Welcome to the In-Kind Donations Fundamentals Course for Logistics

Introductions Name Role in the American Red Cross What do you think In-Kind Donations does during a Disaster Relief Operation (DRO)?

Course Purpose Prepare you to support In-Kind Donations by familiarizing you with the tasks you will perform as a Red Cross responder in In-Kind Donations when assigned to a regional or larger disaster response. Give you an opportunity to build your knowledge through scenario based and hands on activities.

Objectives By the end of this course, you will be able to: Describe the responsibilities of In-Kind Donations during a disaster response Manage the process for receiving unsolicited donations and for soliciting donations as well as describe the value of donor relationships Recall the process on how In-Kind Donation Leadership works with Fundraising staff Track received In-Kind Donations and complete accurate gift tracking following IRS guidelines and generally accepted accounting principles

Needs of a Client What needs do clients have during a disaster?

The American Red Cross prevents and alleviates human suffering in the face of emergencies by mobilizing the power of volunteers and the generosity of donors. Our Mission

The American Red Cross prevents and alleviates human suffering in the face of emergencies by mobilizing the power of volunteers and the generosity of donors.

The American Red Cross, through its strong network of volunteers, donors and partners, is always there in times of need. We aspire to turn compassion into action so that…...all people affected by disaster across the country and around the world receive care, shelter and hope;...our communities are ready and prepared for disasters;...everyone in our country has access to safe, lifesaving blood and blood products;...all members of our armed services and their families find support and comfort whenever needed; and...in an emergency, there are always trained individuals nearby, ready to use their Red Cross skills to save lives. Our Vision

To channel the goodwill of donors into something that is helpful for the Red Cross. To follow processes to appropriately thank donors, track gifts, and build relationships. In-Kind Donations Goals

1.Identifying donation options 2.Placing potential donors on standby 3.Soliciting and receiving donations Responsibilities

Your Role & Responsibilities  Collaborating with other Red Cross responders to identify needs  Soliciting local donors for needs in line with the service delivery plan and coordinating tasks with fundraising  Tracking all incoming donations in the database  Reporting donations received and value of donations

Your Role & Responsibilities  Sending thank you letters and tax compliance letters  Transferring or passing though leftover in-kind donations  Transitioning remaining tasks to Logistics upon departure from the operation

What are In-Kind Donations? Goods or services received for free by the Red Cross.  Donated items for distribution to clients  Loaned equipment or facilities  Value of deep discounts on purchased items  Volunteer time from individuals with credentials in their field, working in their field (example: Accountants, Social Workers, Nurses)

Activity Complete the Quiz in your Participant Guide

3 Reasons We Take Donations 1.Budget-reducing 2.Service-enhancing 3.Benefitting an overall relationship with a donor

IRS and GAAP Tracking Donations less than $500: Donor contact information Donor intent Gift description, including quantity, value, value basis, end user and other disposition Donations greater than $500: Same documentation for donations less than $500 plus: –Proof of Receipt –Bill of lading –Proof of Valuation

In-Kind Donations Resources Phone Script Referral List Prospect List

Phone Script

Referral List

Prospect List

Team Members Chapter’s Emergency Services Team Chapter’s Fundraising Team National Headquarters In-Kind Donations Team

Disaster Requisition

Soliciting from Donors Donor may be making a sacrifice Red Cross may already have a relationship with the donor We want a mutually beneficial, positive, long-term relationship

Work with Fundraising Relationship may already be developed Conversations may already be happening May solicit more than requested items Creates long-term relationship

Donors with Nationwide Footprint

Five Phases of Solicitation Open Involve the Donor Make the Case Ask for the Donation Close

Resource Record (Form 6455)

In-Kind Database

Job Book 1) Resource Record (Form 6455) 2) Supporting Documentation Receipts Bills of Lading Disaster Requisitions (Form 6409s) 3) Thank You!

At the End of DRO 1.Send copies of Resource Records (Form 6455s) or In-Kind Donations Spreadsheet to chapter Fundraising team. 2.Send Loaned Reporting report to DRO Chief 3.Send Job Book to NHQ DOC

Activity: Recording In-Kind Donations Break into teams of 2 Work through the assigned scenario Complete the Resource Record with the information provided Report out what information is still needed

Keys to Success Know your local donors Know what items you always needs Remember to only call donors within affected region(s) and call HQ if you cannot get what you need locally

Course Summary You should now be able to: Describe the responsibilities of In-Kind Donations during a disaster response Manage the process for receiving unsolicited donations and for soliciting donations as well as describe the value of donor relationships Recall the process on how In-Kind Donation Leadership works with Fundraising staff Track received In-Kind Donations and complete accurate gift tracking following IRS guidelines and generally accepted accounting principles

THANK YOU…. for your participation Do you have any questions?