CFC Facts - southerncalcfc.org

2020 CFC Application Training for Independent and Member Organizations Office of Combined Federal Campaign Washington, DC November 19, 2019 CFC Facts Established in 1961 by Executive Order Only Government-authorized solicitation of employees in the Federal workplace Overseen by the U.S. Office of Personnel Management (OPM) Raised over $8 billion

2 Agenda Advisory statement Setting up an account Required documents Application process Signing, Un-Signing, Editing, Paying, etc. 3 Questions & Live Polling Questions during the live training may be emailed to [email protected]

To participate in Live Polling, go to live.voxvote.com PIN: 38395 You can use your phone, computer or tablet 4 Live Poll #1 What city do you live in? 01/21/202 5 Overview of Application Process Online application

Full vs verification application Completeness Review Checklist Two-part entry Application Listing 6 Advisory Statement APPLICANTS SHOULD BE AWARE THAT A FALSE RESPONSE TO ANY CERTIFICATION IN THE CFC APPLICATION MAY BE GROUNDS FOR DENIAL OF THE APPLICATION AND MAY BE PUNISHABLE BY FINE OR IMPRISONMENT (18 U.S.C. 1001). ALL STATEMENTS AND INFORMATION PROVIDED IN THE APPLICATION DISCUSSED HEREIN ARE SUBJECT TO

INVESTIGATION, INCLUDING CONFIRMATION THROUGH THIRD PARTIES AND OTHER GOVERNMENT AGENCIES. 7 Required Documents 8 Required Documents Full Application Verification Application Certification Statements

Areas of Service (formerly known as the Attachment A) IRS Determination Letter, Group Exemption List and/or Parent Organization Verification (if applicable) Financial statements (audit or review) IRS Form 990 (or pro forma IRS Form 990) DBA Name Documentation (if the organization wishes to be listed with a DBA name) 9 CFC Application System

10 Live Poll #2/Knowledge Check Charities are required to submit CFC applications only once every three years? True False 11 Accessing the Charity Application Site Go to https://cfccharities.opm.gov New Users:

Click Create and Account On next page, enter your name, email address and password You will also need to enter answers to challenge questions for password resets Existing Users: Enter your email address and password to access your account Once logged in, all users will be taken to the Your Charities page 12 Your Charities Page

Your Charities page shows a listing of charities that you can access Search for charities 13 Home Page: Main Menu 14 Home Page: Main Menu Click drop-down arrow next to your name to access: Home Takes the Your Charities page Access Shows Charity Access Invitations and Requests Settings To change your User Settings (i.e. password,

challenge questions and profile information Help Frequently Asked Questions (FAQs) Log Out To exit the Charity Application System 15 Access Menu 16 Settings Menu 17

Help (FAQs) 01/21/202 18 User Roles Charity Owner Full rights to charity information Performs user management Manages affiliations Multiple owners Charity Editor Granted rights by Charity Owner

Does not perform user management Multiple editors 19 Add a User Charity Owners can invite other users Click blue Users button on Application Dashboard On Manage Users page, click Add User button On Invite a User page, enter user name and email address

Choose a User role Click Send Invitation Click Continue To Charity Dashboard 20 Request Access to an Existing Charity Click Request Access to Charity from the Your Charities page Enter CFC Code or EIN Click Select Add a note Click Submit Request

21 Requesting Access to a New Charity Click Request Access to Charity to search for charity 22 Adding a Charity Search by EIN returns no results Click on Add Charity Information 23

Adding a Charity (contd) Enter EIN Enter Organization Name Enter Organization Address PO Boxes will NOT be accepted here 24 Adding a Charity (contd) A CFC code will be assigned

Click Continue 25 Adding a Charity (contd) Confirm Charity Verify CFC Code Verify EIN Click Confirm & Continue 26 Starting a Charity Application

Only federations should click on Begin Federation Application 27 CFC Application Process 28 Application Process System will let you know when something is missing 29 Application Step 1: Contact Information

Completeness Review Check: Provide all of the required information and multiple email addresses Required Information: Contact Person Contact Title Email Address Contact Address Optional Information: Organizations Website Fax Number Click Save & Go to Next Step 30

Live Poll #3/Knowledge Check Only one contact email address can be entered on the application? True False 31 Application Step 2: Application Type Completeness Review Check: Is the organization type selected? (Local, National/International or International Charity)

Is the organizations affiliation selected? Independent If part of a federation, enter the parent federation code FSYA/FSYP/MWR Check if submitting an FSYA/ FSYP/MWR Application (organizations on military bases) 32 Application Step 3: Health & Welfare Completeness Review Check:

Was the certification statement checked? All organizations must check Yes! to this statement. 33 Live Poll #4/Knowledge Check Animal related charities cannot participate in the campaign? True False 34 Application Step 4: Schedule of Services Local Charity

Only required of Group 1 applicants Click Yes to certify to the statement If required, click Add Attachments Otherwise, click Save & Go To Next Step 35 Application Step 4: Schedule of Services Service description includes:

Certification of local presence Service address, if different Hours of operation Dedicated phone number A service description, to include no. of beneficiaries OR monetary value; 256 characters LOCAL CHARITIES SHOULD ENTER SERVICES ONLY FOR THE MOST RECENT YEAR. 36

Application Step 4: Schedule of Services National/International Charity Only required of Group 1 applicants If required, click Add Attachments Otherwise, click Save & Go To Next Step 37 Application Step 4: Schedule of Services Service description includes:

Certification of presence Service address, if different Hours of operation Dedicated phone number A service description; 256 characters 38 Application Step 4: Areas of Service

Completeness Review Check for Local Organizations in Group 1 (full application): Yes No Was the certification statement checked? If required, was the service address provided? If the office where the services were provided (as described in the Areas of Service) is different from the organizations main address, a service

address must be provided. Are the hours of operation provided? Is a dedicated phone number provided? 39 Application Step 4: Areas of Service Completeness Review Check for Local Organizations in Group 1 (full application):

For each service description: Was the service provided in calendar year 2019? LOCAL CHARITIES SHOULD ENTER ONLY 2019 SERVICES. Local services delivered in 2017 and 2018 will not be considered. For each service description, is the number of beneficiaries or amount of monetary benefit of the services provided? Does the service description clearly state:

who received the service? what the service was? when it was delivered? where it was delivered? 40 Application Step 4: Areas of Service

Completeness Review Check for National/International and International Organizations in Group 1 (full application): Yes No Was the certification statement checked? For national/international organizations, was an Area of Service provided for at least 15 states or one foreign country? For international organizations, was an Area of Service provided for at least one foreign country?

41 Application Step 4: Areas of Service Completeness Review Check for National/International and International Organizations in Group 1 (full application): Yes No For each service description: Was the state or country selected? Is a dedicated phone number provided? For each service description, is the number of beneficiaries or amount of monetary benefit of the services provided? 3 years to report service (2017-2019) Does the service description clearly state:

who received the service? what the service was? when it was delivered? where it was delivered? 42 Application Step 4: Areas of Service Required Documentation (2 of the 3) for Web Based Services:

Evidence that recipients have registered for use of the website; Summary reports documented a customer feedback mechanism; and Evidence that recipients of web-based services paid a fee. If your Areas of Service includes web based services, OPM will contact you on how to submit the required documentation. 43 Live Poll #5/Knowledge Check For the service description(s), charities should enter the organizations mission statement?

True False 44 Application Step 4: Schedule of Services Completeness Review Check: At the sole discretion of OPM, service descriptions will be reviewed to determine if CFC eligibility requirements are met. The following elements do not meet the requirements for eligible services: Mission statement The service description should be of actual services provided and not the services offered and/or available.

Broad description of services Naming a program or activity such as tutoring, food bank, counseling does not sufficiently provide details on who, what, when and where the service was delivered. Repetitive narratives Using the same service description, number of beneficiaries and/or monetary value does not allow OPM to adequately determine that real services were provided or to accurately determine the individuals or entities who benefited. Listing of affiliated groups Listing affiliated groups does not sufficiently demonstrate provision of real services by

the applicant. De minimis services, benefits, assistance, or other program activities for Local Organizations Services, benefits, assistance, or other program activities will be determined to be de minimis if, in the sole discretion of OPM, it is determined that the number of beneficiaries of each service and/or the value of the financial assistance had minimal impact in the local area in 2019 (e.g. one beneficiary/$500 monetary value in Washington). De minimis services, benefits, assistance, or other program

activities for National/International and International Organizations Services, benefits, assistance, or other program activities will be determined to be de minimis if, in the sole discretion of OPM, it is determined that the number of beneficiaries of each service and/or the value of the financial assistance had minimal impact in the state or country in a given year (e.g. one beneficiary served each year from 2017-2019 in Germany). 45 CFC Application Standards: Areas of Service CFC MEMORANDUM 2018-09 https://www.opm.gov/combined-federal-campaign/reference-materials/memos/201

8-cfc-memos/2018-09.pdf 46 Application Step 5: Exemption Status Completeness Review Check: Yes No Was one of the three certification statements checked? Only for Group 1 applications: If Option 2 (Group Exemption): Was a list of subordinates that are

covered by the group exemption submitted? Must be a PDF document. Does the EIN on the Form 990 match the EIN on the current list of subordinates? If a church, was the published listing (such as a church directory) of 501(c)(3) organizations that are included in the group exemption or letter affirming the organizations status as part of the group exemption held by the central organization submitted?

47 Application Step 5: Exemption Status Completeness Review Check: If Option 3 (Chapter or Affiliate): Was a letter from the organizations national headquarters, signed by the CEO or equivalent officer, certifying that the local organization (explicitly named in the letter) operates as a bona-fide chapter or affiliate in good standing of the national organization

submitted? Must be a PDF document. Does the letter state that the local organization is covered by the national organizations 501(c)(3) taxexemption, IRS Form 990 and audited financial statements? Was the letter signed and dated on or after October 1, 2019? 48

Application Step 6: IRS Determination Ltr. Completeness Review Check: Yes No Was an IRS Determination Letter required? If Yes, was an IRS Determination Letter provided? Do you wish to list your organization with a DBA name? If Yes, was supporting documentation that the DBA name is

recognized by a state or municipal government submitted? Is the requested DBA name entered exactly as it appears on the supporting documentation? 49 Application Step 7: Revenue Completeness Review Check:

Yes No Was one of the three certification statements checked? Only for Group 1 applications: If Option 1 (Revenue $250,000 or more): Were Audited Financial Statements provided? If Option 2 (Revenue between $100,000 and $250,000: Were Audited Financial Statements provided Were Reviewed Financial Statements provided?

50 Application Step 7: Revenue Completeness Review Check: If Option 3 (Revenue less than $100,000): Financial statements are not required Click Save & Go To Next Step 51 Application Step 7: Revenue Completeness Review Check: Audited Financial Statements: Yes No

Was the auditors report on letterhead with a signature? for fiscal period ending on or after June 30, 2018? for the same fiscal period as IRS Form 990? (See Step 8) organization name on report same as the name listed on the CFC application or DBA documentation?

conducted in accordance with generally accepted auditing standards [GAAS]?GAAS]? funds are in conformity with generally accepted accounting principles [GAAS]?GAAP]? unqualified opinion (e.g. In our opinion, the financial statement referred to above present fairly, in all material respects, the financial position of [GAAS]?organization] as of [GAAS]?date])? (See note regarding qualified opinions.) If it is a consolidated audit, is there a separate audited schedule on the applicant? Reviewed Financial Statements:

Was the CPAs report on letterhead with a signature? for fiscal period ending on or after June 30, 2018? for the same fiscal period as IRS Form 990? (See Step 8) organization name on report same as the name listed on the CFC application or DBA documentation?

funds are in conformity with generally accepted accounting principles [GAAS]?GAAP]? 52 Live Poll #6/Knowledge Check My organization can submit financial statements completed by our CFO? True False 53 Application Step 8: IRS Form 990 Option 1 Files IRS Form 990 with IRS

Upload IRS Form 990 Option 2 DOES NOT file IRS Form 990 with IRS. Upload pro forma IRS Form 990 NOTE: IRS Forms 990-EZ, 990-PF, and 990-N do not qualify for Option 1 54 Application Step 8: IRS Form 990 The pro forma IRS Form 990 is not a separate form. It is a partially completed IRS Form 990 that is used for CFC purposes only. The IRS Form 990 can be downloaded from the IRS Form 990 step of the CFC application.

PDF File The following sections must be completed: Page 1, Items A-M; Part I (Summary), Lines 1-4 only; Part II (Signature Block); Part VII (Compensation - section A only); Part VIII (Statement of Revenues); Part IX (Statement of Functional Expenses); and Part XII (Financial Statements and Reporting) 55 Application Step 8: IRS Form 990 Completeness Review Check: Yes No

Was one of the two certification statements checked? Was an IRS Form 990 or pro forma IRS Form 990 provided? Was an IRS Form 990-EZ, 990-PF, 990-N or a comparable form provided? If yes, your submission does not meet CFC requirements. Only the IRS Form 990 (or pro forma) is acceptable for CFC purposes. Is the name on the IRS Form 990 (or pro forma IRS Form 990) the same as the name listed on

the CFC application or DBA documentation? the IRS determination letter (if submitted in Step 6)? the CPA-reviewed financial statements or audited financial statement (if submitted in Step 7)? Is the EIN fully visible on the IRS Form 990 (or pro forma) (e.g. not redacted or asterisks in place of the numbers)?

Is the EIN (Page 1, box D) the same as the EIN listed on CFC application and/or the IRS determination letter (if submitted)? the IRS determination letter (if submitted)? Was the fiscal period for a period ending on or after June 30, 2018? Does the IRS Form 990 (or pro forma) cover the same fiscal period as the audited or reviewed financial statements?

56 Application Step 8: IRS Form 990 Completeness Review Check: Yes No Was the number of voting members of the governing body reported? (Part I, Line 3) Was the IRS Form 990 (or pro forma) signed and dated by an Officer of the organization? (Part II) Organizations that file the IRS Form 990 electronically may submit a signed copy of the IRS Form

8879-EO or IRS Form 8453-EO in lieu of a signature on the IRS Form 990. The preparers signature alone is not sufficient. On Part VII, were Board members reported by checking either the Individual Trustee of Director or Institutional Trustees column (Column C)? Individuals reported as Officer or Key Employee are not considered trustees. For each individual reported as a trustee, was compensation information provided (Columns D-F)? If

no compensation was received by a trustee, a 0 must be entered in each column. Was the Statement of Revenue (Part VIII) completed and the organizations total revenue reported (Column A, Line 12)? Was the Statement of Functional Expenses (Part IX) completed and Management and General Expenses (Column C, Line 25) and Fundraising Expenses (Column D, Line 25) and reported?

Was the Financial Statements and Reporting (Part XII) completed and the accounting method used to prepare the IRS Form 990 reported (Line 1)? The IRS Form 990 must be prepared using the accrual method of accounting (for organizations with revenues $100,000 57 Live Poll #7/Knowledge Check My organization is not required to submit an IRS Form 990 to the IRS which means we are not required to submit one to the CFC? True

False 58 Application Step 9: AFR Completeness Review Check: Yes No Was the certification statement checked? Was the correct Administrative and Fund Raising Rate (AFR) provided on the

Application? Use the Administrative and Fund Raising Rate Worksheet to calculate the AFR. AFR Calculation: Management & General Exp. Part IX, col. (C), line 25 + Fundraising Exp. Part IX, col. (D), line 25/Total Revenue Part VIII, col. (A), line 12 59 Live Poll #8/Knowledge Check

My organization does not include in-kind donations in its calculation of the administrative rate. OPM will accept this calculation. True False 60 Application Step 10: Governing Body Completeness Review Check: Yes No Was the certification statement checked?

Is the number of voting members reported on Step 10 of the application the same as what was reported on the IRS Form 990 (or pro forma) submitted on Step 8? Is the number of trustees reported on Step 10 of the application the same as what was reported on the IRS Form 990 (or pro forma) submitted on Step 8?

Was an explanation provided on Step 10 if the number of trustees is fewer than the number of voting members? 61 Application Step 10: Governing Body 62 Application Step 10: Governing Body

63 Live Poll #9/Knowledge Check My organization can count officers listed on the IRS Form 990 as trustees. True False 64 Application Step 11: Verifying Statements Completeness Review Check: Confirm that you checked Yes! for each of the certification statements.

Click Save & Review Application 65 Follow-on Tasks for the CFC Application 66 Application Dashboard Edit Application Upload Documents View and Add Users Sign and Un-Sign

Application 67 Sign Application Check YES! Enter Full Name and Title Enter Initials Click Save Signature 68 Pay Application Fee Click Pay Application

Fee on Application Dashboard Fee is non-refundable Federations pay member organizations application fees 69 Live Poll #10/Knowledge Check The application fee is the only fee required to participate in the CFC. True False

70 Application and Listing Fees APPLICATION FEES Natl/Intl Federation $1,587 Natl/Intl Federation Members $407 Natl/Intl Independent Org. $553 Local Federation $666 Local Federation Members $263

Local Independent Org. $365 Listing fees are paid only by organizations that are approved to participate in the campaign. Organizations that do not pay the listing fee will not appear on the Charity List and donors will not be able to make pledges to the organization. LISTING FEES Tier I Natl/Intl Organizations1 $1,930

Tier II Natl/Intl Organizations2 $554 Tier III Natl/Intl Organizations3 $328 Tier I Local Organizations1 $673 Tier II Local Organizations2 $114 Tier III Local Organizations3 $15 1 Tier I organizations are those that report $1 million or more in revenue on the IRS Form 990 (or pro forma IRS

Form 990) 2 Tier II organizations are those that report $250 thousand or more in revenue, but less than $1 million on the IRS Form 990 (or pro forma IRS Form 990) 3 Tier III organizations are those that report less than $250 thousand in revenue on the IRS Form 990 (or pro forma IRS Form 990) 71 Payment Methods Method

Credit Card Details Preferred method, and only method available for independent charities. Information is entered by the charity owner online ACH Pull Available only for federations that have to pay large amounts exceeding typical credit card limits

Federation will need to ensure that they have given pre-approval to their bank so the charge will go through 72 Un-Sign Application Click Un-sign Application on Application Dashboard Re-check YES! Enter Full Name and Title Enter Initials Click Remove Signature

73 Edit Application Applications can be edited even after its submitted to OPM for review as long as it is before the application deadline. 74 Charity Home Screen 75

Withdrawing an Application 76 CFC Eligibility Decisions 77 Review Process: If Approved All eligibility decisions will be sent via email

Listing Fee (required) 256-Character Statement (required) N.T.E.E. Codes (up to three; one is required) C.A.R.E. Statements (optional, but highly encouraged) Volunteerism (optional) Disbursement Information (EFT is required) 78 Review Process: If Denied

One opportunity for appeal to the Director Notification from OPM with instructions on how to submit the appeal The appeal must be submitted via the Charity Application System Limited to the facts justifying approval No previously unavailable documents The appeal decision is final 79 Common CFC Application Mistakes https://www.youtube.com/watch?v=DCZxf_LApEI&list=PLuzWeT0b0ErDuf0 bMjQJ2MXVnVAVnekki&index=12 80

Contact Us For process & technical questions: For policy questions: CFC Customer Care Center U.S. Office of Personnel Management Office of CFC [email protected] [email protected]

(888)232-4935 (Toll Free) (608)237-4935 (Local) TTY: (800)203-8280 (Toll Free) TTY: (608)268-7740 (Local) (202)606-2564 81

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