CAPR Special Event/Meeting Planner

Transcription

1 CAPR Special Event/Meeting Planner CAPR special events and meetings can be conducted under the auspices of any of the three CAPR corporations. The accounting and reporting requirements are different for each of the corporations. This document will help you determine which corporation should run your event and then help you report it correctly and timely to National. The various state and federal rules are strict, so if there is a question please contact Cindy Alia (cindyalia@comcast.net) before advertising the event. Start Will CAPR members or speakers advocate for or against candidates or legislation? Yes PAC Event No Is the meeting primarily for chapter or membership issues? Yes CAPR Event No CAPR Event or PAC Event or Legal Fund Event CAPR Special Event/Meeting Planner Page 1

2 Donations collected at an event can be to any of the three corporations as long as they are clearly designated. It is helpful to have printed donation forms ( and use the mail-in form). Fees collected to attend the event are donations to the sponsoring corporation. CAPR Events Pros Donations can be anonymous Don t have to collect names unless you want thank-you letters sent. Cons Donation generally not tax deductible Can t advocate politics PAC Events Pros Cons Can talk about anything Don t have to collect names if you qualify as a low-cost fundraiser Donors names on public web site Donations not deductible Must collect names and addresses in most cases Donations must be deposited into bank within 5 days. June 1 through December 31 (in WA) reports must be in by the following Monday Legal Fund Events Pros Cons Costs paid with before-tax donations. The ticket cost minus the cost of the meal, etc. is deductible by the donor Can t advocate politics Must issue receipt in most cases which requires names and addresses CAPR Special Event/Meeting Planner Page 2

3 Date of Event: Event Checklist Chapter: Description: CAPR Event PAC Event Money collected, and an accounting of donations, should be sent to CAPR, 718 Griffin Ave #7, Enumclaw, WA If cash has been collected, follow the procedures for handling cash as stated in the Policies and Procedures Manual. The procedure is reproduced at the end of this document. If donations are accompanied by the names and addresses of donors, the donors will be entered into the CAPR database and thank you letters/receipts will be sent to the donors by National. Money collected must be deposited within 5 days of the event. You may need to overnight donations to Cindy or arrange to directly deposit them into Key Bank. an accounting of the event to rod@sage1.com so that the event can be reported on time. (Jan May by the tenth day of the next month. June Dec by the next Monday.) PAC Event Type Regular Event Low-cost Fund Raiser Qualifying Event retail sales of goods or services at a reasonable approximation of their fair market value (e.g., a garage sale, or selling campaign buttons or T shirts for near the per-item price you paid for them) a licensed and legally operated gambling event [contact the Washington State Gambling Commission at (360) for information on raffles and other gambling events] a food and beverage event where the admission price or the cost for the food and beverages is no more than $25 an entertainment event (concert, dance, theater performance, etc.) where the admission price is no more than $25 an auction or similar sale where the total fair market value of items donated by any person is no more than $50 The entire event does not qualify as a low-cost fund raiser if you: sell goods or services at a price that exceeds their fair market value, or hold events having an admission price of more than $25, or hold an auction and anyone donates items worth more than $50. If one of the above occurs, you must record the amounts given by each contributor participating in the event. CAPR Special Event/Meeting Planner Page 3

4 If someone pays over $50 to participate in the event (or pays more than $50 to purchase auction or sale items) or contributes goods or services valued at more than $50 in connection with the event, you must record that information in your contributor records. However, the remainder of the funds collected from participants paying a total of $50 or less may still be lumped together and recorded as a single sum. In-kind contributions of $50 or under received in connection with the event need not be reported. Legal Fund Event Money collected, and an accounting of donations, should be sent to CAPR, 718 Griffin Ave #7, Enumclaw, WA If cash has been collected, follow the procedures for handling cash as stated in the Policies and Procedures Manual. The procedure is reproduced at the end of this document. If donations are accompanied by the names and addresses of donors, the donors will be entered into the CAPR database and thank you letters/receipts will be sent to the donors by National. We must send receipts for any donation made in exchange for a good or service (i.e. a meal). The IRS rules concerning receipts for other donations are complicated so the general CAPR Legal Fund policy is to obtain names and addresses for all donors. Mailings to previous donors is also one of our best fundraising methods. Handling of Cash At any event where cash may be donated or used to pay for the event, a secure container (similar to a ballot box) will be used to collect donations during the event. A CAPR volunteer will ensure that donors fill out a pre-printed CAPR remittance envelope (or separate form and plain envelope) and place their donation inside the envelope, seal it and put it in the container. Any cash collected by event staff from attendees shall be placed in the container as soon as possible, in a remittance envelope, and accompanied by a suitable form identifying the name and address of the donor and the event being attended. At the conclusion of the event, no less than two people shall open the container and count all the cash and record all contributions on a CAPR form provided for the purpose. Everyone processing the donations must sign and date the completed form and include a copy of the form and the donations received in a sealed envelope that will be mailed to the CAPR address in Enumclaw. If cash donations exceed $100, one of the volunteers (preferably the corporate or chapter treasurer) will take the cash and write a personal check to the CAPR corporation running the event for the amount of the cash and include that check, instead of the cash, in the envelope. CAPR Special Event/Meeting Planner Page 4

5 Checks Enclosed Quantity: CAPR Event Donations Form Cash Received Donor and Address Cash Total for Page Total Amount: Amount Witnesses: Print Signature Print Signature Continued to additional page CAPR Special Event/Meeting Planner Page 5

6 Cash Received Donor and Address Cash Total for Page Amount Witnesses: Print Signature Print Signature Continued to additional page CAPR Special Event/Meeting Planner Page 6