2012 Potomac CFC

Application Information SessionJanuary 13, 2012

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Today’s Agenda

• Information about the Combined Federal Campaign and the Potomac CFC

• Application Information• Application Instructions• Questions and Answers

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Combined Federal Campaign

• Only authorized solicitation of federal civilian employees and military service members in the workplace

• Administered and regulated by the Office of Personnel Management (OPM)

• For more information: www.opm.gov/cfc• Organizations must apply annually for

participation in the CFC

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Combined Federal Campaign

• CFC is divided into geographic regions and is a separately run campaign

• Potomac CFC includes federal facilities (civilian and military) located in the counties of King George, Essex, King and Queen, Lancaster, Northumberland, Richmond, Westmoreland, Caroline, Stafford, Spotsylvania, Fauquier, Culpeper, Orange, Rappahannock and Madison and portions of Prince William and the City of Fredericksburg

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Local Management of Potomac CFC

• Potomac CFC is managed by the Local Federal Coordinating Committee (LFCC)

• A group of federal military and civilian personnel• Decision-making group for the Potomac CFC• The Principal Combined Fund Organization or

PCFO is the fiscal agent for the Potomac CFC• Rappahannock United Way is the PCFO for the

Potomac CFC– Has been PCFO for over 25 years

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Application Information

• Strict Deadlines– Federation Application Deadline – Tuesday,

February 7 at 4:30 p.m.– Local Independent Application Deadline – Tuesday,

February 21 at 4:30 p.m.• Make sure application is completed in its entirety• Must be submitted in hard copy• LFCC reviews applications and accepts/denies

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Application Instructions

• Please read all instructions before you begin!• Applications may have changes so expect

additions or changes to questions• Read and answer all questions carefully• It may be helpful to complete/compile

attachments before answering the application questions

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Application InstructionsAttachment A – Local Independent

– Demonstrate a substantial local, adjacent or statewide presence• Provide physical address• Hours of Operation (minimum of 15 hours per week)• County/State• Dedicated Phone Line

– Describe actual services and programs provided in calendar year 2011 • Who do you serve?• What services/programs do you provide?• When are the services delivered?• Where are the services delivered?• How do your services benefit human health and welfare? • How many do you serve?

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Attachment A Instructions(continued)

• Be specific and detailed• Describe your programs and services in your

own words • Don’t just cut and paste from past applications

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Application InstructionsAttachment B – Local Independent

• Attach a copy of your organization’s most recent IRS determination letter Confirm EIN is valid and matches EIN on 990 and application– 501(c) (3) status will be verified through the IRS

• If 501(c) (3) cannot be confirmed by the IRS applicant will be denied

• Verify your status prior to submitting your application (877-829-5500)

– If organization is using something other than legal name, official DBA paperwork in your home state or jurisdiction is required

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Application InstructionsAttachment C – Local Independent

• Audited Financial Statements– Required for organizations with $250,000 or more

in annual revenue• Must be signed, dated and on the audit firm’s

letterhead

– If revenue is at least $100,000 but less than $250,000 must certify that organization has an audit completed annually by independent CPA

– If revenue is less than $100,000 must certify that organization has financial controls in place

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Application InformationAttachment D – Local Independent

• Must provide complete, signed IRS form 990 for a period ended not more than 18 months prior to January 2012– Must have signature of Officer– Include all supplemental statements and schedules

with 990• If not required by IRS to file standard 990 (revenue

less than $100,000)– Include Pro forma IRS Form 990 with appropriate parts– More details on page 6 of application instructions

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Application InstructionsAttachment E – Local Independent

• Calculation of Administration/Fundraising Expenses – Calculate by using IRS 990– List to the tenth % (e.g. 12.3%)– For details see Item 7 page 6 of application instructions

• Statement of 25 words or less – Published in campaign materials

• Can only be 25 words! • See handout of sample Attachment E for statement grid

– Taxonomy codes• Up to 3• Most closely identify mission, services and activities of organization• Codes listed on page 7 of application instructions

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Application InstructionsFederations

• New federations– Must submit the federation application and the

complete applications of all member organizations• Currently participating federations– Must submit the federation application– Must submit a complete application for any new

member organizations – Must submit a complete application for any

organization denied participation in 2011

Application InstructionsAttachment A - Federations

• List of the federation and all member organization applying for participation in CFC

• Include information on excel spreadsheet– Copy of spreadsheet is in handout– You may email the spreadsheet for Attachment A

to tellis@rappahannockunitedway.org

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Application InstructionsAttachments B – D - Federations

• Attachment B – IRS determination letter – 501(c)(3)– Provide copies for the federation and all member

agencies– Will be verified with the IRS

• Attachment C – Audited Financial Statements– For the federation

• Attachment D – Signed IRS Form 990– If not required to file 990 must include Pro forma 990

with appropriate parts

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Application InstructionsAttachment E – Federations

• Listing of Board of Directors– Beginning & ending dates of each member’s term

of office– List Board meeting dates and locations for

calendar year 2011

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Application InstructionsAttachment F – Federations

• Copy of the federation’s most recently completed annual report– Full description of the federations activities and

supporting services– Accurate descriptions of the federation’s

membership dues and/or service charges

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Application InstructionsLocal Independents and Federations

Certifications• Must certify to a number of issues on the

application • Read carefully!• Certifying Official– Individual who has the authority to affirm

everything that is in the application– Affirms accuracy of application

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CFC Code

• If you already have a 5-digit CFC Code– Stays the same as long as organization is eligible

• Code may be used on marketing and promotional materials, brochures, websites, newsletters

• If you don’t have a code– OPM will assign a code and provide it to CFC– CFC will notify organization with CFC code

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2012 Application Calendar

• February 7 Federation Deadline• February 21 Local Independent Organization Deadline• April 2 Notifications emailed/mailed• April 16 Appeals due• April 20 Denial notices mailed• Sept 1 – Dec 15 2012 Campaign

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Contact InformationTammi Ellis

CFC Campaign Coordinator3310 Shannon Park DriveFredericksburg, VA 22408

540-373-3310 ext. 310tellis@rappahannockunitedway.org

www.potomaccfc.org