1. 4-H Keystone Society Fundraising Meeting April 19, 2012 8am to 9:30am Facilitated by: Eric McGinnis

2. Agenda Solicitation Receiving Gifts Processing Gifts Acknowledgement and Documentation Stewardship 1. Solicitation2. Receiving Gifts3. Processing Gifts 4. Acknowledgement and Documentation 5. Stewardship

3. Solicitation Coordination of Efforts –Increased activity means need for coordination –Email Eric McGinnis (gem122@psu.edu) if you plan a formal or informal solicitation at any dollar amount. Charitable Designation for Penn State –Corps and Founds often need proof –PSU FORM: http://www.research.psu.edu/osp/documents/proposal/tax10.pdf http://www.research.psu.edu/osp/documents/proposal/tax10.pdf

4. Where do we send gifts? Send to PSU if: –Donor wants PSU gift credit or has other PSU giving –Gift of $1000+ is from a corporation or foundation –You wish to cultivate donor for a major gift –Keystone Society Gifts and pledges –Gifts to support Extension program teams

5. Where do we send Gifts? Aggregated gifts for the endowment should be sent along with the donor names, addresses, and donation amount. Gifts-in-kind –For gifts $100+ fill out the form linked here and send to Outreach Development –Gift-in-kind Form: http://4hkeystonesociety.pbworks.com/f/Gift-in- kind_Donation_Approval_form_12-2010.pdf http://4hkeystonesociety.pbworks.com/f/Gift-in- kind_Donation_Approval_form_12-2010.pdf

6. What happens when gifts go to PSU? Recorded in PSU Development tracking system Written Acknowledgement sent within 48 hours Thank you letter sent within 10 business days –EPLs, Dir. of Extension, and VP of Outreach

7. How do I access Gifts deposited by PSU? Most gifts to Extension are managed by the Extension Finance Office (Cindy Kunes) Send a request for endowed proceeds or in-and- out gifts to Sandy Gentzel (sko1@psu.edu)sko1@psu.edu Endowment proceeds are available on July 1 st In-and-out gifts are automatically sent to the counties quarterly. Gifts of $5000+ are held for 90 days

8. Gift Acknowledgement IRS Requirements (Publication 1771) –http://www.irs.gov/pub/irs-pdf/p1771.pdfhttp://www.irs.gov/pub/irs-pdf/p1771.pdf Written Acknowledgements –Sent for EVERY cash gift (even to 4-H Clubs) –Sent for EVERY gift-in-kind $100+ –Signed by Educator or DD –Template: http://4hkeystonesociety.pbworks.com/w/page/52848750/Fundraising%20Form s http://4hkeystonesociety.pbworks.com/w/page/52848750/Fundraising%20Form s

9. Documentation Collect and maintain the following donor information –Name –Address –Gift date and amount –Purpose of the gift Can be done easily by saving copies of the acknowledgement letters

10. Stewardship Best Practices Whoever deposits the gift is responsible. Donor information should be stored securely. Share impacts of gifts with donors on a regular basis. Unless approved by the Director of Extension, all proceeds from endowments should be spent in their entirety each year.

11. Fundraising Totals As of April 9, 2011 4-H Receipts/Commitments (FY 2011-12) –$526,991/$496,651 –Keystone Members: 196 –Money Raised from KS: $723,770 (since 2008) Extension Receipts/Commitments –$794,374/$1,214,452

12. Online Resources Repository of helpful information http://4hkeystonesociety.pbworks.com –Meeting recordings –Fundraising Forms –Power points –Volunteer and fundraising management materials –And more!

13. Feedback/Questions?