Record-Keeping Requirements for Nonprofit Members

Effective December 1, 2025

All nonprofit Recipients are required to maintain records of donated or discounted products received through NPMP.

1. Required Records Include:

• Quantities of products received

• Dates received and distributed

• Names or descriptions of program beneficiaries (if applicable)

• Storage and handling documentation (if required)

2. Distribution Logs Should Include:

• Recipient name/group/event

• Quantity distributed

• Date of distribution

• Notes on program use

3. Supporting Documentation

NPMP may request documentation such as:

• Photos showing distribution

• Program summaries

• Receipts or delivery confirmations

4. Retention Period

Records should be kept for at least 3 years and made available upon request.

5. Audit Rights

NPMP reserves the right to perform audits to ensure compliance with donation regulations and partner requirements.