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STANDING FIRM: UNDERSTANDING THE CHARITABLE ENGAGEMENT SERVICE OF DREF
JUNE 2021
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Meet Our Interim Executive Director
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Cheryl M. Thomas, CPA, Executive Director
Agenda
• General Overview• Mission and Sustainability• Policies and Procedures• Ways to Support DREF• Charitable Engagement Service Processes• Dates to Remember• Announcements• Q&A
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Polling Questions
1. Does your chapter have a fund with DREF?2. Are you an incoming or outgoing officer?3. What is your role in the chapter?
President, Treasurer, Fundraiser Chair,Chapter Liaison to DREF, other
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Check Point #1
What year was DREF
established?
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Who is DREF?
• The Delta Research & Educational Foundation (DREF), a non-profit, 501 (c) (3) entity with tax-exempt status.
• Created in 1967 during the 29th National Convention of Delta Sigma Theta Sorority, Inc. in Cincinnati, OH.
• Dr. Geraldine P. Woods was the DST National President at the time of DREF’s founding.
• Registered and rated on Guide Star.
• Registered for charitable activity in 46 states and territories.
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The Mission of DREF• DREF promotes research that is pivotal in
resolving critical issues affecting African American women and their families –nationally and globally.
• DREF provides grant funds for charitable and educational activities of Delta Sigma Theta Sorority Inc., its chapters, and other community-based entities.
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88
DREF Board of Directors
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What Sustains DREF?
Donations from Delta Sigma Theta
Sorority, Inc.
Individual supporters (Deltas and Non-Deltas)
The Combined Federal Campaign
State and local government charitable campaigns
Employer matching donations
Recurring online pledges
Grants – NIH, Foundations
(Gates, Jenkins, Clinton, Hagans)
Corporate donations
Special campaigns i.e. #Giving
Tuesday, Project 13, other
Special Events
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Restricted Funds vs. Unrestricted Funds
Restricted Funds- Funds that are designated for a restricted purpose (i.e.- Chapter restricted fund, Special Purpose such as Disaster Relief, Scholarship Funds)
Unrestricted Funds- Funds that are not designated for a restricted purpose that can be applied towards DREF’s operating budget
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Your Donations at WorkUnrestricted donations received at DREF fund:• Operational Costs• Education, Advocacy, Research, and Scholarshipso - Stephanie Tubbs Jones (STJ) Forum at Delta Dayso - STJ Internship and Named Scholarshipso - Center for Research on African American Women (CRAAW)o - Delta Teacher Efficacy Campaign-Teachers Advocating for Great
Change (DTEC-TAG)• DST Chapter or Community Charitable/Educational programs• DST Disaster Relief efforts for the Flint Water Crisis, Hurricanes Katrina,
Harvey, et al, and other natural disasters• Non-partisan civic engagement, international awareness, financial
literacy and health initiatives.
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Ways to Support DREF
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Individual Donations
Chapter Donations
Donations accepted via online options or personal check
Amazon Smile
Volunteer Assistance
Combined Federal Campaign
State Campaign
Workplace Giving
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Automatic Payroll Deduction
Matching Gift Programs
Volunteer Hour Compensation
Social Change Engagement
Workplace Giving Options:
Workplace Giving
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• To know the process of Workplace Giving at your company (i.e.- systems used like Benevity, Easymatch, Cybergrants, etc.)
• To understand the processing time for Workplace Giving
• Indicate your designation restrictions for your gift (i.e.- use of workplace giving for chapter fundraisers).
Don’t Forget…..
Workplace Giving Report Example
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Check Point #2
How many Delta Chapters and Individual Entities Partner with
DREF for our Charitable Engagement Services?
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Standing Firm with DST Chapters
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The DREF Charitable Engagement Service (CES)
• Affords Delta Chapters the opportunity to collaborate with DREF to receive charitable, tax deductible donations from fundraising events, individuals, foundations, etc.
• Provides technical assistance for Chapter fundraising initiatives, i.e. editorial review of fundraising collateral, access to online funding opportunities, and facilitation of program grants.
• Offers workshops on fundraising and CES periodically at Regional Conferences, National Conventions, cluster meetings or at the invitation of chapters.
DST Chapters at DREF
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• Currently DREF manages Donor Funds for 280 Delta Chapters, Grand Chapter, and Individuals (i.e. family scholarship funds, line scholarship funds).
• No service or administrative fees are administered for use of these funds.
• Chapters maintain Donor Funds for Scholarships and other Charitable and Educational Programming.
The DREF Board has ultimate control over the funds managed by the Foundation, subject to such approved donor restrictions as permitted by law.
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Basic Legal Premise
Meet the Staff Liaisons for Charitable Engagement Services
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Ashley DanielsOffice Manager
Deborah Peaks ColemanDirector of Programs
Check Point #3
What is the first Charitable Engagement
form needed to start working with DREF?
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Delta Regions Covered by DREF Staff Liaisons
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Ashley [email protected]
EasternFarwestMidwest
South Atlantic
Deborah Peaks [email protected]
CentralSouthern
Southwest
Existing Delta Chapters with Donor Restricted Funds at DREF
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• Read the Charitable Engagement Manual; accessible on DREF website www.deltafoundation.net
• Hold a transition meeting with outgoing and incoming officers assigned to DREF (President, Treasurer, et al.)
• Complete Fund Change Request Form (Change of Authorized Chapter Officers), effective July 1
New Delta Chapters Getting Started with DREF
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• To establish Donor Fund at DREF, please complete Establishing Donor Restricted Fund or Scholarship Form.
• Submit Application to DREF with $1,000 remittance.
• Application will be reviewed and welcome packet sent within 30 days of receipt.
• Fund may be established as general chapter fund and/or singular scholarship fund.
• Fund must be established before engaging in any charitable activity where DREF is a partner (i.e.- fundraising events, community initiatives, etc.)
Purpose of Forms
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Establishing a Donor Restricted Fund• Used to start the Donor Restricted Fund
Fund Change Request • Keeps DREF updated on change of officers or change of fund restrictions.
Donation or Pledge• Lists the current name and address of the donor(s)• Supporting documentation for the intention of the donation (i.e. if the donation is
unrestricted to DREF or intended for a chapter with a Donor Restricted Fund at DREF)
Fundraising Event Application and Agreement• Establishes partnership between DREF and the chapter for every fundraiser event to
raise money for the chapter Donor Restricted Fund.
Purpose of Forms
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Individual or Delta Chapter Grant Request• Used to request funds to support chapter programs (i.e. Delta GEMS, Delta Academy,
Community Days, etc.).
Individual or Delta Scholarship Request• Used to request scholarship funds for student awardees of chapter scholarships.
Workplace Giving Form• Used to notify DREF of any workplace giving donations expected.• Workplace giving donations may take 60-90 days or longer for the company to
process.• Please confer with employer processing time
Remittance Form• Used as a cover sheet for bundled donations designated for chapter funds.• The form must be filled out completely (i.e.- must include the details of the checks
remitted)
Ways to Contribute Restricted Funds to DREF
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Write a Check Payable to DREF
• Provide the check to the chapter for remittance to DREF
1Donate via DREF
Website (donors only)• Credit Card
• eCheck
2Complete the Donation
or Pledge Form• Remit form to the lockbox• May list credit card
information on the form
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Remittance and Donation Forms
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• To deposit funds into a Donor Restricted Fund, chapters are asked to use a Remittance form and/or a Donation or Pledge form. These forms provide DREF with enough information to credit the chapter fund and provide acknowledgement letters for donors.
• Donation forms provide DREF with the donor’s most recent contact information to receive their acknowledgement letter. It also provides documentation on the intention of the donation as well.
• Chapters must complete the forms in its entirety to ensure proper crediting to the chapter and the donor.
Remittance and Donation Forms
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• Beginning July 1, 2021, DREF will accept all chapter donations to our remote lockbox with PNC. The P.O. Box and Overnight Addresses are the following:
USPS Mailing AddressDelta Research and Educational
P.O. Box 640898Pittsburgh, PA 15264-0898
Overnight Mailing AddressPNC Bank
C/O Delta Research and Educational FoundationLockbox Number 640898
500 1st AvenuePittsburgh, PA 15219
• In order for chapter donations to be properly credited to the correct donor restricted fund, all chapter donations MUST include a Remittance Form with the donation.
Remittance and Donation Forms
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• Individuals who give In-Kind donations should also be listed on the remittance form along with the value of their gift. Chapters must indicate in the notes section this is an In-Kind gift.
• DREF sends tax acknowledgement letters for single donations of $250 or more.
• Donations to funds are tax deductible if no goods or services are provided in exchange.
Grant & Scholarship Processing
• All requests must be sent using an Individual or Delta Scholarship Request Form or a Individual or Chapter Grant Request Form.
• DREF encourages advance dialogue with liaison to ensure proper route is pursued.
• Checks are processed on a weekly basis.
• DREF issues both ACH and manual check payments. • Check payments= 10-14 business day process (or more depending on
USPS mail)• ACH= 5 business day process
• Grants from funds are administered by DREF consistent with donor intent to extent allowable by law and the CEM.
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Individual or Delta Scholarship Requests• All requests must be made using the Individual or Delta Scholarship
Request Form.
• Checks are only issued to the college/university. The student or chapter cannot receive the check for the student.
• The name of a contact person at the school is extremely helpful.
• Identify scholarship office address; include a building name and room number along with the university street address, if possible.
• Scholarships are executed according to the Chapter’s approved funding criteria and checks are made payable to the institution.
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Individual or Chapter Grant Requests
• All grant requests must be made using the Individual or Chapter Grant Request Form.
• All grant requests must be accompanied with a budget outlining how the funds will be used.
• Checks are processed on a weekly basis.
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Activities DREF Does Not Fund• Partisan political activity
• Religious proselytizing
• Property purchases
• DST Chapter intake or gifts
• Venue rentals
• Any activity that’s not entirely charitable and/or educational, such as DST Chapter operational expenses.
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Donor Chapter Fund Reports
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• Chapters receive Quarterly Fund Balance Reports every three months. (i.e. for the quarter ending September 30, Fund Balance Reports will be disseminated by October 31st).
• Currently, the fund balance reports are issued via email. Please be sure to fill out the fund change request form to ensure DREF has the most recent contact information for the chapter.
• The fund balance report provides an overview of contributions and expenses/disbursements for the fund for the quarter. Transaction details are provided for Workplace Giving and Online Donations. We encourage Delta chapters to maintain transactional details of their remittances and expenses/disbursements.
Fundraising Support to Chapters
•Chapters must fill out a Fundraising Event Application and Agreement Form. This serves as a written agreement between the chapter and DREF to partner for any fundraising event.
Form
•Please allow 30 to 60 days lead time to review and approve the requests.Processing
•Requests must be approved prior to the public advertising of the event (chapter meetings included) and collection of funds for the event.
Approval
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Third Party Grant Support to Chapters
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• DREF supports chapters in applying for Third Party Grants from entities such as utility companies, online grants, community foundations, and retail companies.
• Please allow 30 to 60 business days notification to DREF for our office to evaluate and gather the necessary documentation and/or signatures required for the successful completion of a Third Party Grant application.
• Supporting Documents provided to donors upon request from chapters, i.e. IRS Determination Letter, W-9 Form, or Invoice.
Check Point #4
Under what tab can you find the DREF Charitable Engagement Manual on
the DREF website?
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Forms! Forms! Forms!
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Let’s Go to the Website!www.deltafoundation.net
Forms Needed to Do Business with DREF*All Documents Located Under The Charitable Engagement Tab*
Δ Establishing a Donor Restricted FundΔ Fund Change Request Δ Donation or PledgeΔ Fundraising Event ApplicationΔ Individual or Delta Chapter Grant RequestΔ Individual or Delta Scholarship RequestΔ Workplace Giving FormΔ Remittance Form
Forms! Forms! Forms!
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• All forms (with the exception of the remittance form that must be included with any payments) must first be sent to your regional liaison.
• Chapters may also use our specialized Charitable Engagement email box: [email protected].
• Your regional liaison will review your form and assist the chapter with the final processing and approval.
In Summary, if you want to…..Establish a Donor Fund
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Complete the Establishing a Donor Fund Form• Submit the form to DREF• Remit $1000.00 deposit
1Allow up to 30 business
days for review and response of your
application.• Your regional liaison may contact
you if there are any questions regarding your application
2Expect an email approving your application and the contact information for
your regional liaison.
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In Summary, if you want to…..Partner with DREF for a Fundraiser
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Complete the Fundraising Event Application and
Agreement Form
1Allow 30
business days for review and approval.
2Expect an
approval email from your
regional liaison.
3
In Summary, if you want to…..Remit Funds for a Donor Restricted Fund
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Collect all checks made payable to DREF from
your donors• Provide details of the checks
and the amounts on the Remittance form
1Send the checks to the
DREF lockbox• You may include the
Donation or Pledge Form with credit card information
for processing
2Make an online
payment• eCheck
• Credit Card
3
In Summary, if you want to…..Request Funds for a Grant/Scholarship
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Submit the correct documents to your regional liaison and the [email protected] email address
• Grant request- Must include a budget for the requested amount
• Scholarship request- Must include the address of the school, student’s name and school ID number
1Allow 10-14 business days for
processing• Checks- 10 to 14 business day
processing (or longer depending on USPS delivery)
• ACH- 5 business day processing
2
In Summary, if you want to…..Apply for a Third Party Grant with DREF
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Contact the DREF Director of Programs regarding your grant application
• Provide a complete summary of what information is needed to complete the application,
1Allow 30-60 days to
complete the application.
2Stay in communication
with the Director of Programs regarding the
application.
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Do’s of Working With DREF
ü Do read the Charitable Engagement Manual first.
ü Do use the correct form for request.
ü Do complete form(s) accurately and in its entirety.
ü Do contact DREF office in timely manner (30 to 60 days in advance for major grant submission for third parties).
ü Do have one designated chapter liaison to interact with DREF and provide contact information on the Fund Change Request form.
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Don’ts with Working with DREFX Don’t remit any Restricted payments to DREF
without the proper form (Remittance Form or Donation or Pledge Form).
X Don’t initiate completing any third-party grant applications without consulting DREF.
X Don’t proceed to advertise or collect funds for any fundraiser without receiving an approved Fundraising Event Application and Agreement form from DREF.
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Dates to Remember
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June 20th 2021 Sister Scholars Advisory Council Summer Reading List ReleasedJune 30th Deadline to submit 2021-2022 Community Empowerment Grant Applications
June 2021
July 1st Restricted Donation must be directed to the lockboxTBA 2021 Edition of PHILLIS Journal Released
July 2021
TBA Hot Summer FUNraiserAugust 2021
15th Application Process Opens for DREF Scholarships30th #GivingTuesday
November 2021
Announcements
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• SEE Program Materials Available
• Career Opportunities at DREFo National Program Director for Delta
Teacher Efficacy Campaign-Teachers Leading Great Change (DTEC-TAG)
o DREF Program Specialist
Closing
Questions &
Answers50
Contact DREF Staff9:00 a.m. - 5:30 p.m. Eastern TimeMonday through Friday
Cheryl M. Thomas, CPA, Interim Executive [email protected]
Deborah Peaks Coleman, Director of ProgramsSouthern, Southwest, and Central Regional Liaison
Ashley Daniels, Office ManagerEastern, Farwest, Midwest, and South Atlantic Regional Liaison
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Mailing Address1703 New Hampshire Avenue Northwest
Washington, DC 20009202-347-1337
www.deltafoundation.net
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Instagram.com/DREF_1967Facebook.com/DREFPageTwitter.com/DREF_1967
