Partnership Agreement for Workplace Giving Campaign. Company Name and Mile High United Way Partnership

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Randell Banks
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Partnership Agreement for Workplace Giving Campaign Company Name and Mile High United Way Partnership Workforce Campaign There are many ways to structure and conduct a campaign.

1 Partnership Agreement for Workplace Giving Campaign Company Name and Mile High United Way Partnership Workforce Campaign There are many ways to structure and conduct a campaign. It is important the campaign design works for your employees. Your company will have one dedicated point of contact from our Resource Development staff, your Resource Development Representative that will help guide you through this process to ensure a fun and successful campaign. Employee Giving Should an employee choose to give through the workforce campaign, there are several ways for them to do so. Employees may give through payroll deduction, check, cash, or credit card. This can be done either online or through a paper pledge form. Pledge Remittance Remittance of payroll deductions can be made on a weekly, monthly, quarterly, or annual basis. The Resource Development Representative works with your payroll department to provide a detailed remittance file, in Excel, for each payroll deduction payment submitted via electronic funds transfer to Mile High United Way s bank account. Additionally, payroll data is sent to a secure site with each remittance. Mile High United Way prefers to track the collection of funds at the individual donor level. Tracking collections to each employee s account, instead of at the workplace level, produces greater transparency and ultimately a better giving experience for your employees. Without donor information with each payroll file, Mile High United Way the following occurs with the campaign: Mile High United Way is unable to provide designated agencies with donor information Funds are allocated across all pledges from a company. This causes many employees donations to be under fulfilled to their designated agency, while funding continues to agencies for employees that have not met their giving goals. Mile High United Way cannot provide tax receipts to employees if the payroll data is not provided. Designated Giving Verification & Distribution Prior to remitting donations to designated agencies, Mile High United Way must certify that the agency is eligible to receive a charitable gift. Designated agencies are required to be a government agency or both a 501(c)3 and listed in the Internal Revenue Service Publication 78 as eligible to receive contributions. If Mile High United Way is unable to certify a designated agency, Mile High United Way will send a letter to the agency requesting additional information. If no response is received from the agency within 30 days, a letter will be sent to the donor requesting additional information. If no response is received from the donor within 30 days, the gift will be redirected to Mile High United Way s Community Impact Fund, supporting community needs in School Readiness, Youth Success, and Adult Self-Sufficiency. Mile High United Way will distribute funds to designated agencies once a month when the total of gifts to that agency reaches $250. For agencies that do not have gifts designated to them totaling $250 in any

2 given month, distribution will be made once the minimum of $250 is reached or annually in June, whichever comes first. Mile High United Way distributes funds to designated agencies via Electronic Funds Transfer (whenever possible) or via check. All non-profit agencies receiving funds via Mile High United Way can access available donor information via AgencyLink utilizing their unique username and password. Should a company not have access to AgencyLink please contact your Resource Development Representative for information. For gifts designated to a specific agency, there is a minimum of $2 per paycheck or $24 one-time per designated agency. Gifts less than this amount will be directed to Mile High United Way s Community Impact Fund. Designated Giving Processing Fees To cover processing and fundraising costs, Mile High United Way may withhold 15% of the remittance at the time the pledge is paid. Mile High United Way s fee structure caps each individual donor s fee at a maximum of $450 per campaign year. The fee will be waived if $450 or more is directed to Mile High United Way s Community Impact Fund, one of Mile High United Way s programs such as Bridging the Gap, or to one of Mile High United Way s tax credit eligible programs, then the remainder can be designated however you wish and no processing fee will be charged. Corporate Sponsorship of Processing Fees Under this option, the company agrees to cover processing costs incurred by Mile High United Way associated with their workforce campaign. The benefit of this option is that it allows for all employee giving to pass through at 100%, meaning that the entirety of every dollar donated goes to our community partners or your designated charitable agency. The size of the corporate sponsorship will be determined upfront for the estimated amount of activity of the campaign at the close of the campaign period. The sponsorship typically ranges from 7-12% of pledges based on the size of the campaign and the amount of funds raised. Please work with your Resource Development Representative to obtain this estimate. Roles and Responsibilities For Mile High United Way 1. Assist with planning and execution of the campaign 2. Enter paper pledge form information into the online pledge tool if needed. 3. Process payroll deduction, cash, check, and credit card transactions. 4. Provide your company with monthly exception/rejection reports for payroll deduction, credit card, check, and cash donations. Your company will contact employees to resolve exceptions a. Checks not received by Mile High United Way b. Declined credit cards c. Uncertified agencies 5. Provide an Enrollment File of payroll deduction donors for your company to add to your payroll system.

3 6. Mail tax receipts to respective donor by January 31 for one-time gifts of $250 or more made by donors by December 31 of the previous year. 7. Receive customer service and donor inquiry calls at and/or (303) For your company 1. Communicate campaign to employees including kick-off and follow-up. 2. Provide Mile High United Way with a donor upload file to include reporting levels and employee identifiers if needed for online pledge tool. 3. Allow employees to pledge using either paper pledge forms or an online tool. 4. Collect paper pledge forms and check/cash donations. Submit pledges received the Resource Development Representative or mail to: Mile High United Way (insert company name) Employee Giving PO Box 5547 Denver, CO a. Check contributions must be accompanied by either a completed paper pledge form or online confirmation letter. Mail report, checks, pledge forms, and online confirmation letters to address listed above. 5. Use the Enrollment File to enter payroll deductions in employees payroll records. 6. Provide payroll payment to Mile High United Way and donation detail file on payroll deduction donors to Mile High United Way. 7. Mile High United Way cancelled or changed gifts and terminated employee listing. 8. Send donor questions to Mile High United Way. 9. Work with your Resource Development Representative to complete Attachment D: Your Workforce Campaign before signing below. Print Name Mile High United Way Organization Signature Date Print Name Organization Signature Date

4 Attachment B: Your Workforce Campaign This attachment recaps the provided information and will serve as the foundation of the MOU. Please complete the appropriate blanks and check all relevant boxes before signing. Timeline Our company will host a year round workplace campaign beginning on / /. Our major fundraising period will begin on / / and will end on / /. Campaign Processor Our company will use the online pledge tool, Eway, hosted by Mile High United Way and may also offer paper pledge forms to employees who do not have computer access. Our company will only use paper pledge forms. Our company s campaign will be managed by a different United Way (please name): and the primary contact is (please name):. Our company will use a third party giving tool (name):. Rollover Campaign Details Our company has previously run a workplace campaign in partnership with Mile High United Way and will rollover employee pledges from the past campaign year into the new campaign year. Yes, we will rollover employee pledges. No, we will not rollover employee pledges. The above statement is not applicable. We are a new workforce campaign partner. Payroll Deduction Remittance Our company will remit payroll deductions to Mile High United Way: Weekly Quarterly Monthly Annually Donor Information with Payroll Remittance Our company will provide employee names associated with each gift, unless the employee selects anonymous, when remitting payments to Mile High United Way to ensure that Mile High United Way and designated agencies can thank donors. Yes, we will provide employee names, unless the employee selects anonymous. No, we are unable to provide employee names. Matching Corporate Gift Our company will contribute a corporate match of employee gifts at the following rate: Yes, we will donate a corporate match at % or :1. Yes, we will donate a corporate match at a specialized rate (please explain):. No, our company will not donate a corporate match. Matching Corporate Gift Designation Detail Our company will designate our corporate match of employee gifts as follows: Our corporate match will be designated to Mile High United Way. Our corporate match will follow employee designations.

5 Other (please explain):. Campaign Processing Fees Applicable processing fees will be taken from employees individual donations. To cover processing and fundraising costs, Mile High United Way may withhold up to 15% of the remittance at the time the pledge is paid. Mile High United Way s fee structure caps each individual donor s fee at a maximum of $450 per campaign year. A gift to of $450 towards Mile High United Way s Community Impact Fund, Mile High United Way Tax Credit Programs, or Mile High United Way s program qualifies toward the fee. Our company will provide a corporate sponsorship, covering the cost of processing fees for employee gifts and corporate match gift (if applicable). Our company agrees to cover processing costs incurred by Mile High United Way associated with our workforce campaign. This option allows employees giving to be paid out at 100% to their designated charitable agency. The size of the corporate sponsorship will be estimated prior to campaign start and will be based on the estimated amount of funds that the campaign will raise. The sponsorship typically ranges from 7-12% of pledges. Please work with your Resource Development Representative obtain this estimate. Roles and Responsibilities We agree to the roles and responsibilities as listed on the main document. We agree to the roles and responsibilities as listed on the main document, with the following adjustments (please explain):. Other Notes or Special Instructions

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1. Click Sign in from the top right corner of the site and enter the following credentials: The City of Philadelphia 2019 Employees Combined Campaign Giving Instructions Two Ways to Donate: Online Giving is Encouraged! 1. Online: Payroll deduction and credit card 2. Pledge Form: Payroll deduction,