830 – Campaigns For Charitable Payroll Deductions
Objectives. The objectives of this policy relating to campaigns for charitable payroll deductions is to maintain a limited forum through which employees may make charitable donations that imposes minimal administrative and financial burdens on the District and that avoids controversy and disruption in the work place. It is also the purpose of this policy to prohibit District resources being used to aid fund raising for groups that are substantially involved in political activity, advocacy of public policy, or lobbying.
Eligible Groups. Any voluntary charitable federation may be considered for participation in a campaign for charitable payroll deduction if it meets all of the following requirements:
- Be an umbrella agency comprised of ten or more charitable member organizations whose primary mission is to conduct a consolidated effort to secure donations for distributions to its member organizations.
- Be a non-profit, tax exempt organization described in section 501(a) and section 501(c)(3) of the Internal Revenue Code.
- Require that all of its member organizations be a non-profit tax exempt organization described in section 501(a) and section 501(c)(3) of the Internal Revenue Code.
- Have an office in the State of Iowa for the last five years and be registered with the Iowa Secretary of State.
- Shall not have a primary mission of seeking to influence the outcome of elections or the determination of public policy through political activity or advocacy, lobbying, or through litigation.
- Make available to the general public and district upon request an annual financial report which is prepared by an independent certified public accountant.
- Provide an annual report to the District and to the general public detailing the activities of the federation.
- Operate in accordance with District policies regarding non-discrimination in both employment and distribution of funds.
- Submit written designation forms indicating that ten District employees request participation of the federation in a campaign for charitable payroll deductions. However, any federation approved prior to the adoption of this policy shall not be required to comply with this requirement as long as all other requirements are met for the federation.
- Maintain a minimum participation each year of ten District employees that have actually contributed to the federation through charitable payroll deductions.
Number of Groups. To minimize the administrative burden on the District and to minimize workplace disruption, a maximum of three (3) eligible federations shall be approved to campaign for employee payroll deductions. Once a federation has been approved, that federation may continue its campaign until such time as it is terminated. Qualified federations will be approved for participation on a first come, first served basis.
Applying for Participation. Any voluntary charitable federation eligible to conduct a campaign for charitable payroll deductions in the District must provide the following information to the Superintendent:
- Verification that the federation and all of its member organizations qualify for tax exempt status described in section 501(a) and section 501(c)(3) of the Internal Revenue Code.
- A statement regarding the extent to which the federation and its member organizations spend their resources attempting to influence the outcome of elections or the determination of public policy through political activity or advocacy, lobbying, or litigation.
- A description of the purposes, goals and functions of the federation and its member organizations including a description of the programs or services supported by those member organizations.
- A statement of the percentage of donations that go to administrative and overhead costs.
- A copy of the most recent annual financial report prepared by an independent certified public accountant.
- A statement of its nondiscrimination policies relating to employment and distribution of funds.
Based on the information provided, the Superintendent shall make a determination in a timely manner whether the applying federation shall be allowed to conduct a campaign in the District for charitable payroll deductions.
Termination of Participation. Once approved for participation, any federation may be subsequently disqualified from participation in the annual campaign by the Superintendent for any of the following reasons:
- Failure to maintain a minimum participation of ten District employees.
- Failure to comply with any of the conditions of eligibility in the District policy.
- Filing an application for participation in a campaign which contains false or misleading information.
The Superintendent shall promptly send notice of disqualification to the disqualified federation stating the reason for disqualification.
Request for Reconsideration. A federation which has been denied participation or whose participation has been terminated will be allowed ten (10) calendar days following the date of the notice of denial or termination to file a written request for reconsideration with the Superintendent pursuant to the District’s complaint procedure in Code 229. The Superintendent’s decision on the request for reconsideration may be appealed to the Board of Directors pursuant to Code 229 if the federation files an appeal with the Board Secretary no later than ten (10) calendar days after the Superintendent’s decision.
Solicitations. The solicitation period shall fall within the period of September 1 through November 30. The length of the campaign is intended to be no more than eight weeks, although the solicitation period may be extended upon approval of the Superintendent.
Work Site Solicitation. No federation shall solicit support or contributions from District employees at any District work site. Work site solicitations for support or contributions shall be limited to appropriate flyers through employee mailboxes unless other methods are approved by the Superintendent.
Employee Participation. The Superintendent will distribute or arrange for distribution of pledge authorization forms to all employees. Annual pledge authorization forms will be required from all participating employees. Each participating employee’s authorization form shall be delivered to the payroll department to substantiate payroll deduction. However, the District is not liable for any failure to withhold.
Payroll Deductions. Employees may authorize deductions from their salaries and wages for payment to any charitable organization that meets the criteria for an eligible charitable organization under section 70A.15A of the Iowa Code even if the organization does not meet the criteria to conduct solicitations at school under this policy.
Any employee wishing to terminate his or her payroll deductions for charitable contributions shall give prior notice in writing to the payroll department. Upon receipt of such notice, the District shall terminate further payroll deductions from such employee’s compensation without prior notice to or the consent of any federation. The District shall have no responsibility to enforce, or any liability for failing to enforce the pledge of any participating employee to a federation. The District will have no responsibility for contributions from departing employees.
Employee Solicitations. Employee solicitations are to be conducted using only methods that encourage voluntary giving. Activities that do not allow free choice or the appearance of voluntary participation and free choice are prohibited. This should not restrict the need for an effective, well organized program among employees.
Date of Revision: April 19, 2010
Legal References: 70A.15A, 279.8, Code of Iowa
URBANDALE COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS