Welcome!!! 2014 New York City Combined Federal Campaign Local Independent Organization Application Process

CFC Mission & Goals The mission of the CFC is to support and to promote philanthropy through a voluntary program that is employee- focused, cost-efficient and effective in providing all Federal employees the opportunity to improve the quality of life for all. Goals: To collect the greatest amount of charitable contributions possible, and maximize the amount of funds going directly to charities.

Welcome and Introductions CFC Staff Sheila O’Connor, Director, Mike Baver, Assistant Director, Sudani Knowles, Campaign Assistant

52 Years of Generosity… And Counting!!! In 1956, President Eisenhower launched the formation of a uniform policy and program for fundraising within the Federal service, and in 1961, President Kennedy signed an executive order establishing the Combined Federal Campaign. In the past 50 years, the program has steadily grown, peaking in 2009 at $282.6M pledged.

Important Points about CFC 1. CFC is the only authorized solicitation of employees in the Federal workplace. 2. Solicitation may only occur during the campaign period, by Federal employees only… (Organizations may not approach Federal agencies directly, nor solicit donations from Federal employees). 3. Every Federal employee should be given the opportunity to participate and no employee should be coerced in any way. 4. Participating charities are annually screened by Federal employees to ensure they meet all requirements. 5. Employee designations and privacy requests must be honored. 6. Donated funds are unrestricted. 7. Charities designated by givers receive a proportion of the undesignated funds, and share campaign expenses proportionately. 8. Federal employees and campaign staff will provide unbiased opportunities and equal treatment to all charitable organizations participating in the campaign.

Application Process Where Can I Get an Application? - On Campaign Website – Charities tab What must be included in the application? - A fully-complete application, with Attachments A, B, C, D, E Where Do I Send the Completed Application? - NYCCFC 1370 Broadway, 5 th Floor New York, NY Who Reviews the Applications? - Federal employees serving on the Eligibility Subcommittee Does Our Organization Need To Apply Each Year? - Yes, approvals are only for one year.

You Have Quite a Presence… LOCAL Your federation and/or member organizations are located and provide services in the NYCCFC Region ADJACENT Your federation and/or member organizations are located and provide services in an adjacent CFC region whose border touches the NYCCFC STATEWIDE Federation and/or Member organization covers 30% of state’s geographic boundaries Provides assistance affecting 30% of the state’s population

Complete That Application! Organization legal name and EIN 5 Digit Code – This is a universal code that does not change Address of actual office – No PO boxes! Telephone number for organization office – this must be a dedicated phone number for your non profit Contact Info – Who is responsible for application? 1 – This can be different than the certifying official 2 - Accurate contact info and available for questions Website address Electronic Funds Transfer (EFT) Information 1 - Authorizes EFT Deposits 2 - Quicker Deposits

2014 Campaign Timeline All applications must be submitted by 4:00 pm on Friday, February 28th, 2014 Review decisions communicated by April 30, 2014 Expect a formal letter with assigned agency codes shortly after IRS/OPM verification of non-profit status – July timeframe

Benefits and Services Provided Certify that your organization: Conducts activities that affect human health and welfare Provided services in calendar year 2013 Attachment A must include the following: 1 – Description of services provided during the 2013 calendar year 2 – Number of clients served 3 – Location where service was performed 4 – Specific outcome achieved

Non Profit 501(c)3? Prove it! Provide most recent IRS determination letter (Attachment B) Organization name and EIN must match the application If your organization has had a name change the documentation must be included Part of a group?Bona-fide chapter or affiliate? Provide IRS determination letter for parent Provide letter/affiliate list from parent dated on/after 10/1/13 - National/local affiliate - Religious association Doing Business As (DBA)… If you have a DBA on file with the IRS you still must apply using the legal name

Financials If Revenue was $250,000 or more: Certify organization uses accrual accounting and had an independent audit completed in accordance with Generally Accepted Accounting Principles (GAAP) and Generally Accepted Auditing Standards (GAAS). Attach Independent Audit (Attachment C) for period ending June 30, 2012 or more recent IRS Form 990 for same period (Attachment D) Accounting periods on these documents must match If Revenue was over $100,000 but under $250,000: Certify organization uses accrual accounting and had an independent audit completed in accordance with Generally Accepted Accounting Principles (GAAP) and Generally Accepted Auditing Standards (GAAS) 1 - IRS Form 990 for same period (Attachment D) 2 – Pro Form IRS 990 is acceptable when gross receipts are less than $200,000 Accounting Periods on these documents must match If Revenue was under $100,000: Certify organization has controls in place to ensure that funds are properly accounted for, and that it can provide accurate, timely financial information upon request.

The ONLY accepted attachment for tax purposes is the IRS Form 990. The IRS Form 990EZ is not acceptable and cannot be used for CFC purposes. If your organization files a 990EZ, you MUST provide a pro forma IRS Form 990. Please follow the instructions on the CFC application to create the pro forma. The 990 must be signed by a certifying official, the preparer’s signature is not acceptable. Attachment D – IRS Form 990

Calculate the Administrative and Fundraising Rate (AFR) From the IRS Form 990: Management/General Expenses (Part IX, line 25, column C) + Fundraising Expenses (Part IX, line 25, column D) = Total Admin/Fundraising expenses / Divided by Revenue (Part VIII, line 12, column A) = AFR percentage (round to nearest tenth)

I Certify... Read and Check ALL Boxes on Application to Certify… 8. Majority of governing body is not compensated 9. No sale or lease of CFC contributor lists 10. Organization does what it says it does…no exaggerated or misleading claims 11. Organization uses funds received for announced purposes 12. Organization complies with all laws and regulations restricting or prohibiting people from engaging in dealing with countries, entities or individuals subject to economic sanctions…

Governing Body Verify an active and responsible governing body 1 - Majority serve without compensation 2 - Board Members listed on 990 IRS 990 Verification 1 - Note number of voting members on Part I, Line Count number listed in Part VII, Column C marked ‘Individual Trustee or Director’ or ‘Institutional Trustee’ If number Part I total exceeds Part VII total, an explanation must be provided with the application

CFC Certification Statement #8 (cont.)

In 25 Words or Less The 25 Word Statement is Attachment E Provides description of organization and services for donors to review Does not include name of organization, EIN, Phone Number, website address, AFR or Taxonomy Codes Really is Limited to 25 Words – We Mean It! See 2013 Contributor Guide for Examples Searchable in our Electronic Charity List

Taxonomy Codes Used to Indicate Types of Services Provided by Your Organization Limited to Three Codes Put in Order of Applicability or Importance Not Required (Will Reflect ‘Z’ – Other) Searchable in our Charity Database

Signed, Sealed, Delivered! Have a certifying official sign the application Must be an officer authorized to sign Mail/Submit to Local Federal Coordinating Committee Must be received no later than 4:00 pm on Feb 28, 2014 Recommend that you obtain confirmation of delivery May be hand-delivered No additional copies are needed by LFCC Keep a copy for your organization’s records

Avoid Delays and Frustration Verify that the application is signed, all required documentation is complete and included in the original submission Late applications will not be accepted. Organizations found ineligible may appeal to the LFCC for reconsideration, however… Documents that did not exist at the time of the application deadline will not be accepted during the appeals process.

Questions on the Application Process? Next: Information for our Participating Charities

Pertinent CFC Regulations CFC is the only authorized solicitation of employees in the Federal workplace. Solicitation may only occur during the campaign period, by Federal employees only… (Organizations may not approach Federal agencies directly, nor solicit donations from Federal employees). Federal employees and campaign staff will provide unbiased opportunities and equal treatment to all charitable organizations participating in the campaign.

Market Your Involvement In CFC Participating CFC organizations may Distribute educational information describing its services or programs at Federal agency special events or charity fairs, if invited by the NYCCFC, which will have obtained the Agency’s approval Publish its CFC code on marketing materials Publicize its activities outside Federal facilities and broadcast messages aimed at Federal employees in an attempt to solicit their contributions through the media and other outlets Look at the websites and marketing practices of the top 20 NYCCFC charities for ideas…

Guidelines for Participating at CFC Special Events and Charity Fairs While representing your organization at a CFC event, remember that you are also representing all of the charities in the campaign! Talk about your organization’s mission and accomplishments Share a compelling personal story or anecdote about how your agency make a difference in someone’s life Point out the advantages of participating in CFC: 1 - CFC provides access and marketing to large employee base 2 - CFC donations are unrestricted 3 - Known donation amounts early in year enables better program planning Describe the impact that even a small donation can have on charitable work Do NOT ask for a donation to your specific charity!

Charity representatives attending CFC events should: Arrive 15 minutes early and have the required government-issued identification Be prepared to wait on line for security screening Use only the display area allotted to you, and be flexible if asked to share a table or area with other organizations Treat all other charities and participants with respect and dignity Greet all participants, show enthusiasm, good customer service Thank each person – for listening, for considering, for their past generosity Distribute only give-away promotional materials (no items for sale) Conduct games or drawings only with prior approval from agency sponsors - Do NOT collect personal information from attendees Inform NYCCFC of any concerns immediately

Guidelines for CFC Charity Speakers 1. Most speakers connect better with their audience when they know something about the agency, or mission, or workforce – do some research! 2. Your presentation or speech should be no longer than 3-5 minutes, unless told in advance that you should speak longer (15 min max!) 3. Be concise, yet compelling (perhaps share a personal story), 4. Be enthusiastic! 5. Point out advantages to participating in the CFC, 6. Recognize the challenging economic climate and note that charities need more help than ever, and most importantly, 7. Always thank the audience for their participation, generosity and support!

Now it’s Your Turn!! What suggestions do you have, related to the operation of the New York City Combined Federal Campaign, campaign materials or training?

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