Training Manual Lead Coordinator. Giving. Caring. Sharing. Coloradans

Transcription

1 Coloradans Giving. Caring. Sharing Lead Coordinator Training Manual

2 TABLE OF CONTENTS WELCOME AND CONTACT INFORMATION Introduction Letter... 3 Advisory Committee Contact Information... 4 CCC Management Staff Information... 6 ABOUT THE CCC Mission... 7 Overview of Campaign Logistics... 7 Important Dates... 8 Questions Frequently Asked by Lead Coordinators... 9 Questions Frequently Asked by State Employees CAMPAIGN 101 Getting Started Keys to Success A Successful Campaign Close Scheduling a Speaker or Agency Fair Seed Money Campaign Totals HELPFUL FORMS Pledge Form Pledge Processing Form (S-1 Form) Seed Money Reimbursement Form ONLINE RESOURCES ADDITIONAL CAMPAIGN RESOURCES Lead Coordinators Speak- Successes from the Field Sample Donation Request Letter Sample Donation Thank You Letter Tax Exemption Letter Contact Information & Helpful Website Links... 30

3 Giving. Caring. Sharing. August 13, 2014 Dear Colorado Combined Campaign Lead Coordinators, Coloradans Giving. Caring. Sharing. During the Colorado Combined Campaign state employees demonstrated their commitment to these three values by pledging to donate more than $1 million to over 700 participating nonprofit organizations. This success would not have been realized without the dedication and commitment of Lead Coordinators like you. Thank You! As we look towards the campaign, the Colorado Combined Campaign Advisory Committee and campaign management staff look forward to working with you on your department s campaign. This manual, along with our online materials, was designed to provide you with a variety of resources and tools that will help you launch a successful campaign. Please remember that we are also here to help you. Please don t hesitate to contact us with any questions, concerns or requests for additional campaign materials and resources. The Colorado Combined Campaign is entering its 26 th year and, to-date, state employees have raised millions of dollars for nonprofits whose work helps Colorado communities thrive. We truly appreciate all of your time, energy and dedication and we are here to assist you in continuing this strong history of success! Sincerely, Nina Sundell, Executive Director Colorado Combined Campaign Patti Dahlberg, Chair Colorado Combined Campaign Advisory Committee

4 2014 Colorado State Employee Advisory Committee on Charitable Giving Patti Dahlberg CHAIR LEGISLATIVE DEPARTMENT Office of Legislative Legal Services 200 E Colfax Ave, Room 091, State Capitol Denver, CO / patti.dahlberg@state.co.us Tim Villarosa VICE CHAIR REGULATORY AGENCIES Dept. of Regulatory Agencies 1560 Broadway, Suite 200 Denver, CO / tim.villarosa@ state.co.us Brandy Valdez Murphy SECRETARY/FINANCIAL LIAISON PUBLIC HEALTH & ENVIRONMENT Dept. of Public Health & Environment 4300 Cherry Creek Dr. S. EDO-A5 Denver, CO / brandy.valdezmurphy@state.co.us EDUCATION Barb Lautenbach Dept. of Education 6000 E Evans Ave #2, Suite 100 Denver, CO / lautenbach_b@cde.state.co.us HEALTH CARE POLICY & FINANCING Joey Gallegos Dept. of Health Care Policy & Financing 1570 Grant St. Denver, CO / joey.gallegos@state.co.us HIGHER EDUCATION Karla Viteri Dept. of Higher Education 1560 Broadway, Suite 1600 Denver, CO / karla.viteri@dhe.state.co.us AGRICULTURE Carol Feiler Dept. of Agriculture 700 Kipling Street, Suite 4000 Lakewood CO / carol.feiler@state.co.us HUMAN SERVICES Saundra Beaird Dept. of Human Services 1575 Sherman St. Denver, CO / saundra.beaird@state.co.us AURARIA HIGHER EDUCATION Dany McCoy Auraria Higher Education PO Box , Campus Box A Denver CO / dany.mccoy@ahec.edu HUMAN SERVICES Genette Hurt (At Large) Dept. of Human Services 1575 Sherman St. Denver, CO / genette.hurt@state.co.us CORRECTIONS Jason Sanchez Dept. of Corrections 2862 South Circle Drive Colorado Springs, CO / jason.sanchez@doc.state.co.us INFORMATION TECHNOLOGY Dan Rivera Office of Information Technology 1560 Broadway, Suite #1550 Denver, CO / dan.rivera@state.co.us

5 LOCAL AFFAIRS Bruce Eisenhauer Dept. of Local Affairs 1313 Sherman Street, Ste. 500 Denver, CO / bruce.eisenhauer@state.co.us PUBLIC DEFENDER S OFFICE Laura Darrow Public Defender s Office 1300 Broadway, Suite 400 Denver, CO x6441 laura.darrow@coloradodefenders.us MILITARY & VETERANS AFFAIRS Gregg Parker Military & Veterans Affairs 6848 S. Revere Pkwy. Englewood, CO / gregory.parker@dmva.state.co.us REVENUE Brooke Christopher Dept. of Revenue Lottery Division 720 S Colorado Blvd, Suite 110A Glendale, CO / brooke.christopher@state.co.us NATURAL RESOURCES Tina Miller Dept. of Natural Resources 1313 Sherman St, Room 415 Denver, CO / tina.miller@state.co.us OFFICE OF THE LT. GOVERNOR Revekka Balancier Lieutenant Governor s Office 130 State Capitol Denver, CO / revekka.balancier@state.co.us OFFICE OF THE GOVERNOR Tyler Mounsey Governor s Office 127 State Capitol Denver, CO / tyler.mounsey@state.co.us PERSONNEL & ADMINISTRATION Georgia Valdez Dept. of Personnel & Administration th Street #1600 Denver, CO / georgia.valdez@state.co.us

6 Colorado Combined Campaign Staff Nina Sundell Executive Director (720) Lindsey Julen Campaign Coordinator (720) CONTACT INFORMATION Colorado Combined Campaign 789 Sherman Street, Suite 230 Denver, CO (FAX)

7 About the Colorado Combined Campaign CAMPAIGN MISSION The Colorado Combined Campaign (CCC) encourages Colorado State Employees to create a culture of charitable giving that positively impacts Colorado communities by providing State Employees with the ability to easily donate, through payroll deductions, to hundreds of qualified nonprofits. HISTORY Charitable giving by state employees has a strong history in Colorado. Prior to 1987 State Fund Drives were coordinated by various state employees in cooperation with different umbrella organizations. However, employees could not opt to donate through payroll deductions and the number of nonprofit designation choices was limited. Recognizing the importance of charitable giving by state employees and understanding that both employees and charitable organizations would benefit from expanding the number of designation choices made available to employees, Governor Richard Lamm signed an Executive Order establishing the Colorado State Employee Advisory Committee on Charitable Giving on January 9, Through this Executive Order, he created an advisory committee of state employees from each agency which established bylaws creating procedures for an expanded annual fund and outlining the criteria for participating nonprofit organizations. The first Colorado Combined Campaign was held in 1988 and since then, state employees have donated millions of dollars. During the campaign more than 3,700 employees pledged to donate more than $1 million to more than 700 participating agencies. Today the Colorado Combined Campaign Advisory Committee, consisting of employee volunteers from different state departments, meets regularly to set CCC policy and campaign budgets, update bylaws, evaluate participating nonprofit organizations, and ensure that the money raised by state employees reaches the organizations designated by state employee donors. OVERVIEW OF CAMPAIGN LOGISTICS PLEDGE OPTIONS Online: Paper Pledges CONTRIBUTION OPTIONS Recurring payroll contributions Recurring credit card contributions One-time donations by cash, check or credit card

8 Important Campaign Dates September September 1: CAMPAIGN OFFICIALLY BEGINS Plan Kickoff Events Distritute Pledge Forms, Campaign Brochures and Link to Online Giving Site: October & November Plan Department/College/University CCC Kickoff Events, Fundraisers, Speakers & Agency Fairs Send Campaign Reminders via , interoffice mail, social media, department newsletters etc. December Collect Paper Pledges from Employees Submit Forms to Payroll and CCC staff Thank Participants January Collect Late Pledges January 9: Online Giving Site Closes January 15: Deadline for Submitting Paper Pledges to Payroll February Lead Coordinator Thank You Event (Date TBD) July Recruit Members for Campaign Committee- Site/Office Coordinators Set Campaign Goals August Schedule Speakers and Agency Fairs Plan Events/Participation Incentives Lead Coordinator Training/Kickoff

9 Questions Frequently Asked by Lead Coordinators Q. Who can I call if I have questions about our campaign? A. CCC Campaign staff members are always available to answer your questions, help you troubleshoot and provide support, materials and resources. Contact us at Q. Can I get additional brochures and pledge forms? A. Yes. The campaign resource guide and blank pledge forms can be found online at Also, you can request additional copies by calling the CCC office. Q. Where can I find additional Campaign Resources? A. Campaign Resources can be found online at: You can also contact the CCC office with questions and requests for additional resources. Q. Is there money for me to use to plan a campaign kickoff or other campaign events? A. Yes. The Colorado Combined Campaign has allocated a small amount of seed money that can be used to help boost your campaign. Each department, college, and university is allocated 5 cents per employee to be used to purchase any items that will enhance your campaign. In order to receive reimbursement, you must fill out the reimbursement form on page 33 of the manual. Submit your form to nina@coloradocombinedcampaign.org. Q. How do other departments, colleges and universities use their seed money? A. Seed money can be used for anything that will help inspire employees to participate in the campaign, including: Purchasing incentive gifts that are given through weekly drawings to individuals who have opted to participate in the campaign. Purchasing food for a campaign kickoff or agency fair Q. Does the CCC provide incentive gifts? A. The CCC provides a limited number of incentive gifts each year. These can include items such as mugs, pens, and other schwag. It is up to you to decide how to use these items. Often times Lead Coordinators will use them for door prizes at events, add them to silent auction baskets or as thank you gifts for employees who have helped run the campaign. Q. Other departments seem to have great give-a-ways such as gift cards, where can I get these items? A. Aside from the limited amount of items that you receive directly from the CCC, Lead Coordinators have solicited popular businesses for donations. Tip: Ask the stores you already frequent for a donation. Take a walk at lunch and ask the stores and restaurants close to your office for donations. A sample donation request letter and a sample donation thank you letter can be found on pages 39 and 41 and on the Lead Coordinator s page on the CCC website.

10 Q. What kickoff events and fundraisers have departments hosted to increase participations and pledges? A. Most departments, colleges and universities will host an agency fair so that employees can learn about the different services being offered throughout the community. Many times these agency fairs are paired with other events such as chili cook-offs, bake sales, and silent auctions. Q. How do I schedule an agency fair or non-profit speaker? A. Participating nonprofit agencies are always excited to have the opportunity to come and talk to employees about their work and how much the contributions they receive through the CCC makes a difference in their ability to impact the community. To schedule a nonprofit speaker or to set up an agency fair please contact CCC staff at For more tips and information on scheduling an agency fair or speaker please see page 23. Q. Where can I find more information about the nonprofits participating in this year s campaign? A. A current listing of participating nonprofits can be found on our website at: During the campaign we will also be highlighting our nonprofit partners through social media. Please like us on Facebook at: Q. What do I do with pledge forms that have been completed and returned to my attention? A. If an employee has opted to donate through monthly payroll deductions, a copy of the pledge form must be turned into both your payroll department and the CCC office. If the employee has opted to donate with a credit card, cash or check, pledge forms and the method of payment need to be submitted to the Colorado Combined Campaign office only. Please see page 7 for more information and the CCC offices contact information. Q. What is the Pledge Processing Form? A. The Pledge Processing Form, formerly the S-1 form, needs to be filled out and submitted with each batch of pledges you submit to the CCC office. This form serves as part of our system of checks and balances and ensures that the CCC office attributes the pledges to the correct department or institution of higher education. Please see page 31. Q. Can an employee make a pledge after the campaign has closed on December 31 st? A. Employees interested in making a check or credit card donation can do so at any time throughout the year. Pledges made through payroll deductions can, in most cases, be processed with the January pay period if received by the CCC office by January 15 th. The ability to process pledges made through payroll deduction in February-August varies by department. Please contact the CCC office with questions about processing pledges that are made after January 15. Q. If an employee is hired outside of the campaign season (January-August) can they still make a pledge or do they have to wait until the next campaign year? A. Employees interested in making a check or credit card donation can do so at any time throughout the year. The ability to process pledges made through paycheck deductions varies by department. Please contact the CCC office for specific information about your department, college or university.

11 Questions Frequently Asked by State Employees Q. What is the benefit of making a designated donation through the Colorado Combined Campaign instead of giving directly to my favorite charity? A. The Colorado Combined Campaign allows employees to donate through monthly payroll deductions in addition to making one-time credit card and check gifts. Opting to have your donation taken out of your paycheck in smaller amounts throughout the year allows most people to give more overall. Additionally, nonprofits can keep their administrative costs lower if they are processing a single check form the CCC rather than several checks from individuals. Finally, your donation through the CCC has a greater impact when it is combined with the generosity of your fellow co-workers. Q. Is my donation tax deductible? A. Yes. Every agency listed in the Resource Guide is recognized by the IRS as having a 501(c)(3) nonprofit status and therefore donations are eligible for tax deduction on your annual income tax. You will need to retain a copy of your pledge form and a copy of your final pay stub showing the total amount withheld during the calendar year in order to claim your deduction. Q. Why are only some of the Colorado nonprofits listed in the Campaign Brochure? A. All the nonprofits listed in the Campaign Brochure applied to be part of the CCC. The CCC Advisory Committee reviews all applications and makes decisions regarding eligibility based on compliance with the CCC bylaws. Agencies interested in applying to participate in the CCC should contact the CCC office. A copy of the bylaws can be found online at Q. How can I be sure that my donation goes to the charities I want to support? A. When you designate your gift, your contribution, less the CCC administrative cost, will go to the charity or charities of your choice. You may request that the charity you choose send you a letter of acknowledgement. Q. Can I stop my payroll deduction once I have made my pledge? A. Yes. You can cancel your donation at any time by providing, in writing, a notice to your payroll office. You have the right to stop your pledge at any time and for any reason. Q. What are the CCC administrative costs? A. The Colorado Combined Campaign plays an important role in fundraising for Colorado nonprofit organizations. Each year approximately 700 nonprofits apply to be part of the campaign recognizing the benefit of approaching thousands of potential donors through one giving platform. The CCC Advisory Committee reviews and approves the budget and projected administrative expenses for each campaign year. The administrative expenses cover office space, utilities, personnel, printing, a CPA audit and other related costs to ensure a successful, well managed campaign. The CCC budgets expenses at or below 15% of the campaign total.

12 Q. Do you release the personal information provided on my pledge card? A. All donors have the option to remain anonymous and their information will not be shared with anyone besides CCC management staff. Donors who wish to have their contributions acknowledged by the nonprofit will have their contact information and amount of their gift release to the specific nonprofit, otherwise the information is only available to CCC management staff. Q. If I currently give through payroll deduction, do I have to complete a new pledge form each year? A. Yes, for each new campaign you must complete a new pledge from. Q. Why should I donate to the CCC when I don t use any of the services provided by the agencies? A. Each of us benefits from living in a community that provides service to those who may need or want them. Living in a healthy, safe and vibrant community gives us comfort in knowing that the needs of the community are met. Q. Why should I support a campaign that includes organizations that I don t like? A. We recognize that state employees have a diversity of interests when it comes to charitable giving. By supporting hundreds of nonprofits through the Colorado Combined Campaign we can ensure that all employees are able to give to a cause that they find personally meaningful. Because of the structure of the campaign, your donation will support the organizations you designate.

13 Getting Started First Things First Set your campaign dates (Campaign officially runs September 1-December 31, department campaign dates may vary) Set campaign goals for total $ raised and total # of participants Think about ways to raise awareness about the campaign: staff meetings, previously scheduled department events, posters, s, etc... Prior to your department's kickoff, organize your campaign materials, including pledge forms and brochures. Need assistance or campaign resources? Call the CCC office at Easy Ways To Energize Your Department Opt to have site/office coordinators who will help distribute materials and host kickoffs Talk to your colleagues to gauge interest in agency fairs, chili cook-offs and other department-wide events Ask colleagues to share their own stories as to why they give through the Colorado Combined Campaign and which agencies are most important to them Share these stories during the campaign through department newsletters and campaign s Share your department's campaign goals

14 Keys to Success 1. Distribute Campaign Materials Distribute pledge forms and campaign brochures Make blank pledge forms & campaign brochures available in shared office spaces Send an with a link to the online giving site: Send an with a link to the online campaign brochure and printable pledge form Have blank pledge forms and extra campaign brochures available at agency fairs and other CCC events 2. Connect Employees to Nonprofts Hold agency fairs, brown bag lunches and other events Send s with information about participating nonprofits from all service areas Encourage employees to like our Facebook page for additional nonprofit stories 3. Visibility, Visablity, Visability The Colorado Combined Campaign will be providing weekly s that can be customized and sent to employees in your department. These s will contain narratives and pictures from participating nonprofits and other important campaign information Create your own s highlighting employees and their charities of choice Departmental forms of Communication Websites Social Media Newsletters Staff Meetings New Employee Orientation Materials Posters and Print Media The CCC will provide a variety of print material that can be customized and used to promote the campaign. These materials can be used to promote the campaign and also be customized to promote a specific event. Break Rooms Restrooms Lobbies Elevators Paycheck Inserts Campaign Events Agency Fairs Speakers Chili Cook-Offs Pizza Lunches Halloween Costume Contests Lunch and Learns Remember: The #1 Reason People Don t Give - They are Not Asked! Help us ensure that all state employees know they have the option to give!

15 A Successful Campaign Close 1. Collect and Process Paper Pledges Remind employees of the deadline to submit paper pledges Fill out the Pledge Processing Form, formerly known as the S-1 Form Submit ALL pledge forms to the CCC office (see contact information below) Submit pledges made through payroll deduction to your payroll department 2. Followup with Payroll CCC staff will your payroll department a spreadsheet with the pledges received online, copying the Lead Coordinator Follow up with payroll to ensure that the paper forms you submitted and the online donations were received and will be entered into the system for deductions to begin in January 3. Calculate Department Totals Using your totals from the paper pledges and the online donations, confirm your pledge totals and report any inconsistencies to CCC staff at SAY THANK YOU Thank the employees who participated in the Colorado Combined Campaign Highlight department successes Acknowledge anyone who helped you organize and run the campaign Copies of Paper Pledges can be submitted to the CCC via: Registered Mail: 789 Sherman Street, Suite 230, Denver, CO nina@coloradocombinedcampaign.org REMEMBER: Or To arrange pick-up call us at DON T FORGET: Copies of ALL paper pledges must be submitted to the CCC office. You are responsible for submitting a copy of all pledges made through payroll contribution to your payroll department

16 Scheduling A Nonprofit Agency Fair or Speaking Engagement The CCC staff is ready to assist you in scheduling a nonprofit speaker for your campaign when you are! Below you will find a list of information to have available before we are able to contact our participating nonprofits. Ideally we would like a two week notice but we will do our best to accommodate all requests. We understand that the employees in your department may have specific charities they are personally invested in and we encourage you to request those organizations. We will do our best to schedule speakers from those charities, but ask you to understand that if the chosen nonprofits are unavailable, we will then find a nonprofit from the same service area. To bein the process of scheduling a speaker, call Lindsey Julen, Campaign Coordinator, at (720) with the following information: Event Logistics Date Time Location Building Security Information Number of Attendees Parking Information Event Format Type of Event Speaking Engagement (How much time will each agency representative have to present?) Agency Fair with booths Other Number of nonprofit representatives requested Day of Information Name and Contact Information the nonprofit representative can call the day-of event Materials provided by the department vs. materials needed to be brought by nonprofit Other instructions for day of arrival and setup Parking Instructions Security Requirements Etc.

17 Seed Money WHAT is Seed Money? The Colorado Combined Campaign has allocated a small amount of seed money to each department, college, and university that can be used to purchase items that will help boost your campaign. Seed money is distributed as a reimbursement and the total amount requested during a campaign cannot exceed 5 cents/employee. HOW Should I Use my Seed Money? You can decide how to use your seed money as long as it is for a purpose related to your Colorado Combined Campaign. If you have questions about using your seed money for a particular purpose please contact the CCC office at Popular uses for seed money include: Food for Kickoffs & other campaign related gifts Incentive Gifts Marketing Materials Give-a-ways HOW Much Seed Money Do I Receive? x $0.05 = $ # of employees Total WHEN Do I Receive my Seed Money? Seed money, in most cases, cannot be requested in advance of a purchase. Please submit your receipts and reimbursement form to the CCC office via , nsundell@gmail.com, or by mail, 789 Sherman Street, Suite 230, Denver, CO WHERE Can I Find the Seed Money Reimbursement Form? The seed money reimbursement form can be found on page 33 of the Lead Coordinator Manual and also on the Lead Coordinator s resource page on the CCC website at: REMEMBER The Colorado Combined Campaign is a tax exempt 501(c)(3) organization. When making purchases please remember to use our tax exemption letter on page 43 of the Lead Coordinator Manual or on the CCC website at campaign-resources. We are unable to reimburse any taxes associated with CCC purchases.

18 Campaign Totals University/College Total Number of Campaign Total Participants Adams State College 12 $2, Arapahoe Community College 8 $3, Auraria Higher Education Center 19 $4, Colorado Community College System 17 $6, Colorado Mesa University 52 $9, Colorado School of Mines 110 $50, Colorado State University - Fort Collins 301 $115, Colorado State University - Pueblo 52 $12, Community College of Aurora 38 $7, Fort Lewis College 15 $1, Front Range Community College - Westminster 6 $3, Front Range Community College- Boulder 2 $ Front Range Community College-Larimer 28 $9, Metro State University of Denver 15 $4, Morgan Community College 23 $3, Northeastern Junior College 21 $2, Pueblo Community College 37 $8, Red Rocks Community College 12 $2, University of Colorado - Boulder 49 $22, University of Colorado - Colorado Springs 66 $19, University of Colorado - Denver/Health Sciences 197 $124, University of Colorado-Systems 81 $42, University of Northern Colorado 54 $14, Western State College 1 $ Western State Colorado University 2 $ TOTAL 1218 $472, State Department Department of Agriculture 29 $5, Department of Corrections 52 $13, Department of Education 1 $ Department of Health Care Policy & Financing 37 $11, Department of Higher Education 13 $2, Department of Human Services 692 $66, Department of Labor & Employment 111 $26, Department of Law/Office of Attorney General 66 $23,398.00

19 Department of Local Affairs 61 $16, Department of Military & Veteran Affairs 26 $11, Department of Natural Resources 134 $35, Department of Personnel & Administration 42 $9, Department of Public Health & Environment 173 $42, Department of Public Safety 145 $27, Department of Regulatory Agencies 131 $24, Department of Revenue 134 $35, Department of Transportation 186 $34, Department of Treasury 13 $3, Executive Branch/Governor's Office 61 $23, History Colorado 20 $5, Judicial Department 246 $73, Legislative Department 65 $28, Office of Information and Technology 29 $13, State Public Defender's Office 43 $15, TOTAL 2510 $550, Other Community Sponsorships & Events $11, TOTAL $11, Campaign Total 3728 $1,034,789.06

20 PLEDGE FORM THANK YOU FOR YOUR CONTRIBUTION! DONATE ONLINE AT: Employee ID # Division/Department Name Location Code Home Address City Postal Code Work Address City Postal Code Work Phone I do not request an acknowledgement of this gift. Please do not release my contact information to the recipient charities. Please Designate the Charities of Your Choice Charity Name Charity Code Yearly Total Amount 1. $ 2. $ 3. $ TOTAL: $ If you wish to donate to more than 3 nonprofit agencies, please attach a separate form with all your additional designations or donate online. Contribution by Payroll Deduction $80 x 12 = $960 $15 x 12 = $180 $60 x 12 = $720 $10 x 12 = $120 $40 x 12 = $480 $5 x 12 = $60 $20 x 12 = $240 $2 x 12 = $24 $ x = AMOUNT MONTHS TOTAL Donation by: Cash Amount $ Check (Please Attach Check Made Payable to CCC) Amount $ Credit Card (One Time Donation) Amount $ Credit Card (Recurring Donation) Amount $ Amount $ x 12 months = Total $ Credit Card Number Exp. Date SIGNATURE: DATE: Thank You! Please retain a copy of this pledge form and a copy of your final pay stub in order to claim a charitable deduction on your federal income taxes. No goods or services were provided in consideration for this contribution. PLEDGE FORM THANK YOU FOR YOUR CONTRIBUTION! DONATE ONLINE AT: Employee ID # Division/Department Name Location Code Home Address City Postal Code Work Address City Postal Code Work Phone I do not request an acknowledgement of this gift. Please do not release my contact information to the recipient charities. Please Designate the Charities of Your Choice Charity Name Charity Code Yearly Total Amount 1. $ 2. $ 3. $ TOTAL: $ If you wish to donate to more than 3 nonprofit agencies, please attach a separate form with all your additional designations or donate online. Contribution by Payroll Deduction $80 x 12 = $960 $15 x 12 = $180 $60 x 12 = $720 $10 x 12 = $120 $40 x 12 = $480 $5 x 12 = $60 $20 x 12 = $240 $2 x 12 = $24 $ x = AMOUNT MONTHS TOTAL Donation by: Cash Amount $ Check (Please Attach Check Made Payable to CCC) Amount $ Credit Card (One Time Donation) Amount $ Credit Card (Recurring Donation) Amount $ Amount $ x 12 months = Total $ Credit Card Number Exp. Date SIGNATURE: DATE: Thank You! Please retain a copy of this pledge form and a copy of your final pay stub in order to claim a charitable deduction on your federal income taxes. No goods or services were provided in consideration for this contribution.

21 COLORADO COMBINED CAMPAIGN 789 Sherman St, Suite 230 Denver, CO (720) PLEDGE PROCESSING FORM (Formerly S-1 Form) State Department/Division State Department/Division Address City Postal Code Lead Coordinator Lead Coordinator Phone Number Employee Contributions Payroll Deduction Checks Cash Credit Cards Fundraising Events Total Number of Participants Amount Enclosed $ $ $ $ $ $ WE HAVE JOINTLY VERIFIED THE CONTENTS OF THE ENVELOPE AND AGREE THAT THE AMOUNTS REPORTED ARE ACCURATE. Lead Coordinator Signature Date Department/Division Coordinator Signature Date Batch Number Form Received Corrected and Extended Checks Copied Cash/Checks/CC Logged Entered into Database Department Status Updated ipledge Report Sent to Payroll FOR CCC OFFICE USE ONLY Date Initials CCC Auditor Signature Date Release Date Deposit Date

22 Seed Money Reimbursement Form Department Name: Date: Employee Name: Employee Signature: Vendor Name Items Purchased Event/Purpose Date of Purchase Cost Example: King Soopers Cookies Agency Fair 9/25/2014 $5.00 Original receipts must be submitted with this form to: CCC 789 Sherman St., #230, Denver, CO The Colorado Combined Campaign is tax exempt. Please use tax exemption letter for all purchases For CCC Use Only Executive Director Signature: Date: Date Check Issued: Check #:

23 Colorado Combined Campaign Online Resources Visit us online at: for a variety of customizable online resources to help you spread the word about your department s campaign! More information about the Colorado Combined Campaign can be found at: GENERAL CAMPAIGN POSTERS can be customized with the Lead Coordinator s name and contact information and can be hung in various places around your department (i.e. break rooms, elevators, bathrooms, etc.). Find these at EVENT POSTERS can be customized for your department events and used to publicize incentive drawings and other campaign related functions and events. Find these at Our website has several different TEMPLATES that contain general information about the Colorado Combined Campaign and nonprofit testimonials that highlight the impact State employee donations have on our Colorado Communities. These will be updated throughout the campaign. Find these at PLEDGE REMINDER CARDS can be used throughout your campaign to remind employees in your department to turn in their pledge form. These 5 x3 cards can easily be added to paychecks and other mailings. Find these at CAMPAIGN PARTICIPATION CARDS can be distributed to anyone who has participated in the campaign. Employees may fill in the name(s) of the nonprofit(s) they have pledged to and display the cards on their office windows, doors, etc. Find these at

24 Lead Coordinators Speak: Success from the Field Distributing Information Marketing/Communication

25 Lead Coordinators Speak: Success from the Field Events "All staff meetings are an easy way to talk about the campaign and handout campaign materials." Incentive Gifts "I use our seed money to buy baskets from the women's bean project and use them for incentive giveaways throughout the campaign."

26 SAMPLE DONATION REQUEST LETTER Giving. Caring. Sharing. Date Name Company Address City, State Zip Dear Name, As a proud employee of the Colorado state government I am pleased to introduce you to the Colorado Combined Campaign. This workplace giving campaign provides Colorado government employees the opportunity to donate to charities that directly benefit Coloradans. Donations can be made through paycheck deductions and employees can designate their donations to one or more of the more than 650 participating nonprofit organizations. Since its inception in 1988, the Colorado Combined Campaign has raised millions of dollars for Colorado nonprofit organizations and last year alone employees celebrated over 25 years of giving by pledging to donate over $1 million. [Company/Business Name] is known across the state as a strong champion of charitable giving and we would like to highlight your business as a supporter of the Colorado Combined Campaign by inviting you to donate a product or gift card for us as an incentive to campaign participation. As a popular and well respected [business/company], your donation will go a long way towards helping [name of department, college or university] encourage new donors and increase the total amount of contributions, both of which will significantly impact our Colorado communities and contribute to a more vibrant Colorado. As a 501(c)(3) organization, your donation is tax deductible, as allowed by the law. The Colorado Combined Campaign s tax ID number is: If you have questions or would like additional information, please contact me at [ ] or [phone number]. To learn more about the Colorado Combined Campaign, visit our website: Thank you for your consideration. I look forward to following up with you soon. Sincerely, [Name] [Department] A customizable version of this letter can be found at:

27 SAMPLE THANK YOU LETTER Giving. Caring. Sharing. Date Name, Address City, State Zip Dear Formal Salutation, On behalf of the Colorado Combined Campaign, thank you for your donation to the [Department Name, College or University] s Campaign! Your contribution will go a long way towards helping us encourage campaign participation and increase the total amount of contributions, both of which will significantly impact Colorado nonprofits and the communities they serve. The Colorado Combined Campaign provides government employees an opportunity to donate to more than 650 participating nonprofit orginizations that specifically benefit Coloradans. Since its inception in 1988, state employees have donated millions of dollars and last year alone, the Colorado Combined Campaign celebrated 25 years of giving by raising over $1 million. Thanks to you and your donation, we are looking forward to continuing the strong tradition of charitable giving among Colorado state employees. Again thank you for your generous donation of: [Enter item] This letter serves as your receipt for tax purposes. The Colorado Combined Campaign (Tax ID: ) is a nonprofit 501(c)(3) tax-exempt organization, recognized as such by the IRS. Please advise your own tax and financial advisors to determine personal and/or business tax implications. Thank you for choosing us as your partner in charitable giving and helping us impact our Colorado communities and create a more vibrant Colorado. Sincerely, [Name] [Departmentment] A customizable version of this letter can be found at:

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30 WE ARE HERE TO HELP! CONTACT INFORMATION Nina Sundell, Executive Director Lindsey Julen, Campaign Coordinator Colorado Combined Campaign 789 Sherman Street, Suite 230 Denver, CO (FAX) HELPFUL WEBSITE LINKS CCC Website Online Donations Lead Coordinator Resources