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Microsoft Donation Program ─ Eligibility, Allotments and Returns

This page describes the types of organizations that are eligible for Microsoft products through TechSoup Canada and the frequency and quantity allotments per organization.

  1. Organization Types That Are Eligible for Microsoft Products
  2. Quantity and Frequency of Microsoft Requests
  3. About the Two-Year Cycle
  4. Microsoft Donation Center
  5. Refunds and Returns

Organization Types That Are Eligible for Microsoft Products

Microsoft products are available to nonprofits registered with their respective province or territory and to charities registered with Canada’s Revenue Agency (CRA). Some types of nonprofits are not eligible, such as educational institutions, political organizations, healthcare networks, and nonpublic libraries.

Organizations 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 program. Organizations must be willing and able to attest that they do not discriminate on any of these grounds in order to receive products.

Special Rules for Public Libraries

Public libraries may request Microsoft products through this program for public-access computers only. Donated software is available only for use on public access computers or computers used directly in the management of the public access computers or the library's public access program.  

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 they may provide products and services (beyond basic services) to the public at large, with or without individual charges.

Quantity and Frequency of Microsoft Requests

Microsoft provides nonprofits and libraries with an allotment of product donations that can be requested per two-year period. Within a two-year period, each eligible nonprofit or public library may request:

  • Up to 50 of each desktop (like Office Standard) or license-only (like a CAL) product 
  • Up to 25 of each server product that uses core-based licensing
  • Up to five server products that do not use core-based licensing

There is no limit to the number of times an organization can make a Microsoft donation request within the two-year cycle as long as they have not used up their full allotment. After two years, a new cycle begins, and the allotment is reset.

About the Two-Year Cycle

Your organization’s Microsoft two-year donation cycle begins when your organization places its first request for Microsoft product donations. If your organization requested any Microsoft donations prior to 27 July 2011, its cycle was reset, and its new cycle begins on the date of its first Microsoft donation request after 27 July 2011.

Your organization's cycle will run for two years from this initial start date. It will then be immediately reset and run for another two years, and so on. For example, if an organization's first cycle starts on 12 October 2017, its new cycle will begin on 12 October 2019 at which point the organization has a new allotment.

Refunds and Returns

If you want to return or exchange any of the Microsoft donated product you've received, you will need to return the entire Microsoft portion of your request and place a new request for the Microsoft items you want. 

Since all Microsoft products are downloaded-only, returns will be accepted only if none of the software has been installed, and you received the donation no more than 60 days previously. 

If you want to return or exchange your Microsoft Software donation, please notify TechSoup Canada Customer Service of the impending return by contacting us.

The donation limits on your account will normally be reset within eight business days after a return is complete.

Note that Get Genuine Windows products have different policies than products available through the standard Microsoft Donation Program.