Welcome to the Combined Federal Campaign CFC 101

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Welcome to the Combined Federal Campaign CFC
101
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Workshop Objectives

• To provide an overview of the campaign? the
  process and regulations
• To explain the essential players and components
  of the campaign
• To discuss the interaction of federations and
  agencies
• To address issues/concerns related to the campaign

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CFC STRUCTURE
Sets Policy Procedures
Conducts Local Campaign
Leadership of LFCC
Manages Local Campaign
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OPMs Duties


OPM
Publishes CFC Regulations Establishes
Timelines Provides Direction and
Guidance Develops Publishes National /
International List Establishes Rules on Local
Applications Final Appeal Audits
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CFC STRUCTURE
LFCC
Hires PCFO Approves Budget Conducts Local Agency
Eligibility Provides Oversight of PCFO Approves
Campaign Material Conducts Compliance Audit
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CFC STRUCTURE
LFCC
CABINET
Leadership Element of LFCC Members from Federal
Community (Federal Civilians, Military
Postal) Final Campaign Decisions Liaison to
Federal Agency Heads
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CFC STRUCTURE
PCFO
Manages All Aspects of Campaign Develops Campaign
Materials Serves as Fiscal Agent Collects
Processes Distributes Pledges Trains Loaned
Executives Campaign Personnel
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PCFO SELECTIONWho May Be The PCFO?

• Non-profit Federations
• Non-profit Charitable Organizations
• Combination thereof
• --------------------------------------------------
  
• Must apply annually or after multiple years
  (Jan-Feb)

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PCFO RESPONSIBILITIESPrimary Objective To
conduct an efficient and effective campaign in a
fair and even-handed manner.

• Honor employee designations.
• Help to ensure no employee is coerced.
• Orienting key volunteers about the CFC, their
  roles and responsibilities
• Train Loaned Executives, Coordinators Key
  Workers.
• Ensure no employee is questioned as to his or her
  designation.

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PCFO RESPONSIBILITIESManaging A Campaign (cont)

• Honor donors request to release / not to release
  name address.
• Maintain detailed schedule of expenses.
• Keep and maintain financial records in accordance
  with generally accepted accounting principals.
• Submit to LFCC an audit of collections
  disbursements.

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PCFO RESPONSIBILITIESManaging A Campaign (cont)

• Prepare campaign materials that are consistent
  with regulations (with input and approval from
  the LFCC)
• Absorb cost of reprinting of materials caused by
  non-compliance with regulations.
• Absorb campaign costs that exceed 110 of
  approved budget.
• Design implement a CFC awards program. (with
  input and approval from the LFCC)
• Respond timely to inquiries.

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PCFO RESPONSIBILITIESManaging A Campaign (cont)

• Notify recipient organizations of contributions.
• Disburse funds according to receipts.
• Give federations charities an opportunity to
  review material and provide input on campaign
  operations activities.
• Retain campaign documentation 3 years.

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What should I be doing now?

• January/February
• Recruit, Recruit, Recruit
• Finalize verification/processing of contributor
  designations
• Advertise for PCFO
• PCFO Application Period
• February
• PCFO selected
• Mail letters to federations/agencies
• Open acceptance for local applications
• March
• Form 1417 due to OPM
• 1ST Cabinet Meeting

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What should I be doing now?(continued)

• April
• Begin monthly disbursements to federations/agencie
  s
• Local Charity Eligibility Screening LFCC
• Finalize decisions on local apps by LFCC
• Finalize leadership/recruit LEs
• Finalize Theme and Timeline
• May
• Notify local applicants of eligibility decisions
• Agency Head Calls

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What should I be doing now?(continued)

• May/June
• Agency Calls
• Develop Supplies
• Plan Special Events
• June
• Order Supplies
• E-Giving technology report due to OPM
• July
• Set Goal
• Train Coordinators
• Plan/implement campaigns
• Send thank you letters/thank you event

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What should I be doing now?(continued)

• August
• Train Coordinators
• Deliver Supplies
• Train Loaned Executives
• Provide Audit Guide to LFCC
• September
• Submit audit to OPM
• Campaign Begins (September 1st to December 15th)
• Manage Loaned Executives
• Train Canvassers
• October November
• Assist volunteer and Campaign Coordinators
• Conclude Campaign
• December
• Send thank you letters/thank you event
• Critique Campaign

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The RegsPreventing Coercive Activity

• Solicitation of employees by their supervisors
• Supervisory inquiries about participation
• Setting 100 participation goals
• Establishing personal dollar quotas
• Developing and using lists of non-contributors
• Using as a factor in a supervisors performance
  appraisal the results of solicitation

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Eligibility ProcessNational/ International
OrganizationsNational List Eligibility

• 2014 Eligibility Period 12/2/13 to January 15,
  2014
• The Director shall annually determine which
  organizations among those that apply qualify to
  be part of the national List and then provide the
  national list of qualified organizations to all
  local campaigns.
• The national list shall be reproduced in all
  local brochures in accordance with regulations.
  The list will include each organizations
  national list number code. These number codes
  must be faithfully reproduced in the local
  brochures.
• The national list is provided to local CFCs the
  end of June

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Eligibility ProcessLocal Independent
Organizations

• Must have substantial local presence
• Must be a 501(c)(3)
• Certify that the organization affects human
  health welfare
• Certify GAAP utilization
• Audit must cover the fiscal year ending not more
  than 18 months prior to the January of the
  campaign year. 2013 campaigns June 30, 2012
• IRS Form 990
• ?audit and 990 must cover the same period

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Eligibility ProcessLocal Federations

• Must include 15 or more organizations that meet
  local requirements not to including themselves
• All participating organizations must submit a
  full application is applying for the first time.
• Random selection of applications after first
  year.
• Conform to GAAP
• Annually audited (waived for new federations
  operating for less than a year.)
• Within 15 business days after the closing date
• of the application period, the LFCC must
• communicate eligibility decisions.
• ?Send denials certified or registered mail with a
  return receipt.?

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Eligibility ProcessAppeals

• An appeal may be made to the LFCC within 7
  business days from the date of receipt of the
  denial letter or 14 calendar days from the date
  the decision was mailed, whichever is earlier.
• If appeal denied by LFCC, the applicant may
  appeal to the Director, which must
• Be in writing
• Be received within 10 business days from the date
  of receipt of LFCC denial
• Include statement of why eligibility should be
  granted
• Include a copy of the letter from the LFCC
  denying initial application, original appeal to
  LFCC, and letter denying the appeal.

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Where are we now?

• January/February
• Recruit, Recruit, Recruit
• Finalize verification/processing of contributor
  designations
• Advertise for PCFO
• February
• PCFO selected
• Open acceptance for local applications
• Mail letters to federations/agencies
• March
• Form 1417 due to OPM
• Close acceptance for local applications
• 1ST Cabinet Meeting

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Where are we now?(continued)

• April
• Begin monthly disbursements to federations/agencie
  s
• Finalize leadership/recruit LEs
• Finalize Theme and Timeline
• May
• Finalize decisions on local apps by LFCC
• Notify local applicants of eligibility decisions
• Agency Head Calls

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Campaign Planning

• Have you made decisions on
• Awards?
• Catalog Design?
• Communications?
• Development of Materials
• Events?
• LE Recruitment?
• Timeline?
• Theme?
• Trainings?

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Campaign Publicity Materials

• All materials must be reviewed by the LFCC for
  compliance with the regs.
• Federations must notify the PCFO in writing of
  their desire to participate in the development of
  materials.
• During the solicitation period, participating CFC
  organizations may distribute educational
  materials if permission is granted from the
  agency head.
• The campaign brochure and pledge card is the
  official information package and shall be made
  available to all potential contributors.

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The RegsCampaign Publicity Materials

• Materials must constitute a simple and attractive
  package, without undue use of organizations
  symbols or logos.
• Order of listing is on a yearly rotation
  established by OPM local listings are determined
  by random drawing.
• Omissions may require a reprint by the PCFO.
• Dual listing of national local affiliates are
  permissible.

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Completing the Pledge Card
You may spread your gift up to 5 agencies. Each
agency has a unique 5 digit code. Please specify
dollar amount. If you choose not to designate,
please leave the boxes blank.
Please check or insert your name address, phone
and social security number, etc.
There are separate boxes for civilian and
military donors. Complete the one that is
applicable to you.
Please check on the pledge card if you qualify
for the Bronze, Silver or Gold Level. Please
remember to turn this form into your Canvasser.
For payroll deductions only, please sign and date.
To release your name to designated agency(ies)
please mark the appropriate box (make sure that
all home information is included) or if you wish
to remain anonymous please check the appropriate
box.
PLEASE NOTE For cash or check giving, write the
dollar amount of your total gift. Make checks
payable to the Combined Federal Campaign. The
minimum donation to designate is 5.00.
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Communications

• Establish a team
• Develop strategy and action plans
• Goals
• Timelines areas of responsibility
• Visible check points chart in work area
• Fail to Plan - Plan to Fail!
• Use all communication vehicles available
• Newsletters/Flyers
• E-mail
• Website
• Local Film

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Graphics Themes
Get ideas at the conference for themes Use other
CFC Designs Use the talents of the Federal
Employees
Charity List
Poster
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Agency Head Calls

• Purpose of Agency Calls
• Meet with each assigned Agency Head and again, if
  appropriate, with the Campaign Coordinator of
  each agency to
• provide, discuss, and secure account information
• discuss the agencys campaign goal, and
• secure motivated Campaign Coordinators,
  commitment to attend training session and use of
  proven fundraising techniques.
• encourage an agency-based thank you/recognition
  program.

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Campaign Coordinator Training
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Loaned Executive Training
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Other Factors to Remember

• Are all materials recognition items ordered?
• All local agency profiles complete?
• IPA Compliance Audit due to LFCC by August 3.
• On-going planning of special events
• Communication to employee base
• Pre-deliver campaign materials
• Contact media sources

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The RegsSolicitation Methods

• Conduct during duty hours using methods that
  promote voluntary giving.
• Special fundraising events are permitted!

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An Effective Campaign

• Campaign theme
• Management endorsement
• Kick-off event
• Special events
• Agency speakers / charity fairs
• Scheduled meetings with staff
• Track goals
• Trusted, well-liked canvassers
• Testimonials from respected colleagues
• LE involvement

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Where are we now?

• August
• Train Coordinators
• Deliver Supplies
• Train Loaned Executives
• September
• Campaign Begins
• Manage Loaned Executives
• Train Canvassers
• October November
• Assist volunteer and Campaign Coordinators
• Conclude Campaign
• December
• Send thank you letters/thank you event
• Critique Campaign

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Pledge Cards

• An employee may not make a designation to an
  organization not listed in the brochure or in a
  different geographic area.
• In the event the PCFO receives a pledge card that
  has designations that add up to less than the
  total amount pledged, the PCFO must honor the
  total amount pledged and treat the excess amount
  as undesignated funds. In the event that a PCFO
  receives a pledge card that has a total amount
  pledged that is less than the sum of the
  individual designations, the PCFO must honor the
  designations by assigning a proportionate share
  of the total gift to each organization
  designated.
• The original copy of each pledge card (payroll
  allotment authorization) should be transmitted to
  the contributor's servicing payroll office as
  promptly as possible, preferably by December 15.
  However, if pledge cards are received after that
  date they should be accepted and processed by the
  payroll office.

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Pledge Processing

• Release of contributor names.
• (a) The pledge card must allow an employee to
  indicate if the employee does not wish his or her
  name and home address forwarded to the charitable
  organization or organizations designated.
• (b) The pledge card will direct an employee to
  provide his or her complete home address on the
  pledge card should he or she wish his or her name
  and home address released to organizations
  receiving their donations.
• (c) It is the responsibility of the PCFO to
  forward the names and addresses of employees who
  have indicated that they wish their names be
  forwarded, to the recipient organization
  directly, if the organization is unaffiliated,
  and to the organization's federation if the
  organization is a member of a federation. The
  PCFO may not make any other use of these
  employees' names and addresses

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Distribution

• The PCFO shall notify the federated groups,
  national agencies, and local agencies as soon as
  practicable after the completion of the campaign,
  but in no case later than March 16, of the
  amounts, if any, designated to them and their
  member agencies and of the amounts of the
  undesignated funds, if any, allocated to them.
• Campaigns must distribute all CFC receipts
  beginning April 1, and monthly or quarterly
  thereafter minus only the approved proportionate
  share for administrative cost reimbursement and
  the PCFO fee. It shall remit the contributions
  to each organization or to the federated group,
  of which the organization is a member.
• The PCFO may make one-time disbursements to
  organizations receiving minimal donations from
  Federal employees. The LFCC must determine and
  authorize the amount of these one-time
  disbursements.

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Records Retention

• PCFOs must make arrangements for an independent
  audit conducted by a certified public accountant
• PCFOs must retain documents for 3 completed
  campaign periods.
• Documents requested by OPM must be made available
  within 10 business days of the request.

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• Get Moving!!!!!, only six months left till the
  2014 campaign.

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• (insert graphic)