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Welcome to the Combined Federal Campaign CFC 101

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Welcome to the Combined Federal Campaign CFC 101 The Regs Solicitation Methods Conduct during duty hours using methods that promote voluntary giving. – PowerPoint PPT presentation

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Title: Welcome to the Combined Federal Campaign CFC 101


1
Welcome to the Combined Federal Campaign CFC
101
2
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

3
CFC STRUCTURE
Sets Policy Procedures
Conducts Local Campaign
Leadership of LFCC
Manages Local Campaign
4
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
5
CFC STRUCTURE
LFCC
Hires PCFO Approves Budget Conducts Local Agency
Eligibility Provides Oversight of PCFO Approves
Campaign Material Conducts Compliance Audit
6
CFC STRUCTURE
LFCC
CABINET
Leadership Element of LFCC Members from Federal
Community (Federal Civilians, Military
Postal) Final Campaign Decisions Liaison to
Federal Agency Heads
7
CFC STRUCTURE
PCFO
Manages All Aspects of Campaign Develops Campaign
Materials Serves as Fiscal Agent Collects
Processes Distributes Pledges Trains Loaned
Executives Campaign Personnel
8
PCFO SELECTIONWho May Be The PCFO?
  • Non-profit Federations
  • Non-profit Charitable Organizations
  • Combination thereof
  • --------------------------------------------------
  • Must apply annually (Feb-Mar)

9
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.

10
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.

11
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.

12
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.

13
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
  • March
  • Form 1417 due to OPM
  • Open acceptance for local applications
  • 1ST Cabinet Meeting

14
What should I be doing now?(continued)
  • April
  • Begin monthly disbursements to federations/agencie
    s
  • Local Charity Eligibility Screening -LFCC
  • 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

15
What should I be doing now?(continued)
  • May/June
  • Agency Calls
  • Develop Supplies
  • Plan Special Events
  • June
  • Order Supplies
  • July
  • Set Goal
  • Train Coordinators
  • Plan/implement campaigns
  • Send thank you letters/thank you event

16
What should I be doing now?(continued)
  • August
  • Train Coordinators
  • Deliver Supplies
  • Train Loaned Executives
  • 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

17
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

18
Eligibility ProcessNational/ International
OrganizationsNational List Eligibility
  • 2013 Eligibility Period 12/1/12 to January 15,
    2013
  • 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

19
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, 2011
  • IRS Form 990
  • ?audit and 990 must cover the same period

20
Eligibility ProcessLocal Federations
  • Must include 15 or more organizations that meet
    local requirements
  • 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.?

21
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.

22
Where are we now?
  • January/February
  • Recruit, Recruit, Recruit
  • Finalize verification/processing of contributor
    designations
  • Advertise for PCFO
  • February
  • PCFO selected
  • Mail letters to federations/agencies
  • March
  • Form 1417 due to OPM
  • Open acceptance for local applications
  • 1ST Cabinet Meeting

23
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

24
Campaign Planning
  • Have you made decisions on
  • Awards?
  • Catalog Design?
  • Communications?
  • Development of Materials
  • Events?
  • LE Recruitment?
  • Timeline?
  • Theme?
  • Trainings?

25
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.

26
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.

27
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.
28
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

29
Graphics Themes
Get ideas at the conference for themes Use other
CFC Designs Use the talents of the Federal
Employees
Charity List
Poster
30
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.

31
Campaign Coordinator Training
32
Loaned Executive Training
33
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

34
The RegsSolicitation Methods
  • Conduct during duty hours using methods that
    promote voluntary giving.
  • Special fundraising events are permitted!

35
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

36
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

37
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.

38
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

39
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.

40
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.

41
  • Get Moving!!!!!, only six months left till the
    2013 campaign.

42
  • (insert graphic)
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