Compliance: Understanding the “Why” behind it all
Geography • • • •
Headquarters: Research Triangle Park, NC Kelly Ping: Gainesville, FL Rina Puri: Milledgeville, GA 34 Chapters, 44 Chapter Leaders, 19 States and 50 events in 2013!
Tax Deductible? • NCCC is a program of ASHA, a registered 501(c)3. • IRS is very particular about how money is collected and records are kept. Any missteps on our part can affect not only NCCC, but also ASHA’s 501(c)3 status. • To qualify as ‘tax deductible’ you must actually donate cash or property. A pledge or promise to donate is not deductible until you actually pay. • Once donations and sponsorships are submitted, Rebecca at the NCCC Mails out a thank you letter of acknowledgment for cash donations greater that $20 and all in-kind donations within 48 hours. • Clarification on what is tax deductible when an event ticket is sold: – If you receive a benefit because of your contribution such as merchandise, tickets to a ball game or other goods and services, then you can deduct only the amount that exceeds the fair market value of the benefit received. (irs.gov) – For example: Event ticket is $45.00, but covers cost of rental/food/marketing etc. Portion per ticket covering expenses must be determined, in this case it may be $12.00/person food, $2.00/person brochure, and $10.00/person rental fee which means that $24/person is the cost of their ticket and therefore $21 is tax deductible. – If we do not specify these amounts, please allow the individual to allocate the deduction with their account professional. “Tax Deductible within the limits of the law”.
Thank You Letter Dear Friend, Thank you for your recent donation to the National Cervical Cancer Coalition, a program of ASHA. Your gift ensures that NCCC will continue to expand its grassroots approach to education and support for those dealing with HPV and cervical cancer. 14 million people become newly infected with HPV each year. But most people with HPV don’t even know they have it – or where to turn if they receive a more difficult diagnosis of HPV-related cancer. Your gift of $_______ helps us provide much needed education and support to communities around the country. One cervical cancer survivor put it like this: “NCCC provided me with invaluable resources when I needed them the most and did not know where to turn for help. I particularly appreciate how they helped me get in touch with other people going through similar medical issues so I could ask questions to someone familiar with my situation." As our network keeps growing, we’re working harder than ever to keep the discussions about HPV and cervical cancer current and relevant. But none of what we do would be possible without your generosity. Thank you for supporting NCCC.
Approved Online Collection Sites • Razoo- donation module for your chapter pages • Eventbrite- event where you need registration or ticket purchase, sales, etc. • Crowdrise- i.e. Santa Night, for large scale donation collection by multiple people
New Forms • No more attachments! • As mentioned on the form, material requests are to be submitted (if possible) – Fundraising Event Application – Fundraising Activity Report – Awareness Event Notification – Awareness Activity Report – Material Request
Materials Request • Material Requests are to be submitted at least 30 days prior….why? – We need time to print off materials – We need time to order new products if inventory is low – We need time to assure shipping in a timely fashion Square credit card reader, bracelets, t-shirts, etc. take time to order and/or setup. See items in your binder for some samples of items that you have access to.
What is in a form? • The event application tells us what you have planned and guides us as to how we can best help you. We also use the information in this and the activity report to help other chapters and those who want to raise funds. • Events must be approved by the NCCC staff so that we can help ensure that you are not liable for funds you don’t have, or intend to spend. • Activity reports are REALLY important. We share our reach numbers with our donors and board members on a regular basis and use that to request grant funding. This is why regardless of whether or not your event raised funds, we ask that they are completed. We also need a paper trail of every dollar to satisfy the IRS, should they ask. • We can help you with marketing your event: – NCCC website calendar – NCCC Email Database – Social Media Feeds
VERY IMPORTANT • Avoid depositing monies donated into personal accounts, or writing a personal check for cash raised. This can cause classification issues. Mail in monies immediately to headquarters, or for large sums, you can convert the cash into a money or bank order to mail in. The deduction is for the actual donor, not for the chapter leader, therefore the monies must be received that way. • Do not pay event expenses with funds raised. Please send in all funds raised, as well as all invoices/receipts so we have accurate records. We will pay all approved event expenses from the office. Rina & Kelly can pay a vendor over the phone with a credit card if necessary, we just ask that you let us know ahead of time so we are available. • In a few unfortunate situations money has been lost by the Post Office. Please be sure to mail money with tracking number and signature confirmation. • Don’t forget that you each have a chapter page on NCCC website and people can donate directly through your page to the chapter.
Q&A • When in doubt…ask
