Donation Policy

POLK OIL DONATIONS POLICY

Our Company believes in the spirit of giving and takes that responsibility very seriously. We’re able to donate because of the loyalty of our great customers. We also celebrate family and community and that includes being a part of our communities located in eastern Texas. We have been giving back to our communities for many years and we are proud of that tradition.

Here’s How Our Donation Process Works:

All donation requests will be forwarded to the corporate office for processing and formal submission to the company’s donation committee. This committee meets monthly to consider requests so all donation requests must be submitted 45 days prior for proper review and processing. In any case, the person making the request will be notified whether or not the request has been approved.

Donations of cash, merchandise or Polk gift cards will only be considered for non-profit organizations. Due to the large number of requests we receive, Polk has established the following guidelines for donation requests:

All organizations must have a current 501(C)(3) status and include federal tax ID number.
All letters must be on official organization letterhead. Computer generated flyers, e-mail and invitations are not formal letters and therefore are not considered proper request procedures for a donation, but may be attached to the donation form.
The donation form must contain the date of the event, organization’s tax ID number, address and phone number, the contact person’s name, driver’s license number, email address, address and phone number, the type of fundraiser and in what capacity will the proceeds be utilized.
Requests must be received at least forty-five (45) days prior to the event.
We do not donate through a second or third party request. Donations are given directly to the benefiting organization.
Only one request from an organization or school can be submitted each calendar year.
Polk evaluates each request in the context of Polk’s focus areas, company priorities, geographic relevance available budget and eligible activities/restrictions.
All incomplete request forms will be returned to the organization and will be re-scheduled for the next donation review meeting, which is typically once a month.
Any donation from Polk is a one-time donation and the organization or charity receiving the donation should never place the donation amount in future budget development.

EXCLUSIONS

The following are not eligible for support:

United Way funded organizations
Individuals
Advertising and promotions including signs, t-shirts and promotional print materials
Reducing debts or past operating ventures
Political or partisan organizations or campaigns
Endowment funds
Talent and beauty contests
Named academic chair ships or fellowships
Research
Religious organizations
Generic request that may have been sent to various organizations
Sports sponsorships
Medical expenses
Benefits for individuals

Please note that Polk receives a significant volume of requests and is therefore unable to accommodate all, no matter how much we might wish to do so.

Regardless of the level of funding requested, the process begins with a donation request form. This document is available by downloading the PDF file from our web site.

Click Here to Download The Donation Request Form

The donation request form requires Adobe Reader®, a free download:

Simply complete the form, attach any supporting information and forward it to the corporate office. All donation requests must be submitted a minimum forty-five (45) days in advance of the date that the donation is needed. Responses may take as long as two weeks to process once the donation is approved.

Forms can be mailed to: Donations Committee

1201 Ellen Trout Drive
Lufkin, TX 75904