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HOW TO GET BILLS PAID, EXPENSES REIMBURSED, AND GRANTS DISTRIBUTED
CKCF Forms you’ll need for spending money
- Anytime your board approves the payment of a bill or a grant distribution, your treasurer needs to submit a Distribution Recommendation Form with supporting documentation, including board minutes with approval of expense, invoice or receipt, and, if a new payee, a completed W-9.
- W-9 forms are required for vendors or individuals being reimbursed. If the payee has received payment previously, CKCF will have the W-9 on file. If not, click here for a blank W-9 form.
- Donation Forms must be submitted with each donation so that wishes are documented. Complete a Donation Deposit Record (fillable) when sending in donations that are not part of an Event (see below for Event guidelines).
HOSTING AN EVENT
- CKCF carries the insurance for the entire organization, including affiliate foundations. Any time you host an event or have a significant role in a community event, a CKCF Event Form must be submitted 60 days prior to that event. Generally, any foundation activity outside of a regular board meeting may require an event form.
- If youth are involved, board members may need to complete a Background Check. Payment for this background check will be made from your affiliate’s Operating Fund or the specific component fund hosting/benefitting from the event.
- See Media Release information below for using photos or quotes from event participants and for a Crowd Consent poster.
HOSTING A FUNDRAISING EVENT
- As you discuss a Fundraising event, please be certain that anticipated income justifies expenses and labor involved to host the event. At the bottom of this section are Tools to help with planning.
- Fundraising events may include meals, mail campaigns, raffles, entertainment, auctions (see additional info below), or other activity. Completing an Event Form ensures that you are following CKCF Policies and Procedures and that revenue from the Event is anticipated and will be deposited in the appropriate fund.
- Complete the Event Fundraising Application Form at least 60-90 days in advance of the event: CKCF Event Form. Extra time is needed to build out online donation links, plans for ticket sales, set up and orientation to online payment, etc., and to approve promotional materials before they are printed.
- As you make arrangements with an event venue, caterer, musician, etc., know that all contracts must be signed by Angie Tatro, CKCF CEO.
- Make sure you are familiar with CKCF’s Event/Fundraising Policy and Procedure. You may also want to review activities that are not covered by our insurance company.
- Income from an Event should be tabulated on this spreadsheet: Event Fundraising Donation Spreadsheet. The spreadsheet may be emailed to Melinda@centralKansasCF.org or accompany donations when delivered to the CKCF office.
- If your Event is potentially controversial, please utilize this form to evaluate how it fits into the Foundation’s mission and overall work:
- Tools to help with planning fundraising events:
MULTI-MEDIA CONSENT FORMS
Before using photos or quotes in publications or social media, a Multi-Media Consent must be secured. This form is used by adults and guardians of minors, or an institutional representative, and gives CKCF permission to use photos, images or interviews in our materials for promotional purposes. Best practice is to print these forms and have them available at your event: Multi-Media Consent. Another option is to utilize the e-form: On-line Consent Form
Crowd Consent Poster: The crowd consent poster is available for you to produce and is recommended to be printed on foamboard and displayed near the entrance of your Event. The finished size is 16×20 inches: Crowd Sourcing Poster – PDF
AUCTION AND IN-KIND DONATIONS
You will need to value each donated item if you are providing a donor receipt to the winning bidders who purchase the items from the auction. The best way to do this would be to have the person donating items to be auctioned off to provide the value. The IRS suggests putting the value of the items on the program so donors/bidders (the auction item purchasers) know what amount will be deducted from the total purchase price. You can also choose to say that certain items don’t have a value since they are used or out of style, for example. The information below is from the IRS website:
Donors who purchase items at a charity auction may claim a charitable contribution deduction for the excess of the purchase price paid for an item over its fair market value. The donor must be able to show, however, that he or she knew that the value of the item was less than the amount paid. For example, a charity may publish a catalog, given to each person who attends an auction, providing a good faith estimate of items that will be available for bidding. Assuming the donor has no reason to doubt the accuracy of the published estimate, if he or she pays more than the published value, the difference between the amount paid and the published value may constitute a charitable contribution deduction.
Auction and In-Kind Donation Forms:
