WELCOME TO CFD TRAINING

WELCOME TO CFD TRAINING

CFD BASICS

The CFD was created through an Executive Order.

The Executive Ethics Board deems the CFD a part of state business, allowing its volunteers to use state

time and resources to run their campaigns.

The CFD becomes official state law through the passage of RCW 41.04.033.

The CFD creates one of the first online giving stationsfor public employees in the country.

The CFD moves from the Department of Personnel to the Office of the Secretary of State.

19842000

TIMELINE

2002

2004

2010

• Since 1984, CFD donors have raised more than $150 million

• In 2019, CFD donors pledged more than $5.2 million

• The CFD has more than 4,700 member charities

• There are more than 1,000 volunteers across the state

• Average monthly pledge is $10 per month

BY THE NUMBERS

WAYS TO GIVE PAYROLL CONTRIBUTION

• MONTHLY

• ONE-TIME

• LIMITED-TIME

Employee selects a charity, start date and amount. Donation runs until employee cancels.

Employee selects a charity, pay date and amount. Donation is taken out on specified date.

Employee selects a charity, start and end date, and amount. Donation is deducted until specified end date.

CASH CHECKS CREDIT CARDFollow all cash handling procedures.

Checks must be made out to the CFD.

Register your event with the CFD office.

PAYROLLUse payroll for events.

WAYS TO GIVE FUNDRAISING EVENTS

GET HONORED• Agencies are rewarded at CFD recognition events for

logging the most volunteer hours

myCFD• Log into your myCFD account, scroll to the Volunteer

Tracker section, and add your volunteer hours • Follow the steps to log your time

CFD SEARCH ENGINE• You search an organization’s name, a keyword, their

CFD Charity Code, or other fields• Click “Log your volunteers hours with this charity”• Follow the steps to log your time

WAYS TO GIVE VOLUNTEER TRACKER

Did you volunteer at a nonprofit? Are they in the CFD? If so, follow the steps below:

FOR CHARITIES• It’s free to join

• Reduces administrative cost

• Pledges help charities plan their budgets for the year to come

• Access to thousands of potential donors

FOR DONORS• It’s easy

• It’s safe

• It’s your choice

• It’s tax deductible

• Anonymity

BENEFITS FOR CHARITIESThe two requirements for nonprofits to join the Combined Fund Drive are:

HOW WE WORK

Each agency has a Campaign Leader to lead and facilitate CFD activities.

VOLUNTEER STRUCTURE

Local Coordinators are chosen to promote events, ask employees to give, and market

the campaign in their local offices.

VOLUNTEER ROLES

EXECUTIVE SPONSORSThis leader is chosen by your agency

director. They help you gain support from executive management.

Duties may include:• Sending emails of support• Assisting in volunteer recruiting efforts• Acting as a liaison with management • Communicating with front-line

supervisors

CAMPAIGN LEADERSAct as the agency-wide CFD lead by recruiting, logging, fundraisers and

providing support to Local Coordinators.

Duties may include:• Recruiting Local Coordinators• Logging fundraisers• Ordering CFD Supplies• Build a theme• Communicate with Local Coordinators

and management

LOCAL COORINATORSVolunteers that you recruit for your agency’s offices around the state.

Duties may include:• Planning fun events• Building local teams• Promoting charitable giving• Reporting results to the agency’s CFD

Campaign Leader

WHO TO RECRUIT FOR YOUR TEAM

Try to find agency volunteers that are…

• Outgoing • Detail oriented• Creative• Charitable• Reliable

Success in building your own team…• Variety is the key• Find a balance

HOW IT WORKSDISBURSEMENT

THIS IS SAM• Sam works for DOH• Sam wants to make a pledge of $5

per paycheck to their favorite charity through CFD giving portal

HR REFRESH FILESam’s employment info is sent to the CFD through a HR file from WaTech.

PAYLOAD FILESam’s pledge is created in the CFD system and sent to their agency’s payroll system for processing.

ACTUALS FILEA wire transfer or check is sent to the CFD containing all of the funds taken from employees like Sam. A corresponding file is sent back to the CFD system containing confirmation of their donation.

RECONCILIATIONThe CFD receives Sam’s funds, information and reconciles their donation.

Their pledges are reconciled to match what the CFD actually received.

HOW IT WORKSDISBURSEMENT

Sam’s donations are reconciled and disbursed to the charity of their choice at the end of every quarter.

DISBURSEMENT QUARTERS:• 1QTR – April• 2QTR – July • 3QTR – October• 4QTR – January

HOW IT WORKSDISBURSEMENT

COMBINED FUND DRIVE NON-SPECIFIED FUND

PayrollContribution

Agency Fundraisers

CorporateDonations

Bank InterestEarned

OPERATIONAL EXPENSES (Rent, utilities, salaries, service contracts, travel, trainings, etc.)

If there is money left in the Non-Specified Fund, the remaining funds are disbursed to member charities

If there are costs that remain in the quarter then an administrative fee

is charged to member charities that will receive funds

ADMINISTRATIVE FEE

CAMPAIGN THEME

Where in the State is Shieldy?

Giving Grams

MARKETING MATERIALS

OCTOBER NOVEMBER DECEMBER

ORDER CFD SUPPLIES(as needed)

FIRST WEEK TO GIVE

(September 28 –October 18, plus October 22 & 23)

SUBMIT FUNDRAISERS(December 9)

LAST WEEK TO GIVE

(December 2 – 9)

VETERAN’S DAY GRAMS

(November 4 – 12)HOLIDAY GRAMS

(December)#GIVINGTUESDAY

(December 1)

CAMPAIGN CALENDAR

WHERE IN THE STATE IS SHIELDY?

(ongoing)

REQUEST FUNDRAISER ASSISTANCE(as needed)

CFD is a legal part of state business: Advisory Opinion 00-09• CFD volunteers can conduct CFD activities using state

resources like employee time, equipment and supplies• The amount of state resources devoted to CFD is left to

the discretion of your agency• Contact the CFD if you’re having issues conducting your

campaign

CONDUCTING CFD ACTIVITIES ON STATE TIME STATE

ETHIC

S

• CFD volunteers are allowed to solicit for in-kind donations• Employees at regulatory agencies may not be allowed

to solicit• Solicitation letters are available by request only: contact

[email protected] for a letter• If you’re unable to solicit for in-kind donations, contact the

CFD at (360) 902-4162 or [email protected] for assistance

STATE ETH

ICS

SOLICITING BUSINESSES FOR IN-KIND DONATIONS

TIPS FOR SOLICITATION• Obtain permission to solicit businesses for in-kind

donations during work hours• Identify yourself as a CFD volunteer, NOT an employee

at your agency• If you’re unable to use work time for in-kind solicitations,

print solicitation letters and deliver them on your personal time or mail them (ask the CFD for envelopes)

STATE ETH

ICS

FISCAL POLICIES

PLANNING YOUR FUNDRAISER

• Set a budget for your fundraiser: Do not spend more money on your fundraiser than you anticipate raising

• Select a charity/charities to support: Charities must be active as the CFD cannot transfer donations to closed charities

• Communicate to your Local Coordinator team: all fundraisers need to run through Campaign Leaders

• Find out who will transfer/manage your fundraisers at your agency’s fiscal department: ask about cash handling policies and how to get them fundraiser cash

• Download fundraiser forms you’ll need to submit after your fundraiser is over

FISCAL

DURING YOUR FUNDRAISER

• Protect all donations at your event: Do not leave cash unattended• Keep track of donations received: Two volunteers must count

and record donations before submitting them to your fiscal department

FISCAL

AFTER YOUR FUNDRAISER

• Get the transfer number and dollar amount from your fiscal department to complete your Fundraiser Transfer Form

• Use the info from the Fundraiser Transfer Form to submit your fundraiser online

o Fundraisers must be submitted by December 9, 2020• Save all your fundraiser documents • Send a copy of fundraiser documents to the CFD• Share the results from your fundraisers with your agency

FISCAL

IMPORTANT TIPS• Send all Contribution Forms to the CFD: Do not keep them until the end of

the campaign• Consider pay dates when planning a fundraiser: the 10th is better than the

25th

• If you want the CFD to have a record of your agency fundraisers, you must log that information online

• If you allow donors to use payroll contribution to pay for silent auction items, you must use the CFD Silent Auction Form

FISCAL

REIMBURSEMENT• Do not spend more money on your fundraiser than you

anticipate raising• Complete the A-19 form, make copies of the A-19 and your

receipts• Save all your reimbursement documents • Send your reimbursement documents to your financial office• Your agency’s financial office will reimburse you first and then the

CFD reimburses your agency to make it whole• Reimbursement requests need to be submitted each

quarter or before December 9, 2020

FISCAL

RAFFLES AND GAMBLING FISCALRCW Title 9, Chapter 46• Raffles are permitted, but an agency cannot raise more than $5,000

in raffle fundraisers per calendar year

• Raffle tickets cannot be sold as part of a deal, like “3 tickets for $5”

• Raffle tickets have value: protect them like cash

• Gambling is prohibited and defined as a contest where the elements of Prize, Chance and Consideration are present

• Remove one of the element and this is no longer gambling

CONTACT USE-mail address:[email protected]

Phone number: (360) 902-4162

Follow the CFD at:@wastatecfd