Welcome to the Combined Federal Campaign CFC 101

Welcome to the Welcome to the Combined Federal Combined Federal

Campaign Campaign CFC 101CFC 101

Workshop ObjectivesWorkshop Objectives

• To provide an overview of the To provide an overview of the campaigncampaign the process and regulations the process and regulations

• To explain the essential players and To explain the essential players and components of the campaigncomponents of the campaign

• To discuss the interaction of federations To discuss the interaction of federations and agenciesand agencies

• To address issues/concerns related to To address issues/concerns related to the campaignthe campaign

CFC STRUCTURECFC STRUCTURE

OPM

Local Federal

Agencies

PCFO

CABINET

Local, National and International Charities

LFCC

Chairperson Coordinators

Project Officers Key Workers

Loaned Executives

Sets Policy & Procedures

Conducts Local Campaign

Manages Local Campaign

Leadership of LFCC

OPM’s DutiesOPM’s Duties

Publishes CFC RegulationsEstablishes Timelines

Provides Direction and GuidanceDevelops & Publishes National / International List

Establishes Rules on Local ApplicationsFinal Appeal

Audits

OPM


LFCC

Hires PCFOApproves Budget

Conducts Local Agency EligibilityProvides Oversight of PCFOApproves Campaign MaterialConducts Compliance Audit


Leadership Element of LFCCMembers from Federal Community(Federal Civilians, Military & Postal)

Final Campaign DecisionsLiaison to Federal Agency Heads

CABINET

LFCC


PCFO

Manages All Aspects of CampaignDevelops Campaign Materials

Serves as Fiscal AgentCollects – Processes – Distributes Pledges

Trains Loaned Executives & Campaign Personnel

• Non-profit Federations

• Non-profit Charitable Organizations

• Combination thereof

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• Must apply annually or after multiple years (Jan-Feb)*

PCFO SELECTIONPCFO SELECTIONWho May Be The PCFO?Who May Be The PCFO?

• Honor employee designations.

• Help to ensure no employee is coerced.

• Orienting key volunteers about the CFC, Orienting key volunteers about the CFC, their roles and responsibilities;their roles and responsibilities;

• Train Loaned Executives, Coordinators & Key Workers.

• Ensure no employee is questioned as to his or her designation.

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

• Honor donor’s 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.

PCFO RESPONSIBILITIESPCFO RESPONSIBILITIESManaging A Campaign Managing A Campaign (cont)(cont)

• Prepare campaign materials that are that are consistent with regulations 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.


• 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.


What should I be doing What should I be doing now?now?

• January/FebruaryJanuary/February– Recruit, Recruit, RecruitRecruit, Recruit, Recruit– Finalize verification/processing of Finalize verification/processing of

contributor designationscontributor designations– Advertise for PCFOAdvertise for PCFO– PCFO Application PeriodPCFO Application Period

• FebruaryFebruary– PCFO selectedPCFO selected– Mail letters to federations/agenciesMail letters to federations/agencies– Open acceptance for local applicationsOpen acceptance for local applications

• MarchMarch– Form 1417 due to OPMForm 1417 due to OPM– 11STST Cabinet Meeting Cabinet Meeting

What should I be doing What should I be doing now?now?(continued)(continued)• AprilApril

– Begin monthly disbursements to Begin monthly disbursements to federations/agenciesfederations/agencies

– Local Charity Eligibility Screening –LFCCLocal Charity Eligibility Screening –LFCC– Finalize decisions on local apps by LFCCFinalize decisions on local apps by LFCC– Finalize leadership/recruit LE’s Finalize leadership/recruit LE’s – Finalize Theme and TimelineFinalize Theme and Timeline

• MayMay– Notify local applicants of eligibility decisionsNotify local applicants of eligibility decisions– Agency Head CallsAgency Head Calls

What should I be doing What should I be doing now?now?(continued)(continued)• May/JuneMay/June

– Agency CallsAgency Calls– Develop SuppliesDevelop Supplies– Plan Special EventsPlan Special Events

• JuneJune– Order Supplies Order Supplies – E-Giving technology report due to OPME-Giving technology report due to OPM

• JulyJuly– Set GoalSet Goal– Train CoordinatorsTrain Coordinators– Plan/implement campaignsPlan/implement campaigns– Send thank you letters/thank you eventSend thank you letters/thank you event

What should I be doing What should I be doing now?now?(continued)(continued)• AugustAugust

– Train Coordinators Train Coordinators – Deliver SuppliesDeliver Supplies– Train Loaned ExecutivesTrain Loaned Executives– Provide Audit Guide to LFCCProvide Audit Guide to LFCC

• SeptemberSeptember– Submit audit to OPMSubmit audit to OPM– Campaign Begins Campaign Begins (September 1(September 1stst to December 15 to December 15thth))– Manage Loaned ExecutivesManage Loaned Executives– Train CanvassersTrain Canvassers

• October – November October – November – Assist volunteer and Campaign CoordinatorsAssist volunteer and Campaign Coordinators– Conclude CampaignConclude Campaign

• DecemberDecember– Send thank you letters/thank you eventSend thank you letters/thank you event– Critique Campaign Critique Campaign

The RegsThe RegsPreventing Coercive ActivityPreventing Coercive Activity

• Solicitation of employees by their supervisorsSolicitation of employees by their supervisors• Supervisory inquiries about participationSupervisory inquiries about participation• Setting 100% participation goalsSetting 100% participation goals• Establishing personal dollar quotasEstablishing personal dollar quotas

• Developing and using lists of non-Developing and using lists of non-contributorscontributors

• Using as a factor in a supervisor’s Using as a factor in a supervisor’s performance appraisal the results of performance appraisal the results of solicitationsolicitation

Eligibility ProcessEligibility ProcessNational/ International OrganizationsNational/ International OrganizationsNational List EligibilityNational List Eligibility

2014 Eligibility Period: 12/2/13 to January 15, 20142014 Eligibility Period: 12/2/13 to January 15, 2014

The Director shall annually determine which The Director shall annually determine which organizations among those that apply qualify to be organizations among those that apply qualify to be part of the national List and then provide the national part of the national List and then provide the national list of qualified organizations to all local campaigns. list of qualified organizations to all local campaigns.

The national list shall be reproduced in all local brochures The national list shall be reproduced in all local brochures in accordance with regulations. The list will include in accordance with regulations. The list will include each organization’s national list number code. These each organization’s national list number code. These number codes must be faithfully reproduced in the number codes must be faithfully reproduced in the local brochures. local brochures.

The national list is provided to local CFC’s the end of June The national list is provided to local CFC’s the end of June

Eligibility ProcessEligibility ProcessLocal Independent OrganizationsLocal Independent Organizations

• Must have substantial local presenceMust have substantial local presence• Must be a 501(c)(3)Must be a 501(c)(3)• Certify that the organization affects human Certify that the organization affects human

health & welfarehealth & welfare• Certify GAAP utilizationCertify GAAP utilization

– Audit must cover the fiscal year ending not more Audit must cover the fiscal year ending not more than 18 months prior to the January of the than 18 months prior to the January of the

campaign year. 2013 campaigns – June 30, 2012campaign year. 2013 campaigns – June 30, 2012

• IRS Form 990IRS Form 990audit and 990 must cover the same periodaudit and 990 must cover the same period

Eligibility ProcessEligibility ProcessLocal FederationsLocal Federations

• Must include 15 or more organizations that meet local Must include 15 or more organizations that meet local requirements not to including themselvesrequirements not to including themselves– All participating organizations must submit a full All participating organizations must submit a full

application is applying for the first time.application is applying for the first time.– Random selection of applications after first year.Random selection of applications after first year.

• Conform to GAAPConform to GAAP• Annually audited (waived for new federations operating for Annually audited (waived for new federations operating for

less than a year.)less than a year.)

Within 15 business days after the closing date Within 15 business days after the closing date of the application period, the LFCC must of the application period, the LFCC must communicate eligibility decisions.communicate eligibility decisions.

Send denials certified or registered mail with a return receipt.Send denials certified or registered mail with a return receipt.

Eligibility ProcessEligibility ProcessAppealsAppeals• An appeal may be made to the LFCC within 7 An appeal may be made to the LFCC within 7

business days from the date of receipt of the denial business days from the date of receipt of the denial letter or 14 calendar days from the date the decision letter or 14 calendar days from the date the decision was mailed, whichever is earlier.was mailed, whichever is earlier.

If appeal denied by LFCC, the applicant may appeal to If appeal denied by LFCC, the applicant may appeal to the Director, which must:the Director, which must:

• Be in writingBe in writing• Be received within 10 business days from the date of Be received within 10 business days from the date of

receipt of LFCC denialreceipt of LFCC denial• Include statement of why eligibility should be grantedInclude statement of why eligibility should be granted• Include a copy of the letter from the LFCC denying Include a copy of the letter from the LFCC denying

initial application, original appeal to LFCC, and letter initial application, original appeal to LFCC, and letter denying the appeal.denying the appeal.

Where are we now?Where are we now?

• January/FebruaryJanuary/February– Recruit, Recruit, RecruitRecruit, Recruit, Recruit– Finalize verification/processing of Finalize verification/processing of

contributor designationscontributor designations– Advertise for PCFOAdvertise for PCFO

• FebruaryFebruary– PCFO selectedPCFO selected– Open acceptance for local applicationsOpen acceptance for local applications– Mail letters to federations/agenciesMail letters to federations/agencies

• MarchMarch– Form 1417 due to OPMForm 1417 due to OPM– Close acceptance for local applicationsClose acceptance for local applications– 11STST Cabinet Meeting Cabinet Meeting

Where are we now?Where are we now?(continued)(continued)

• AprilApril– Begin monthly disbursements to Begin monthly disbursements to

federations/agenciesfederations/agencies– Finalize leadership/recruit LE’s Finalize leadership/recruit LE’s – Finalize Theme and TimelineFinalize Theme and Timeline

• MayMay– Finalize decisions on local apps by LFCCFinalize decisions on local apps by LFCC– Notify local applicants of eligibility decisionsNotify local applicants of eligibility decisions– Agency Head CallsAgency Head Calls

Campaign PlanningCampaign Planning

Have you made decisions on:Have you made decisions on:

Awards?Awards?Catalog Design?Catalog Design?

Communications?Communications?Development of MaterialsDevelopment of Materials

Events?Events?LE Recruitment?LE Recruitment?

Timeline?Timeline?Theme?Theme?

Trainings?Trainings?

Campaign & Publicity MaterialsCampaign & Publicity Materials

• All materials must be reviewed by the LFCC for All materials must be reviewed by the LFCC for compliance with the regs.compliance with the regs.

• Federations must notify the PCFO in writing of Federations must notify the PCFO in writing of their desire to participate in the development of their desire to participate in the development of materials.materials.

• During the solicitation period, participating CFC During the solicitation period, participating CFC organizations may distribute educational materials organizations may distribute educational materials if permission is granted from the agency head.if permission is granted from the agency head.

• The campaign brochure and pledge card is the The campaign brochure and pledge card is the official information package and shall be made official information package and shall be made available to all potential contributors.available to all potential contributors.

The RegsThe RegsCampaign & Publicity MaterialsCampaign & Publicity Materials

• Materials must constitute a simple and Materials must constitute a simple and attractive package, without undue use of attractive package, without undue use of organization’s symbols or logos.organization’s symbols or logos.

• Order of listing is on a yearly rotation Order of listing is on a yearly rotation established by OPM; local listings are established by OPM; local listings are determined by random drawing.determined by random drawing.

• Omissions may require a reprint by the Omissions may require a reprint by the PCFO.PCFO.

• Dual listing of national & local affiliates Dual listing of national & local affiliates are permissible.are permissible.

There are separate boxes for civilian and military donors. Complete the one that is applicable to you.

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.

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.

For payroll deductions only, please sign and date.

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.

Completing the Pledge Card

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.

CommunicationsCommunicationsEstablish a teamEstablish a team

• Develop strategy and action plansDevelop strategy and action plans– GoalsGoals– Timelines & areas of responsibilityTimelines & areas of responsibility

• Visible $ check points – chart in work areaVisible $ check points – chart in work area• Fail to Plan - Plan to Fail!Fail to Plan - Plan to Fail!• Use all communication vehicles available:Use all communication vehicles available:

– Newsletters/FlyersNewsletters/Flyers– E-mailE-mail– WebsiteWebsite– Local FilmLocal Film

Graphics & ThemesGraphics & Themes

Charity List Poster

Get ideas at the conference for themes

Use other CFC Designs

Use the talents of the Federal Employees

Agency Head CallsAgency Head Calls

Purpose of Agency Calls Purpose of Agency Calls

Meet with each assigned Agency Head and again, if Meet with each assigned Agency Head and again, if appropriate, with the Campaign Coordinator of appropriate, with the Campaign Coordinator of each agency to:each agency to:

• provide, discuss, and secure account informationprovide, discuss, and secure account information

• discuss the agency’s campaign goal, anddiscuss the agency’s campaign goal, and

• secure motivated Campaign Coordinators, secure motivated Campaign Coordinators, commitment to attend training session and use of commitment to attend training session and use of proven fundraising techniques.proven fundraising techniques.

• encourage an agency-based thank you/recognition encourage an agency-based thank you/recognition program.program.

Campaign Coordinator Campaign Coordinator TrainingTraining

Loaned Executive Loaned Executive TrainingTraining

Other Factors to RememberOther Factors to RememberAre all materials & recognition items Are all materials & recognition items

ordered?ordered?

All local agency profiles complete?All local agency profiles complete?

IPA & Compliance Audit due to LFCC by IPA & Compliance Audit due to LFCC by August 3.August 3.

On-going planning of special eventsOn-going planning of special events

Communication to employee baseCommunication to employee base

Pre-deliver campaign materialsPre-deliver campaign materials

Contact media sourcesContact media sources

The RegsThe RegsSolicitation MethodsSolicitation Methods

• Conduct during duty hours using Conduct during duty hours using methods that promote voluntary methods that promote voluntary giving.giving.

• Special fundraising events are Special fundraising events are permitted!permitted!

An Effective CampaignAn Effective Campaign• Campaign themeCampaign theme

• Management endorsementManagement endorsement

• Kick-off event Kick-off event

• Special eventsSpecial events

• Agency speakers / charity fairsAgency speakers / charity fairs

• Scheduled meetings with staffScheduled meetings with staff

• Track goalsTrack goals

• Trusted, well-liked canvassersTrusted, well-liked canvassers

• Testimonials from respected colleaguesTestimonials from respected colleagues

• LE involvementLE involvement

Where are we now?Where are we now?

• AugustAugust– Train Coordinators Train Coordinators – Deliver SuppliesDeliver Supplies– Train Loaned ExecutivesTrain Loaned Executives

• SeptemberSeptember– Campaign BeginsCampaign Begins– Manage Loaned ExecutivesManage Loaned Executives– Train CanvassersTrain Canvassers

• October – November October – November – Assist volunteer and Campaign CoordinatorsAssist volunteer and Campaign Coordinators– Conclude CampaignConclude Campaign

• DecemberDecember– Send thank you letters/thank you eventSend thank you letters/thank you event– Critique Campaign Critique Campaign

Pledge CardsPledge Cards• An employee may not make a designation to an An employee may not make a designation to an

organization not listed in the brochure or in a different organization not listed in the brochure or in a different geographic area.geographic area.

• In the event the PCFO receives a pledge card that has In the event the PCFO receives a pledge card that has designations that add up to less than the total amount designations that add up to less than the total amount pledged, the PCFO must honor the total amount pledged pledged, the PCFO must honor the total amount pledged and treat the excess amount as undesignated funds. In the and treat the excess amount as undesignated funds. In the event that a PCFO receives a pledge card that has a total event that a PCFO receives a pledge card that has a total amount pledged that is less than the sum of the individual amount pledged that is less than the sum of the individual designations, the PCFO must honor the designations by designations, the PCFO must honor the designations by assigning a proportionate share of the total gift to each assigning a proportionate share of the total gift to each organization designated. organization designated.

• The original copy of each pledge card (payroll allotment The original copy of each pledge card (payroll allotment authorization) should be transmitted to the contributor's authorization) should be transmitted to the contributor's servicing payroll office as promptly as possible, preferably servicing payroll office as promptly as possible, preferably by December 15. However, if pledge cards are received by December 15. However, if pledge cards are received after that date they should be accepted and processed by after that date they should be accepted and processed by the payroll office.the payroll office.

Pledge ProcessingPledge ProcessingRelease of contributor names.Release of contributor names.

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

Distribution Distribution The PCFO shall notify the federated groups, national agencies, The PCFO shall notify the federated groups, national agencies,

and local agencies as soon as practicable after the and local agencies as soon as practicable after the completion of the campaign, but in no case later than March completion of the campaign, but in no case later than March 16, of the amounts, if any, designated to them and their 16, of the amounts, if any, designated to them and their member agencies and of the amounts of the undesignated member agencies and of the amounts of the undesignated funds, if any, allocated to them.funds, if any, allocated to them.

Campaigns must distribute all CFC receipts beginning April 1, Campaigns must distribute all CFC receipts beginning April 1, and monthly or quarterly thereafter minus only the and monthly or quarterly thereafter minus only the approved proportionate share for administrative cost approved proportionate share for administrative cost reimbursement and the PCFO fee. It shall remit the reimbursement and the PCFO fee. It shall remit the contributions to each organization or to the federated contributions to each organization or to the federated group, of which the organization is a member.group, of which the organization is a member.

The PCFO may make one-time disbursements to organizations The PCFO may make one-time disbursements to organizations receiving minimal donations from Federal employees. The receiving minimal donations from Federal employees. The LFCC must determine and authorize the amount of these LFCC must determine and authorize the amount of these one-time disbursements.one-time disbursements.

Records RetentionRecords Retention

• PCFOs must make arrangements for an PCFOs must make arrangements for an independent audit conducted by a independent audit conducted by a certified public accountant certified public accountant

• PCFOs must retain documents for 3 PCFOs must retain documents for 3 completed campaign periods.completed campaign periods.

• Documents requested by OPM must be Documents requested by OPM must be made available within 10 business days made available within 10 business days of the request.of the request.

Get Moving!!!!!, only Get Moving!!!!!, only six months left till six months left till

the 2014 campaign.the 2014 campaign.

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Welcome to the Combined Federal Campaign CFC 101

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Transcript of Welcome to the Combined Federal Campaign CFC 101