I think I have been doing fundraising wrong for 3 years now and just found out. I bought the ornaments to sell and was planning on taking the cost out of the profits to pay me back, found out you are not suppose to do that. So I guess I just made a really nice donation to Relay.
Hope no one else has done this if it is wrong, but I know I have done it in the past years and didn't know.
I am a staff person with the South Atlantic Division Relay For Life Department. Below is our Division Team Fundraising Guidelines. As it relates to the question of reimbursement. Teams may reimburse theselves for expenses incurred with cash received. Checks made payable to American Cancer Society can only be depoisited in American Cancer Society "deposit only" accounts. Your local office does not have the ability to reimburse you.
American Cancer Society South Atlantic Division
RELAY FOR LIFE TEAM FUNDRAISING GUIDELINES
Our Mission…
The American Cancer Society is the nationwide community based voluntary health organization dedicated to eliminating cancer as a major health problem by preventing cancer, saving lives and diminishing suffering from cancer, through research, education, advocacy and service.
Thank you for your interest and enthusiasm in conducting a project to benefit the American Cancer Society. When conducting a project for the American Cancer Society, please adhere to the following guidelines. It is the responsibility of the Relay Team Captain to share this information with all team members.
Prior to Event:
1) Develop a plan. Consider the following:
Is it ethical?
What is the financial risk/outcome?
Where will funds for these expenses come from?
Is the net (after expenses) worth the effort of volunteer time?
Do we have unanswered questions or any doubt? Call your local American Cancer Society Office.
Is it offensive to any group?
How will expenses be paid?
2) The American Cancer Society South Atlantic Division reserves the right to refuse involvement in your project at will.
3) The American Cancer Society South Atlanti Division reserves the right to terminate partnership with your business/organization and/or you at will.
4) The American Cancer Society South Atlantic Division reserves the right to request you not approach a particular donor, business or organization for the purpose of underwriting or contributing to your project due to potential conflicts of interest that may arise with other income development initiatives.
Additional Information:
5) Relay teams may not use the American Cancer Society’s South Atlantic Division Sales tax-exempt or Federal Employer Identification numbers when directly purchasing materials or supplies for their events. Both Division and Federal tax laws specify that groups raising funds independently to later provide financial support to the American Cancer Society are prohibited from claiming exemption from State and any other applicable taxes on such purchases.
6) The American Cancer Society South Atlantic Division cannot be responsible for insurance coverage liability or liquor licensing for any outside sponsored event. This will be the responsibility of the sponsor. This is a requirement of the insurance carrier of the American Cancer Society, due to the fact that the American Cancer Society does not have control of the activities in the outside sponsored event.
7) Under existing American Cancer Society insurance programs, the following activities are not covered and should not be undertaken by any location … untethered hot air balloons, water craft, air craft, and bungee jumping. A team fundraiser is not covered by American Cancer Society insurance. In addition, any team fundraiser conducted on site that creates an increased risk to the South Atlantic Division, a Certificate of Insurance must be requested from that organization i.e., motorcycle riding, motorbike riding, horseback riding, and rock-climbing.
8) Raffles are not tax deductible. Contact the staff of your local American Cancer Society office for guidance if considering a raffle.
9) The American Cancer Society cannot support or oppose political candidates or parties. The ACS can invite current legislators to attend ACS-sponsored fundraising events. However, you should emphasize to the legislator in writing that ACS is a non-profit, charitable organization that may not engage in political activity and request that they refrain from doing any campaigning at the event. Violation of this prohibition can result in revocation of ACS’ tax-exempt status. Giving a specific candidate complimentary passes to an event that others must pay to attend is prohibited.
Promotion & Sponsors:
10) If the American Cancer Society name and/or logo are used on any promotional materials (print or broadcast), the sponsor must contact the local American Cancer Society office and staff person for approval. Appropriate wording for any promotion is as follows:
“A portion of the proceeds from (event name) will go to benefit the American Cancer Society.”
11) The American Cancer Society name and logo may not be used in any way that may appear as a trademark or endorsement of the sponsor’s product(s)
12) If your team fundraiser is conducted and promoted in support of the American Cancer Society, all proceeds must go to the American Cancer Society. The sponsor or any individuals involved with the event may not take fees, commissions or salary.
13) The sponsor of the event must consider any expenses incurred in production of the event as a donation. If the sponsor wishes to take expenses out of the proceeds of the event, checks may not be made payable to the American Cancer Society and will not be tax deductible.
14) The American Cancer Society will provide acknowledgement letters for items donated to the event. However, teams are responsible for forwarding the donor’s name, address, phone number, and the description of the gift to the American Cancer Society within two weeks after your project. The acknowledgement letter from the American Cancer Society will state the description, not the value, of the donated item.
Financial Information:
15) Any expenses incurred during a team fundraiser are the sole responsibility of the individuals contracting for the goods and services.
16) All checks made payable to the American Cancer Society can only be deposited into an authorized South-Atlantic Division, Inc. “deposit only” account, and expenses cannot be reimbursed under any circumstances through this account.
17) No bank accounts can be opened under the American Cancer Society name or Relay For Life.
If you have any questions, please contact your local American Cancer Society office.
If you are selling it at the Relay itself, then 100% of the money is supposed to go to the Relay. If it is a fundraiser other than at the Relay, then several people take out their cost. Not sure if there is a regulation on this or not
Are you sure about this? We have sold candy bars in previous years, 3500 of them. These candy bars cost us $1750. I cannot imagine that the initial cost of the product would have to be purchased with donated money.
Is there someone out there from ACS that can confirm this?
As a committee member on a team, I have seen initial cost of sold products being reimbursed. Only the profits need be donated. A lot of teams do donate their "costs" and use these as their personal donation. Team captains should try to get pricing breaks and discounts when they can but fundraising clubs donot offer them.
Hope this adds insight that it is ok to self reimburse in this case.
so when you did the receipt did you put they gave you a $10 donation for an item or they gave you the amount over the cost of the item for the donation-in my case $6.50.
Joined: 2007-05-22