Microsoft Programme Guidelines

  • Microsoft donations are available to nonprofits registered with the NGO Coordination Board as a nonprofit organisation AND need to have a PIN number registered with the Kenya Revenue Authority.

Eligible Organisations: The Microsoft Software Donation Programme serves nonprofit organisations whose mission benefits the local community. Among these organisations are the following types which have recently had changes to their eligibility:

  • Health services and related activities that are independent and not owned and operated by organisations that are eligible for Microsoft Government, Academic, or Health programs. These include community health clinics, medical research groups, behavioral healthcare nonprofits, women's health centers, hospices, rescue and emergency services, organisations that support patients and their families, and blood banks.
  • Commerce and trade associations with activities that benefit non-members.
  • Amateur sports organisations, specifically youth sports clubs, teams, or groups.
  • Private grantmaking foundations that receive the majority of assets or income from an individual, family, or corporation.
  • Museums.
  • Religious or faith-based organisations.

Public libraries may request Microsoft software donations through this programme only for use on public access computers or on computers that are used to directly manage either the public access computers or the library's public access programme. Participating libraries must also make their collection and basic services available to the population of their legal service area without charges to individual users (excluding incidental fees such as printing charges). If they so choose, libraries may impose charges on users outside the legal service area and may provide products and services (beyond basic services) to the public at large, with or without individual charges.

Organisations that are not eligible: Not all NGO status nonprofit organisations are eligible for participation in the Microsoft Donation Programme. Those that are not eligible should visit Microsoft Volume Licensing for Industries for more information about charity licensing; they may still be eligible for discounted software from Microsoft. The following types of organisations are ineligible for Microsoft software donations:
  • Governmental organisations or agencies.
  • Educational institutions, including schools, colleges, universities, and trade schools.
  • Healthcare organisations and networks, including hospitals, specialty networks, ambulatory healthcare services, home healthcare and assisted living healthcare organisations, health research organisations, and laboratories.
  • Political, labour and fraternal organisations; commerce and trade associations without charitable aims or activities that benefit non-members; sponsorships of events, tables, exhibitions, or performances; fundraising events such as luncheons, dinners, walks, runs, or sports tournaments.
  • Refurbishers that will be installing the donated software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Programme.
  • Nonpublic libraries, including private libraries, school libraries, specialty libraries, armed forces libraries, and libraries in government agencies.
  • Organisations that engage in discrimination in hiring, compensation, access to training or services, promotion, termination, and/or retirement based on race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status, other than as allowed by law, are not eligible to participate in this programme. Organisations must be willing and able to attest that they do not discriminate on any of these grounds in order to receive donations.
  • Eligible organisations receive an allotment of Microsoft software donation requests that is reset every two years. An organisation’s two-year cycle begins with its first donation request after 26 July 2011. After two years, a new cycle begins, and a new allotment becomes available. The organisation does not need to request the full amount of its allotment. There is no limit to the number of separate requests the organisation can make and no minimum quantity requirement.
  • During its two-year cycle, an organisation can request products from up to 10 title groups. For title groups that contain applications that run on an individual computer (like a desktop or laptop PC), there is a 50-license maximum. For title groups that contain client access licenses or other licenses that provide for connection to or management of a server, there is also a 50-license maximum. For server products, there is a five-product maximum, regardless of title group. For further details, see Quantity and Frequency of Microsoft Requests in the Microsoft Donation Programme - Eligibility and Allotments.
  • Organisations that advocate, support, or practice discrimination based on age, ethnicity, gender, national origin, disability, race, size, religion, sexual orientation, or socioeconomic background are not eligible to participate in this programme. Organisations must be willing and able to attest that they do not discriminate on any of these grounds in order to receive donations.
  • Microsoft products may not be transferred between separate legal entities or resold. Additionally, Microsoft products may not be installed on computers that will be given to or sold to other organisations or individuals, even as part of a charitable programme.
  • Donated product will be distributed under this programme to qualifying organisations only, not to individuals.