throughout the week, a volunteer
schedule is created on a monthly basis.
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A volunteer log is maintained on a daily basis in order to record volunteer
information and their hours of service.
7.2. Volunteer’s Responsibilities at the Food Bank:
Volunteers, individuals or groups, are responsible for the following:
Food sorting, disposing expired food items
Organizing the warehouse
Restocking shelves/replenishment
Packing food hampers for families
Assisting with clerical duties, such as answering incoming phone calls,
data entry, filing, etc.
Divide bulk food bags into smaller packages, making it suitable for
food hampers distributed to families. (Such as: rice, sugar, flour)
Maintaining cleanliness: Vacuum food storage areas, garbage
disposal.
Volunteers also participate in food drives, held in neighbourhoods or within
various institutions.
8. Publicity and Awareness:
8.1. Flyers/Brochures: Flyers/brochures are created and distributed for
public awareness and for promoting Food Bank services in all
community centers and agencies.
8.2. Media Articles and Press Releases: Media articles and press
releases are released throughout the year on special event, activities
or as needed. However Food Bank activities are covered regularly in
quarterly published Humanity First Newsletter.
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8.3. Reports: Brief reports are prepared on monthly basis. Food Bank
annual report is prepared at the end of the year and is included in
Humanity First Annual Report of the year.
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Annexure
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Feed a Family - Client Registration Form
Full Name: Date of Request:
Address: Street Address: City:
Postal Code: Apt. #: Buz. # (If any):
Phone: Home: Cell:
Employment Status: Unemployed: Employed: Full Time: Part-Time:
Source(s) of income: Social Assistance, EI, ODSP, CPP, OAS, Child Support, or any other:
Name and contact information of the worker /contact person from your financial assistance agency:
Do you own your residence or rent? Rent: $ Mortgage: $
Family Size (Number of dependants in your immediate family):
Please provide family detail below. Attach extra sheet if required.
Full Name Relationship to Applicant
Age Status Details: student, employed, unemployed, senior, stay-home, etc
1.
2.
3.
4.
5.
Allergies or dietary restrictions due to any health issue or religion:
How did you learn about Humanity First:
Documents Required:
Please provide a latest copy of the following:
1- Proof of income, if employed or receiving income support
2- Rental agreement / rental receipt
3- A copy of the picture ID
4- Copy of health cards of the immediate family members or dependants of the applicant
Humanity First is not responsible for quality or quantity of food given out. We only pass on upon request what is received as donation. Humanity First does not guarantee any specific quantity or availability of any specific food item. Clients receiving any item from Humanity First are themselves responsible to check the product and suitability for use. If they are in doubt, they must not use the food and discard it. Use of any food item is solely on client's personal discretion. Checking for allergy and avoiding any specific food is solely client's responsibility. Humanity First does not bear any liability what so ever in this regard. By completing this form, the client agrees to accept help and support from Humanity First on these terms and completely and unconditionally indemnify Humanity First in all respects from any liability.
Applicant’s Signature: ______________________________________________ Date: __________________
Annexure 1
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Most Needed Items for Feed a Family Program
No. Items
1
Canned Vegetables:
Potatoes
Peas & carrots
Corns
Mushrooms
Olives
green beans etc.
2 Canned Fruit (Pineapple, fruit cocktail, peaches, etc)
3 Juices: Apple, Orange, Mango, fruit drinks
4
Soups and Meals (small and medium cans, heat and serve):
Vegetable
Chicken Vegetable
Chicken Noodle
Beef Vegetable
Beef Ravioli
5
Canned Meat:
Tuna
Salmon
Sardine
Corned beef etc. Note: Items containing pork are not accepted.
6 Pasta
7 Rice, Flour, Sugar – medium bags
8 Side dishes, quick to make – mac & cheese
9 Cereals, oatmeal, and pop tarts for breakfast
10 Snacks/Dessert: (Cookies, Crackers, Jello, Pudding, pop corns etc.)
11
Bread Spreads:
Jams
Peanut Butter
Nutella
Honey, etc
12 Tea / coffee /Evaporated Milk cans
13 Condiments: Ketchup, salad dressings, pasta sauce
14 Oil
Annexure 2
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Humanity First Volunteer Registration Form
Annexure 3
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Instructions for Issuing Receipt to Food Bank Donors
In order to issue correct receipts and maintain an accurate donor database, the
receipt book holder or the person issuing the receipt at the spot MUST follow the
instructions outlined below. This is to ensure that donors have received a proper
receipt for tax purposes, and it makes the data entry process smooth and
accurate.
1. ALL fields must be completely filled out for all donors
DATE: Full Day, Month and Year
PROJECT: Indicate which HF project the donation is going
towards
NAME: Full First Name and Last Name
ADDRESS: Full address (Street Name, Number, City, Postal Code,
Branch)
PHONE #: Full Phone Number with area code
DONOR ID #: This number refers to the individuals Donor ID
(member code); if Donor ID is unknown, all fields
MUST be accurately filled out
CVD Code: The CVD code and the card expiry date MUST be
recorded when issuing receipts for donations made
by Credit Cards
EMAIL: If you can provide the donors email address,
please do so, so we may contact them about
future Humanity First projects and events
2. Businesses/Organizations – Put the organizations name in the ‘First Name’
field, and put Inc. in the ‘Last Name’ field. Complete all of the fields and
include the organizations contact person’s name and phone number in the
comments section.
3. Issuing Receipts:
White Copy – Goes to the donor
Annexure 4
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Yellow Copy – Goes with the donation money batch
Pink Copy – Stays in the receipt book
4. Depositing or Submitting Donations – Donations collected should be
deposited on a weekly basis, or at least by the 29th of every month. You
may submit the donations by depositing it into the Humanity First account
at any RBC Bank location, or you can submit it in person to the Humanity
First Office.
DEPOSIT TO RBC – If you have a Deposit Slip book, please fill out the
information and submit it with the donation money at RBC Bank
(deposit slips are available at the bank as well). If you don’t have any
deposit slips, you may still deposit the batch at an RBC Bank branch
by presenting the Humanity First Transit and Account Number
(Transit #: 00192 / Account #: 1085349). After depositing the money
into the account, you must make a photocopy of the deposit slip and
submit it along with the yellow receipts to the HF Office, via mail or
in person. (Please send yellow receipts to the ‘Attention of: Dr. Aslam
Daud’)
IN PERSON - To submit your donation collection, you may choose
from the following options:
Drop off the donation to the Humanity First Office
Call 416.440.0346 to request for pickup of the donation
collection
For any questions or concerns, contact via telephone or email at:
Tel/Fax: 416.440.0346 or
Email: [email protected] .