Start with your tax-exempt paperwork
The IRS says churches that meet the requirements of section 501(c)(3) are automatically treated as tax exempt and are not required to apply for recognition. Many churches still ask the IRS for a determination letter because others ask for proof.
Technology programs are among those that ask. A church covered by a denomination's group ruling may be able to use that instead; IRS Publication 1828 explains group exemption.
Sources: IRS: churches, integrated auxiliaries and conventions of churches; IRS Publication 1828, Tax Guide for Churches and Religious Organizations
How the main programs treat churches
- Microsoft: in the United States, organizations with recognized charitable status can qualify. Microsoft's eligibility page lists religious organizations as ineligible only in India. Church members and other beneficiaries cannot use the granted licenses; they are for paid staff and unpaid executive staff.
- Google: asks US organizations for IRS 501(c)(3) registration or group exemption, verified by Goodstack. Its exclusion list names government, health care and schools, not churches.
- Slack: its nonprofit program lists churches and religious organizations as not eligible.
- Canva: check the eligibility list on Canva's nonprofit page before you apply.
Sources: Microsoft nonprofit eligibility; Google for Nonprofits eligibility guidelines; Slack for Nonprofits; Canva for Nonprofits
Accounts for staff, leaders and volunteers
- Give each staff member and regular volunteer leader their own account instead of sharing one office login.
- Use shared mailboxes or groups for addresses like office@ or prayer@ so several people can read them without sharing a password.
- Turn on multi-factor sign-in for everyone, and keep two people with admin access so the church is not locked out if one leaves.
- When a volunteer steps away, remove their access the same week.
Sources: Microsoft Entra security defaults; Microsoft Entra: manage emergency access accounts
Protect member and pastoral information
- Keep member directories, contribution records and pastoral care notes in a system with sign-in, not in loose spreadsheets on personal laptops.
- Share sensitive folders only with the people who need them.
- Back up the church's files and test that you can restore them.
- Teach staff that urgent requests for gift cards or wire transfers "from the pastor" are a common scam, and confirm them by phone.
Source: CISA Secure Our World
Common questions
Does a church need an IRS determination letter for these programs?
The IRS does not require churches to apply, but programs such as Google for Nonprofits ask for IRS registration or group exemption. If your church has neither, check with your denomination about a group ruling, or consider requesting a letter.
Can church members use our Microsoft nonprofit licenses?
No. Microsoft says beneficiaries, donors and members are not eligible to use the licenses. They are for paid staff and unpaid executive staff.
Can TRUE.org apply for us?
No. Microsoft does not allow a third-party IT provider to register on a nonprofit's behalf, and the application should come from your church. We can help you prepare and walk through it with you for free.