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CFC Application Training. Northern New England Combined Federal Campaign 2010 Local Charity Applications. Contents. Introduction CFC Information Application Information Applications Appeals Process Questions Conclusion. CFC Information.

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CFC Application Training

Northern New England

Combined Federal Campaign

2010 Local Charity Applications


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Contents

  • Introduction

  • CFC Information

  • Application Information

  • Applications

  • Appeals Process

  • Questions

  • Conclusion


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CFC Information

Mission:To promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all.


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CFC Information

  • Established in 1961, the CFC is the only government-authorized solicitation of employees in the Federal workplace on behalf of charitable organizations. Largest workplace fundraising campaign in the world.

  • NNE CFC raised $1,144,000 and served the 18,000+ federal employees of the states of New Hampshire, Vermont and the Portsmouth Naval Shipyard in 2009.


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OPM

Sets Policy & Procedures

Conducts Local Campaign (Leadership)

Local Federal

Coordinating Committee (LFCC)

CFC Information

PCFO

Local Federations & Local Independents

Partners in Local Campaign

Manages Campaign


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Application Information

Application Period:

February 1 – Applications went out

March 15 – Applications are due

Review Process:

March 16 – LFCC will begin review of applications

April 30 – LFCC will notify local charities of decisions

Appeals Process:

June 4 – LFCC will complete the appeal review

July 30 – OPM will complete the appeal review

Campaign Dates:

Sept 1 – Dec 15th – Campaign runs

March/April 2011 – charities are notified

of designations and disbursement of fund begins


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Application Information

  • Organization Legal name of the applicant organization. If the name of the organization differs from the name that appears on the IRS determination letter, IRS Form 990, or audited financial statements, official Doing Business As (DBA) documentation from the IRS or state government authorizing use of this name must accompany the application. The EIN must be included.

  • Employer Identification Number (EIN) The nine-digit EIN that appears on the IRS determination letter and the IRS Form 990 submitted with this

    application.


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Application Information

  • 5 Digit CFC Number The 5 digit number assigned to the organization. Organizations that did not previously participate in the CFC should leave this field blank.

  • Mailing Address A physical mailing address must be provided - Post Office Box addresses will not be accepted.

  • Telephone Organization’s telephone number.


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Application Information

  • Contact Person* The contact person is the individual to whom the CFC will direct communications. This may be any individual in the organization.

  • Contact Address* Contact person’s physical mailing address if different than the organization's address. Post Office Boxes may be used. Participation decision letters and other CFC communications will be sent to the contact person at this address.

  • Contact Telephone* Contact person’s

    telephone number, if different than the

    organization’s telephone number.


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Application Information

  • Fax* Contact person’s fax number.

  • Contact E-Mail* Contact person’s electronic mail address. Applicants are encouraged to provide more than one email address.

  • Website Address List the complete Internet address of the applicant organization (no e-mail addresses). This information is required, if the organization has an Internet address.

    * This will be used as the point of contact for all 2010 correspondence. Please insure that the information remains valid independent of possible

    staffing changes.


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Application Information

  • Disbursement Address List the address where paper checks will be sent, if different from mailing address. Post office boxes may be used for the disbursement address.

  • Electronic Funds Transfer (EFT) Information List the Routing and Account numbers, along with the name of the financial institution, where funds should be disbursed. This is an optional method for receipt of CFC contributions. NOTE: Some campaigns may elect not to disburse funds electronically.


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Certification #1For Local Independent Organizations

  • Applicants must fill in the hours of operation for each day of the week (minimum of 15 hours) and the county and state where the office is located.

  • Applicants must choose from one of the following three options:

    • Substantial Local Presence

    • Adjacent Local Campaign

    • Substantial Statewide Presence


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Certification #1 (Cont.) For Local Independent Organizations

Option #1: Substantial Local Presence

  • Organization is a staffed facility, office or portion of a residence dedicated exclusively to that organization, available to members of the public seeking its services or benefits. The facility must be open at least 15 hours a week and have a telephone dedicated exclusively to the organization. The office may be staffed by volunteers.

  • Substantial local presence cannot be met on the basis of services provided solely through an “800” telephone number or by disseminating information or publications via the U.S. Postal Service, the Internet, or a combination thereof.


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Certification #1 (Cont.) For Local Independent Organizations

Option #2: Adjacent Local Campaign

  • A local campaign whose geographic border touches the geographic border of another local campaign. (Information on the geographic boundaries of local CFC Campaigns can be found on the CFC website at www.opm.gov/cfc/Search/Locator.asp.)

  • Participation in a local campaign via an adjacency determination does not grant the organization a substantial local presence in the adjacent local campaign and participation via adjacency cannot be used to establish adjacency to local

  • campaigns bordering the adjacent

  • campaign area.


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Certification #1 (Cont.) For Local Independent Organizations

Option #3: Substantial Statewide Presence

  • An Organization that provides or conducts real services, benefits, assistance or program activities in the previous year (calendar year 2009) covering 30 percent of a state’s geographic boundaries or providing or conducting real services, benefits, assistance or program activities affecting 30 percent of a state’s population.

  • Substantial statewide presence cannot be met on the basis of services provided solely through an “800” telephone number or by disseminating information and publications via the U.S. Postal Service,

  • the Internet, or a combination thereof.


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Attachment A For Local Independent Organizations

Describe:

  • Who received the service, benefit, assistance, or program activity.

  • What the service, benefit, assistance, or program activity is.

  • Where the service, benefit, assistance, or program activity was delivered.

  • When the service, benefit, assistance, or program activity was delivered.

  • How the service, benefit, assistance, or program activity was delivered.


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Attachment A (Cont)For Local Independent Organizations

Factors OPM/LFCC will consider:

  • Nature and extent of the service, benefit, assistance, or program activity

  • Frequency, continuity, and duration

  • Impact on, or benefit to, beneficiaries

  • Number of beneficiaries


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Attachment A (Cont.)For Local Independent Organizations

Applicants should avoid:

  • Generalized statements

  • Listing “offered” services

  • Listing location of members, affiliates, or board members

  • Listing the residencies of visitors to a facility


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Attachment A (Cont.) For Local Independent Organizations

Applicants should avoid (Cont.):

  • Listing services provided by another entity

  • Listing services provided by the service recipient

  • Information disseminated by United States Postal Service or Internet

  • Repetitive text

  • Fundraising activities as a service


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Certification #1For Local Federations

  • Federations must have 15 or more member organizations that individually meet all local eligibility criteria for participation in this campaign. Include list of eligible members as Attachment A

  • The member organizations must have either a substantial local presence in the geographic area served by the local campaign, a substantial local presence in the geographic area served by an adjacent local campaign, or a substantial statewide presence.


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Attachment AFor Local Federations

  • List of all eligible member organizations (minimum 15 members in addition to the federation) that meet all local eligibility criteria for participation.

  • NEW THIS YEAR: FEDERATIONS MUST COMPLETE THE EXCEL SPREADSHEET FOR ALL THEIR MEMBERS THAT THEY RECEIVED WITH THEIR APPLICATION.

  • Include their legal names, EINs, administrative and fundraising rates, and the local presence category under which each member is eligible for

    participation in the local campaign

    (e.g. Local, Adjacent, or Statewide).


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Certification #2For Local Independent Organizations & For Local Federations

Federations and individual charities:

  • Must be recognized by the Internal Revenue Service as a 501(c)(3) tax-exempt organization

  • Units of government are not eligible

  • OPM will verify applicant’s current 501(c)(3) status with the IRS


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Attachment BFor Local Independent Organizations & For Local Federations

  • Must submit a copy of a current, most recent IRS determination letter. (If the name of the applicant organization differs on the IRS determination letter, the IRS Form 990, or audited financial statements, documentation from the IRS or state government authorizing this name change must accompany the application.)

  • NEW THIS YEAR: FEDERATIONS MUST SUBMIT A COPY OF THE 501(C) 3 FOR EACH OF THEIR MEMBERS.

  • Federal Tax ID Number must be included.


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Attachment B (Cont’d) For Local Independent Organizations & For Local Federations

  • An organization that is part of a group exemption or bona-fide chapter or affiliate of a national organization acting as a single corporate entity, must provide a letter from its affiliated national organization with its IRS determination letter.


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Attachment B (Cont’d) For Local Independent Organizations & For Local Federations

Common Errors:

  • Typographical Errors in Employer Identification Number (EIN) provided

  • Proper Legal Name not provided (insufficient “Doing Business As” (DBA) documentation)

  • Governmental entity without 501(c)(3) recognition

  • Charity moved (or address changed) and IRS was not notified

  • Merger with another organization – EIN changed

  • IRS Form 990 was marked “Final Return”


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Certification #3For Local Independent Organizations

Applicants must choose one of the following Options:

  • Organization is not part of a group exemption.

  • Organization is part of a group exemption.

  • Organization is a bona-fide chapter or affiliate operating under a national corporation’s tax ID.


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Certification #3 (Cont.) For Local Independent Organizations

Option 1: Not Part of a Group Exemption

  • Organization is not part of a group exemption. The Name and EIN on the IRS determination letter will be unique.

    Option 2: Part of a Group Exemption

  • Organization is part of a group exemption. The name may or may not be unique. Organizations should have an EIN that is different from the EIN on the national group exemption letter. Must have a certification letter from the national organization.

  • Organization is a bona-fide chapter or

    affiliate operating under a national corporation’s tax ID.


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Certification #3 (Cont.) For Local Independent Organizations

Option 3: Bona-fide Chapter or Affiliate

  • Organization is a bona-fide chapter or affiliate operating under a national corporation’s tax ID. Name and EIN will be the same as national. Must provide letter from national.


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Certification #4For Local Independent Organizations ( #3 For Federations)

  • Must certify that it is a human health and welfare organization providing services, benefits, or assistance to, or conducting activities affecting human health and welfare.

  • The services, benefits, assistance, or program activities affecting human health and welfare provided in 2008 are reflected in ATTACHMENT A for Local Independent Organizations.


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Certification #4For Local Federations

Applicants must choose from one of the following two options:

  • Has been operating for more than one year.

  • Has not been operation for more than one year.


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Certification #4 (Cont.)For Local Federations

Option 1: Operating more than 1 Year

  • Organization accounts for its funds on an accrual basis in accordance with Generally Accepted Accounting Principals (GAAP)

  • Organization has been audited in accordance with Generally Accepted Auditing Standards (GAAS) by an independent CPA in the immediately preceding year.

  • Include as Attachment C a copy of the audited financial statement for a fiscal period ending on or after June 30, 2008.


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Certification #4 (Cont.)For Local Federations

Option 2: Operating Less than 1 Year

  • Organization accounts for its funds on an accrual basis in accordance with Generally Accepted Accounting Principals (GAAP)

  • Organization has been operating for less than one year and therefore is not required to submit audited financial statements.


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Certification #5For Local Independent Organizations

Applicants must choose one of the following threerevenue options:

  • Revenues over $250,000.

  • Revenues between $100,000 and $250,000.

  • Revenues less than $100,000.


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Certification #5 (Cont.)For Local Independent Organizations

Option 1: Revenues more than $250,000

  • Organization accounts for its funds on the accrual basis in accordance with Generally Accepted Accounting Principles (GAAP)

  • Organization has an audit annually by an Independent certified public accountant in accordance with Generally Accepted Auditing Standards (GAAS). Include this audit as Attachment C.

  • If using national organization information, provide certification from CEO of affiliated national

    organization.


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Certification #5 (Cont.) For Local Independent Organizations

Option 2: Revenues between $100,000 & $250,000

  • Organization accounts for its funds on the accrual basis in accordance with Generally Accepted Accounting Principles (GAAP)

  • Organization has an audit annually by an Independent certified public accountant in accordance with Generally Accepted Auditing Standards (GAAS).

  • The audit must be available if requested


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Certification #5 (Cont.) For Local Independent Organizations

Option 3: Revenues less than $100,000

  • Organization must have controls in place to ensure funds are properly accounted for and it can provide accurate timely financial information to interested parties.


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Attachment CFor Local Independent Organizations & For Local Federations

  • The audit must cover the fiscal period ending on or after June 30, 2007.

  • Audit period should match submitted IRS 990 period.

  • The audit must state the organization accounts for its funds in accordance with GAAP and it was audited in accordance with GAAS.

  • The audit must be signed, dated and be on the audit firm’s letterhead.

  • If it is a consolidated audit (covers a National Organization) their must be a separate audited section on this applicant.

  • “Except for” statements may cause denial.

  • Federations must have a statement in the

  • audit stating “honors designations made to each member organization.


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Certification #6For Local Independent Organizations (#5 For Local Federations)

Applicants must choose one of the following 2 options:

  • Organization is required to prepare and submit to the IRS an IRS Form 990.

  • Organization is not required to prepare or submit to the IRS an IRS Form 990.


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Certification #6 (Cont,) For Local Independent Organizations (#5 For Local Federations)

Option 1: Organization submits IRS Form 990

  • Submit a copy of the complete IRS Form 990 for a period ending no later than June 30, 2007 as Attachment D.

    Option 2: Organization does not submit IRS FORM 990

  • Submit a pro forma IRS Form 990 as Attachment D.


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Attachment DFor Local Independent Organizations & For Local Federations

  • All supplemental information must be included.

  • A signature in the box marked “Signature of Officer” is required. The preparers signature alone is not sufficient.

  • IRS forms 990EZ, 990PF,and comparable forms are not acceptable substitutes. Smaller organizations that file a IRS Form 990EZ may submit it with the appropriate pro forma pages described below for organizations that submit to us a pro forma IRS Form 990.


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Attachment D (Cont.) For Local Independent Organizations & For Local Federations

  • Organizations that submit a pro forma 2007 IRS Form 990 must complete page 1 and Part V only.

  • Organizations that submit a pro forma revised 2008 IRS Form 990 must complete page 1 (Part I, Summary and Part II, Signature Block; pages 7 and 8 (Part VII, Compensation sections A and B); page 9 (Part VIII, Statement of Revenues); and page 10 (Part IX, Statement of Functional Expenses).


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Certification #7For Local Independent Organizations (#6 For Local Federations)

Applicants must choose one of the following two options:

  • If fiscal period ended before 12/31/08, Compute the administrative and fundraising rate of the organization from a 2007 IRS Form 990.

  • If fiscal period ended after 12/31/08, Compute the administrative and fundraising rate of the organization from a 2008 Revised IRS Form 990.


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Certification #7 (Cont.) For Local Independent Organizations (#6 For Local Federations)

Option 1: 2007 IRS Form 990

  • Add the amount spent on “management and general” (line 14) to “fundraising” (line 15).

  • Divide the sum by “total revenue” (line 12).No other methods may be used to calculate this percentage.

  • All percentages must be listed to the tenth of a percent (XX.X%).


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Certification #7 (Cont.) For Local Independent Organizations (#6 For Local Federations)

  • Option 2: 2008 Revised IRS Form 990

  • Add the amount in Part IX (Statement of Functional Expenses), Line 25, Column C (Management and General Expenses) to the amount in Line 25, Column D (Fundraising Expenses).

  • Divide the sum by Part VIII (Statement of Revenues), Line 12, Column A (Total Revenues).

  • No other methods may be used to calculate this percentage.

  • All percentages must be listed to the tenth of a percent (XX.X%).


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Certification #8For Local Independent Organizations (#7 For Local Federations)

  • The organization is directed by an active and responsible governing body.

  • The members of this governing body have no material conflict of interest.

  • The majority of the members of this governing body must serve without compensation.

  • Federations must include Attachment E.


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Attachment EFor Local Federations

  • A complete list of the federation’s board of directors and the beginning and end dates of each individual’s current term of office.

  • A complete list of the board’s meeting dates and locations of the previous calendar year.


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Certification # 9For Local Independent Organizations (#8 For Local Federations)

  • The organization prohibits the sale or lease of CFC contributor lists.


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Certification # 10For Local Independent Organizations (#9 For Local Federations)

  • The Organization conducts publicity and promotional activities based upon its actual program and operations, that these activities are truthful and non-deceptive, include all material facts, and make no exaggerated or misleading claims.


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Certification # 11For Local Independent Organizations (#10 For Local Federations)

  • The organization named in this application effectively uses the funds contributed for its announced purposes.


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Certification # 11For Local Federations

  • The Federation does not employ, in its CFC operations, the services of private consultants, consulting firms, advertising agencies or similar business organizations to perform the policy-making or decision-making functions in the CFC.


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Certification # 12For Local Federations

  • The organization must make available to the public its annual report.

  • Include the federation’s most recently completed annual report as Attachment F.


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Attachment FFor Local Federations

  • The annual report can end no later than June 30, 2007.

  • The annual report must include a full description of the activities and services.

  • The annual report identifies its directors or governing body.

  • The annual report identifies its chief administrative personnel.

  • The annual report includes the amount raised, sources of contributions, cost of fundraising and how costs are recovered from donations.

  • The annual report details any membership

    dues and/or fees received by the federation

    from its members or affiliates as a service charge.


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Certification # 12For Local Independent Organizations (#13 For Local Federations)

  • The organization is in compliance with all statutes, Executive orders, and regulations restricting or prohibiting U.S. persons from engaging in transactions and dealings with countries, entities, or individuals subject to economic sanctions administered by the U.S. Department of the Treasury’s Office of Foreign Assets Control.

  • The organization is aware that a list of countries subject to such sanctions, a list of Specially Designated Nationals and Blocked Persons subject to such sanctions, and overviews and guidelines for each such sanctions program can be found at http://www.treas.gov/ofac.

  • Should any change in circumstances pertaining

    to this certification occur at any time, the

    organization will notify OPM/CFC Operations immediately.


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Certification # 13For Local Independent Organizations (# 14 For Local Federations)

  • A statement of 25 words or less that describes the organizations program activities.

  • For Local Independent Organizations this will be Attachment E.

  • For Local Federations this will be Attachment G.

  • Local Federations should include the 25 word statements for all member organizations.

  • In addition to Attachment G Federations should electronically submit the statements to [email protected]


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Attachment E For Local Independent Organizations (Attach G For Federations)

  • Name of organization - either legal name as registered with IRS or approved d.b.a.

  • Phone number

  • Web Site address

  • Legal name of organization (if listed under d.b.a. name)

  • Employee Identification number

  • 25-Word description (Above mentioned requirements are not counted as part of 25-words)

  • Up to 3 taxonomy letter codes

  • Percent of administrative costs


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Attachment E (Cont.)For Local Independent Organizations (Attach G For Federations)

Example of 25 Word Description:

0000 DBA Name of Organization (legal name of Organization, if applicable) Phone number  Web address  EIN #123456789 The description will contain no more than 25 words. It should be worded so that the donor understands the program services provided. (A/B/O) 4.2%


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Attachment E (Cont.)For Local Independent Organizations (Attach G For Federations)

OPTIONAL: Each organization can self-identify up to three categories, in priority order, which most closely identifies the type of mission, services, and activities provided. The corresponding letters will be printed in your organization’s listing in the CFC brochure (see example below) to assist donors in selecting a charity. Categories are derived from the National Taxonomy of Exempt Entities (NTEE) classification system developed by the National Center for Charitable Statistics.


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Attachment E (Cont.)For Local Independent Organizations (Attach G For Federations)


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Certifying OfficialFor Local Independent Organizations & For Local Federations

  • For Local Independent Organizations and for Local Federation the certifying official’s signature must be the original

    .Local Federations are permitted to provide photocopies of the certifying official’s signatures of its members if it has the original on file. The LFCC reserves the right to request a copy of the original signature.

  • Automatic pens and / or signature stamps may not be used.


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General

  • Applicants must insure that their applications are complete upon submission. (This includes the correct time frames for attachments.)

  • All application information must be specific to the applicant federation or organization. Regional and/or national materials will not be accepted.

  • Applications must be kept on file for 3 completed CFC campaign periods. This would include 2005, 2006, 2007.

  • The use of standard formats and checklists is no longer permitted to show real services, benefits, assistance or other program activities.


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Appeals Process

To Local Federal Coordinating Committee:

  • Denied applicants must be notified via registered or certified mail. (Return signed receipt.)

  • First appeal to LFCC must be in writing and received within 7 business days from the date of receipt of the initial LFCC decision or 14 calendar days from the date the decision is mailed whichever is earlier.

  • LFCC must consider all timely appeals and notify the appealing organization within a reasonable time period.

  • All LFCC denials of appeals must be sent via registered or certified mail. (Return signed receipt.)

  • Appeals may not be used to supplement

    original applications missing or outdated materials.


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Appeals Process (cont.)

To the Office of Personnel and Management:

  • Appeal must be in writing.

  • Must be received by OPM within 10 business days of the date of receipt of the letter from the LFCC denying eligibility on appeal.

  • Must include a statement including the reason(s) why eligibility should be granted.

  • Must include a copy of the letter from the LFCC denying the original application, the organization's original appeal to the LFCC and a copy of the letter from the

    LFCC denying the appeal.

  • Appeals may not be used to supplement

    original applications that had missing or outdated materials.


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Appeals Process (cont.)

  • No brochures may be printed until all local appeals filed with OPM are resolved.

  • LFCC’s should contact OPM 21 calendar days after local appeals decisions have been issued.

  • OPM issues technical reversals every year for the following:

    • Reasons for denial change from initial to appeal

    • organization was not properly informed (registered mail)

  • Blanket denial for federation (Members should all be considered individually if federation is denied)

  • Additional information may be requested by

    an LFCC but may not be used to determine eligibility.


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Thank You!

For further questions and assistance

contact the Northern New England

CFC Office.


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