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Let’sGoLegalwascreatedbyWashingtonNonprofitsandWayfindtoprovidebasicnonprofitlegaleducationtononprofitsinWashington.Thelegalinformationisnotlegaladviceandshouldnotbetreatedassuch.Pleaseconsultanattorneyforinformationrelatedtothecircumstanceofyourorganization.
©2016WashingtonNonprofits.Allrightsreserved.
Let’sGoLegalwasdevelopedthroughacollaborationbetweenWayfindandWashingtonNonprofits,inpartnershipwiththeOfficeoftheSecretaryofStateofWashington.Thesematerialsaccompanyvideosandaresupportedbykeydocuments.VisittheLet’sGoLegalwebpageformore:
www.washingtonnonprofits.org/letsgolegalWayfindAnonprofitwithamissiontoimprovethequalityoflifeinWashingtonbyprovidingfreebusinesslegalservicesfornonprofitsandmicroenterprises.www.wayfindlegal.org
IfLet’sGoLegalleadsyoutothinkyouneedlegalassistance,contactWayfindtolearnmoreabouttheirfreelegalassistancefornonprofits.
WashingtonNonprofitsOurstateassociationforallnonprofits,WashingtonNonprofitsmakessurethatnonprofitshavewhattheyneedtosucceed.www.washingtonnonprofits.org
WashingtonNonprofitscreatesregularlearningopportunitiesfornonprofitsacrossWashington.Wehaveasetoflearningtoolsavailabletoindividualsandboardslookingtoimprovetheirpractice.
Let’sGoLegalisthethirdinaseriesofnonprofitlearningresources.Someofthetopicscoveredhereconnectwithtopicscoveredintheseotherresources.
BoardsinGearUnlockingtheWhy,What,Who,andHowofNonprofitBoardswww.washingtonnonprofits.org/boardsingear
FinanceUnlockedforNonprofitsUnlockingfinancialliteracyfornonprofitboardmemberstodelivermissionandprotectassetswww.washingtonnonprofits.org/fun
Let’sGoLegalwasguidedbyateamoflegaladvisors.Wegreatlyappreciatetheircontributiontotheseresources.Theircontributionshouldnotbeviewedaslegaladvice.
• BrendaTauschLapora,Wayfind• JodiNishioka,Wayfind• JudyAndrews,TheApexLawGroup,LLP• NancyStephens,FosterPepper• TaylorBall,DavisWrightTremaineLLP
OurcreativepartnerwasCatharineGately,CantadoraCommunications.Formoreinformation:NancyBacon-DirectorofLearning,WashingtonNonprofitsnancy@washingtonnonprofits.orgwww.washingtonnonprofits.org(855)299.2922
Introduction 3
Asyoubegin,keepinmindthesefourbigideas:1.Nonprofitlawiscomplicated,andonlyanattorneywithknowledgeofyourspecificsituationcancounselyou.Thesearetrainingmaterialsareintendedtodeepenyourunderstandingandhelpyouknowwhattoask.Thesematerialsarenotintendedtobelegaladvice.Pleaseseeanattorneyforanswerstospecificquestions.Wayfindprovidespro-bonolegalservices.
2.Eventhoughyouareanonprofit,youarerequiredlegallytooperatelikeacorporation.Onceanonprofitbecomesofficialintheeyesofthestate,itisacorporationgovernedbycorporatelaw,andyouneedtoprotectthatstatus.
3.Therearethreelegaljurisdictionsyoumustalwaysconsider:Local,StateandFederal.ThesematerialsreviewWashingtonStateLawandFederalLawrules.Consultyourlocaljurisdiction(city,town,orcounty)formoreinformationaboutbusinesslicensesandotherlocalrequirements.
4.Organizationshavelifecycles,justlikeanylivingthing.Theyarecreated,theygrow,theyplateau,andsometimestheydie.Thelegalneedsofanorganization’sboardandstaffareguidedbywherethatorganizationisinitslifecycleandwhatishappeningaroundit.
Introduction 4
OVERVIEW
Thesematerialscoverthefivemostimportanttopicsrelatedtononprofitcompliance:1. Governance–StateLaw
WebeginwithStateLawbecausethatiswhereanonprofitfirstregisterstobecomeofficial.TheArticlesofIncorporationarefiledtocreatethecorporationandtheboardadoptsBylawsandsetsoutitsplantomonitormoneyandkeeprecords.Itstayscompliantwithstatecorporationlawandotherstatelawrequirements,includingfilingcorporationandcharityreportseveryyear.
2. Governance–FederalTaxLaw
Manynonprofitorganizationswanttheirrevenuetobeexemptfromfederalincometaxationandwanttobeabletoaccepttax-deductiblefundsfromfoundationsorindividuals.ThismeanstheyneedtoapplyforspecialstatusfromtheIRSattheFederalLevel.Wecallsuchtaxexemptstatus,“501(c)(3)tax-exemption”andrefertoorganizationswiththistax-exemptstatus“501(c)(3)organizations”becausethose
Introduction 5
qualitiesforexemptionaredescribedinsection501(c)(3)ofthetaxcode.Tax-exemptorganizationsmustabidebyasetoffederaltaxrulesundersection501(c)(3).3. Fundraising
Whenyouacceptotherpeople’smoneyforacharitablepurpose,youagreetoabidebylawsthatrequirethatyouspendsuchmoneyonthepurposesforwhichitwasintended.Thesestateandfederalrulestellushowweneedtocommunicateaboutmoneyreceived,howweshouldaccountforit,andwhatkindsoffundraisingactivitieswecanconduct.
4. EmploymentLaw
Peopleengagedintheworkofanorganizationhelpitmoveitsmissionforward.Theyalsobringwiththemawholesetofrulesthatgovernhowtheyshouldbehired,paid,deployed,andtreated.
5. IntellectualPropertyLaw
Nonprofitscreateandcommunicateideasthatareintangible.Itisvitalthatorganizationsprotecttheseideasandtheproductsthatsharethem,fromwebsites,toprintmaterials,touniqueresearchontheissuestheyareaddressing.Likewise,itisimportantthatnonprofitsarecarefulabouthowtheyusetheideasofothers.
Thesematerialsarejustastart.Wehaveprovidedexamplesofpoliciesandadditionalresourcessothatyoucancustomizethisinformationtoyourorganization.
Introduction 6
VOCABULARY1.PERSON:Director,Boardmember,orTrustee?Whiletherearecleardistinctionsinthemeaningofthewordsthemselves,forthesakeofclarity,thisguideusesdirector,boardmemberortrusteeinthecontextofanonprofitboardinterchangeably,orasthesame.Thetermreferstothepeopleonthegovernanceteamofanorganization.2.ORGANIZATION:Nonprofit,Charity,or501(c)(3)?Thisguidecoversarangeoforganizationsservingthepublicgood.Let’sreviewthetypesoforganizationstobeclearwhatwearetalkingabout.Nonprofit(ornonprofitcorporation):Anorganizationcreatedforapublicbenefitwithoutshareholdersoraprofitmotive.CPAsoftencalltheseorganizations“Not-for-profits”tounderscorethattheirpurposeissomethingotherthanprofit;aprofitcanbeearnedandreturnedintotheorganization.Nonprofitstatusisdeterminedunderstatelaw.AnonprofitregisterswiththeWashingtonSecretaryofStateasacorporation,called“incorporation.”Charitablecorporation:AnonprofitmayalsoneedtoregisterwiththeWashingtonSecretaryofStateasa“Charity”whenitisaskingpeoplefordonationstosupportitscharitablepurposes.Itisrequiredtodosoifitiseitherraisingatleast$50,000inanyaccountingyearorpayingsomeonetodotheworkoftheorganization.Tax-exemptorganization:AnonprofitcorporationthathasbeenapprovedbytheInternalRevenueService(IRS)iscalled“taxexempt.”Organizingasanonprofitcorporationatthestateleveldoesnotautomaticallygranttheorganizationexemptionfromfederalincometax.Tax-exemptstatusexemptsanonprofitfrompayingfederalcorporateincometaxandallowscontributionsgiventotheorganizationtobetaxdeductibletothedonors.Therearemanyclassificationsoftax-exemptorganizations,with501(c)(3)beingjustoneofthem.Federaltaxlawappliestoall501c3tax-exemptorganizations.IRS:“IRS”standsfortheInternalRevenueService.TheIRSisthetaxingagencyfortheUnitedStatesFederalGovernment.TheIRSisthefederalagencythatregulatesandmonitors501c3tax-exemptorganizations.Section501c3oftheInternalRevenueCode,isthelawthatappliesto501c3tax-exemptorganizations.
StateLaw 7
1:GOVERNANCE–STATELAW
KNOWTherearefivekeyareasofStateLawfornonprofitstobeawareof:
1. ArticlesofIncorporation:ArticlesofIncorporationarethedocumentthatcreatesthecorporation.Itneedstomeetbothstaterequirementsforanonprofitcorporationaswellasfederaltaxlawrequirementstoqualifyasa501(c)(3)organization.
2. Bylaws:“Bylaws”referstothedocumentthatsetsouttherulesofoperationforyourorganization.
3. FiduciaryDuties:Boardmembershaveasetoflegalobligationstowardsthenonprofitcorporation,calledfiduciaryduties.
4. Recordkeeping:Anonprofitboardkeepsrecordssothatitcanreporttofundersorgovernmentagenciesorthecommunityaboutdecisionsandactionsmade.
5. StateTaxes:Whileatax-exemptorganizationdoesnotpayfederaltaxes,itisresponsibleforapplicablestatetaxes.
KNOWMORE1.ArticlesofIncorporationSinceArticlesaretheoriginaldocumentthatcreatesanorganization,anonprofitshouldkeepacopyofthefiledArticles.Ifitdoesn’thaveone,itcanorderthemfromtheSecretaryofState.TheArticlessettheparametersoftheorganization’scharitablepurposesandmaydescribewhetherornotithasmembers.A. Statelawrequirements
q RegisteredAgent:Anonprofitmusthavearegisteredagentandaregisteredoffice.Thisisthewaythatthestatecontactsthecorporation.Theregisteredagentneedstobeadependableperson,andtheaddressneedstobeastable
StateLaw 8
streetaddressinWashingtonState.TheRegisteredAgentmustsignaconsenttoserveinthatrolewhichisfiledwiththeArticles.
q Name:AnonprofitmusthaveanameforthecorporationthatcannotbethesameasorverysimilartothenameofanyothercorporationorlegalentityinWashingtonandcannothavewordslikeInc.,Co.,Company,Ltd.init.
q InitialDirectors:AnonprofitmustgivethenameandaddressofatleastoneindividualwhowillserveontheBoard.
q Incorporator:Anonprofitmustgivethenameandaddressofatleastonepersonwhowillserveastheincorporator.TheincorporatoristhepersonwhosignstheArticles.
B. FederaltaxlawrequirementsWhilewegointomoredetailonfederallawinthenextsection,let’sreviewtheelementsoftheArticlesofIncorporationthatrelatetofederalrequirements.
q Purpose:Anonprofitmustlistpurposesfortheorganizationthatmeetthedefinitionofcharitablepurposesunderfederaltaxlaw.SeetheSampleArticlesofIncorporationinourKeyDocuments,forspecificlanguage.
q Dissolution:Anonprofitmustprovideforthedistributionofanyremainingassetsintheeventthatthecorporationiscloseddown.Theassetsmustbedistributedtoanother501(c)(3)organizationortothefederalorstategovernmentforapublicpurpose.
q Limitationofliability(recommended):Thisprovisionchangesthestandardfordeterminingliabilityofdirectorsto“grossnegligence,”makingithardertoproveliability.
q Indemnification(recommended):Thisprovisionauthorizesthecorporationtopaycostsofdefendingofficersanddirectorswhoaresuedandinsomecases,anydamagesrequiredtobepaidbyanofficerordirector.
C. RequirementsafterIncorporation
q AnnualReport:AnonprofitneedstofileanannualreportwiththeSecretaryofStatetomaintain“ActiveStatus.”Itisduetobefiledeveryyearonthebirthdateofyourcorporation.Ifthenonprofitdoesn’tfileit,itwillbeadministrativelydissolved.
q InitialMeetingoftheBoardofDirectors:TheindividualslistedintheArticlesastheinitialdirectorsmeettotakeactionsnecessarytostartupthecorporation.ThisincludesadoptingtheBylaws,electingofficersandauthorizingopeningabankaccount.
D. ChangestotheArticlesTheArticlescanbechangeduponapprovaloftheBoardofDirectorsbyadocumentcalled“ArticlesofAmendment.”ThemostcommonamendmentstoArticlesaretochangethecorporation’snameortoaddnewpurpose.
StateLaw 9
2.BylawsTheBylawsaretherulesofoperationforthecorporationandarerequiredbyStateLaw.Bylawsarenotfiledwiththestate.ThenonprofitshouldkeepafileoftheBylawsintheoffice,withanyamendments.EachboardmembershouldkeepuptodateBylaws.TheyarefiledwiththeIRSwhenyouapplyfortaxexemption.
q Members:Washingtonnonprofitcorporationlawpermitsnonprofitcorporationstohavemembersasvotingornonvotingmembers.Ifyouhavemembers,itisimportanttobeclearwhyyouhavemembersandwhattheirrightsare.Ifyougivememberstherighttovote,youneedtoclearlystatewhatthosevotingrightsareandprovideappropriateprovisionsforholdingmeetings.
q BoardofDirectors:Understatelaw,onlyonedirectorisneeded;however,youwillneedatleastthreedirectorsifyouareseekingtax-exemptstatus.Usuallythenumberofdirectorsisdescribedasarange,withaminimumnumberandmaximumnumberofdirectorsgiven.TheBylawsalsoprovideforhowthedirectorsareelected,lengthofterm,theirqualifications,resignation,andremoval.Itisimportanttohaveremovalprovision.
q Meetings:TheBylawsprovideforhowtheBoardmeets,howitgivesnoticeof
meetings,howitholdsspecialmeetings,whataquorumis,andthevoteneededfortheBoardtoact.UnderWashingtonlaw,aBoardcanmeetin-person,orbytelephoneorsomeotherformofelectroniccommunication,aslongaseveryonecanheareveryoneelsespeak.Chatroomsonlinearenotpermitted.Youalsocanmeetintheformofwriting,calleda“consentresolution.”Directorsgivetheirconsentinwritingorbyemail.Suchaconsentmustbeunanimous;thatis,everydirectorneedstovote,andeveryonemustvoteinfavoroftheresolutionproposed.
q Committees:Bylawsoftencovertherolesofcommittees.Therearetwokindsof
committees:(1)boardcommittees,composedonlyofdirectorsthatcanactfortheBoard(non-boardmemberscanattendcommitteemeetingsandgiveinput,butcannotvote),and(2)advisorycommitteesthatgiveadviceandrecommendationstotheBoard.
q Officers:Theirdutiesaredescribedinthebylaws.
q Amendments:There’saprovisionthatdescribeshowthebylawsareamended.
UsuallyamendmentstothebylawsrequireasupermajorityvoteoftheBoardandsometimesspecialnotice.Ifthecorporationhasvotingmembers,thisprovisionmayrequirememberapprovalaswell.
StateLaw 10
3.FiduciaryDutiesTheWashingtonNonprofitCorporationActsetsoutthedutiesandprotectionsofthedirectors.A.ThreeDutiesDirectorsmustfulfilldutiesdescribedastheDutyofCare,DutyofLoyalty,andDutyofObedience:
q DutyofCare:Adirectorisexpectedtohavealevelofcompetencedescribedasexercisingthe“careofanordinarilyprudentpersoninlikeposition”undersimilarcircumstances.Thatmeansadirectorhastoexercisereasonablecarewhenmakingadecisionasaboardmember,usingdiligenceandindependentjudgment.
q DutyofLoyalty:Adirectorshouldactinthebestinterestoftheorganization,puttingtheorganizationbeforeself-interest.Thisisparticularlyimportantwherethereisthepotentialforpersonalgainandoftenariseswhenthereisaconflictofinterest.It’sabestpracticeforstaffandboardtosignaConflictofInterestpolicy.
q DutyofObedience:Adirectormustmakesurethattheorganizationisin
compliancewithlocal,state,andfederallawsandisstayingtruetoitsmission.B.ProtectionsWashingtonStatelawprovidesprotectionstomakesurethedirectorsareprotectedintheeventthedirectorsarethreatenedwithlegalaction.Inbothcases,provisionsshouldbewrittenintotheorganization’sArticlesofIncorporation.
q LimitationofLiability:Theseprovisionseliminateorlimitthepersonalliabilityofadirectorincaseswherethedirectordidnotactwithintentionalmisconductorreceiveinappropriatepersonalbenefit.
q Indemnification:Theseprovisionspermitadirectorwhoisapartofalegal
proceedingrelatedtothecorporationtoapplyforindemnification,inotherwords,tobecompensatedforlossordamage,bythenonprofit.Thiswouldcoverreasonableexpensesincurredbythedirectorinconnectionwithalegalcasebeforeacourt.Thisprotectioncanextendtoofficers,employeesoragentsoftheorganization.
4.RecordkeepingAnonprofitmustkeepclearandcompleterecordstoensurethatitcomplieswithtaxrules.Goodrecordkeepingsystemsalloworganizationstobetter
StateLaw 11
evaluateitsprograms,monitoritsbudget,andpreparefinancialstatementsandreturns.ItisabestpracticetohaveaDocumentRetentionPolicythatdescribeswhatrecordsshouldbekeptonfileandforhowlong.A.FinancialRecordsThelawdoesnotrequireacertainkindofrecordsystembecauseitwillvarybyorganizationalsize.Thesystem,however,shouldincludetheseitems:
q Receipts:Amountreceivedfromallsourcesq Purchases:Itemsbought,includinganyitemsresoldtocustomersq Expenses:Othercoststorunprogramsq Employmenttaxes(forstaffedorganizations)q Assets:Propertythatanorganizationownsandusesinitsactivities
B.BoardMinutesBoardminutesarethewrittenrecordoftheactionsanddecisionstakenataboardmeeting.Oncewrittenandapprovedbytheboard,theyareacceptedasatruerepresentationofthemeetingtheyrecordandcanbeusedaslegalevidence.UsuallytheSecretaryisinchargeofminutes.Anonprofitkeepsthemelectronicallyorinabinder.Theyshouldbekeptforever.C.OtherrecordsOtherkeydocumentsrelatedtotheorganizationshouldbekeptforatleast7years.ADocumentationandRetentionpolicyisconsideredbestpractice.5.StateTaxesTherearethreestatetaxesthatimpactWashingtonnonprofits:
a. Business&OccupationTax:AnonprofitmustfileaMasterBusinessLicensewiththeDepartmentofRevenueifitwillhaveemployeesorarevenuesourceonwhichitmustpayStateBusinessandOccupationTax(B&OTax)orSalesTax.TheB&OTaxtaxesthegrossincomethatyourorganizationbringsin.Donations,grantsandproceedsfromfundraisingeventsareexempt.
b. SalesTax:Organizationsthatsellproductsmustpaysalestax.
c. PropertyTax:Unlessexempt,nonprofitsmustpaypropertytaxesonany
propertythatitowns.
StateLaw 12
KEYDOCUMENTS• ArticlesofIncorporation• Bylaws• ConflictofInterestPolicy• DocumentRetentionPolicy• GiftAcceptancePolicy• Minutes
StateLaw 13
ACTION
IfYes,Datesentorreviewed
No StateLawLegalChecklist OurboardofdirectorsreviewstheArticlesofIncorporationatleastonceayear
tomakesurethatactualpracticeisconsistentwiththesedocuments. OurOrganization’sregisteredagentisstillattheaddressonfilewiththe
SecretaryofState.
TheregisteredagenthassignedaconsentformthatisonfilewiththeSecretaryofState
Wecanrelyonourregisteredagenttogiveusmailthatcomestothecorporation
OurboardofdirectorsreviewstheBylawsatleastonceayeartomakesurethatactualpracticeisconsistentwiththesedocuments.
OurOrganizationpreparesandmaintainsfinancialstatementsandstatementsofaccountonaregularbasis.
Ourboardhasreviewed,andifnecessarysecuredexpertadviceabout,ourfinancialcontrols,andregularlyrevisitsthistopictoassureadequatescopeandcompliance.
OurOrganizationhasadequateseparationoffinancialduties.Inparticular,thepersonwritingandsigningchecksisdifferentthanthepersonreviewingandreconcilingbankstatements.
MorethanonepersonisanauthorizedsigneronourOrganization’sbankaccounts,andthesesignatoriesareup-to-date.
OurOrganizationdoesnotmakeloanstoanyofitsofficersordirectors. OurOrganizationunderstandsandcarefullyobservesanyuseorspending
restrictionsongrantsandothercontributedfunds. OurOrganizationhasOfficerandDirectorinsurance,andtheboardmembers
havereviewedthepolicyandunderstandwhatitcoversandwhatitdoesnotcover.
OurOrganizationfilesanannualreportwiththeWashingtonSecretaryofState.(YoumayalsoneedtoregisterasaCharitableOrganization;see“Fundraising”formore.)
OurOrganizationhasfiledaMasterBusinessApplicationwiththeStateofWashington.
OurOrganizationunderstandsitsobligationtopayanystatesalesorbusinessandoccupationtaxes.
Ourorganizationunderstandswhetheritisentitledtoanyexemptionsfromthesetaxes
LOCAL OurOrganizationhasacurrentlicensetodobusinessfromthecity/county
whereitislocated. OurOrganizationunderstandsitsobligationtopayanylocalbusinessand
occupationorpropertytaxes.
StateLaw 14
FederalLaw 15
2.GOVERNANCE–FEDERALLAWKNOWTherearefivekeyareasofFederalTaxLawfor501(c)(3)organizationstobeawareof.Ifthenonprofitdoesnothavetax-exemptionasa501(c)(3)organization,theywillnothavetocomplywiththefollowingfederaltaxrules.
1. CharitablePurposeandAssets:Federaltaxlawprovidestaxbenefitsto501(c)(3)organizationsbecausetheyprovideabenefitsocietyinsomeway.Inreturn,theseorganizationsmustfurtheroneormore“charitablepurposes”andprovideassurancethatitsassetswillremaincharitable.
2. Privatebenefit:Individualsororganizationsmaynotbenefitpersonallyfromtheactivitiesofatax-exemptorganization.
3. Lobbying:501(c)(3)organizationsarelimitedintheiradvocacyactivities.Lobbyingconductedby501(c)(3)organizationscannotbea“substantialpart”oftheiractivities.Thereisanimportantdifferencebetweeneducationandlobbying.
4. Politicalcampaigns:501(c)(3)organizationsmaynotparticipateinorinterveneinthecampaignofacandidateforpublicoffice.
5. Publicdocumentation:Tax-exemptorganizationsmaynotoperateinthedark.Theymustmakesomedocumentsavailableforpublicinspection.Theymustfileannualinformationaltaxreturnsandprovidedonorswithappropriatedonationreceipts.
KNOWMORE1.CharitablePurposeandAssetsA. Purpose:A501(c)(3)organizationmustbeorganizedandoperated
FederalLaw 16
exclusivelyforoneormorecharitablepurposes.Thesepurposesmustmeetthedefinitionofcharitablepurposesunderfederaltaxlaw.
B. Dissolution:TheArticlesmustprovidethat,upondissolutionofthe501(c)(3)organization,allassetsmustgotoanother501(c)(3)organizationoragovernmententityforapublicpurpose.
C. Incomeunrelatedtopurpose:501(c)(3)
organizationsmayhavealimitedamountofunrelatedbusinessincome(incomeunrelatedtoitscharitablepurpose),butitmustreportitandpaytaxesonit.Ifthereistoomuchunrelatedbusinessincome,oritisnotreported,itcanjeopardizethenonprofit’stax-exemptstatus.Therearelegalteststodetermineifincomeisunrelatedbusinessincomeandifthereistoomuchunrelatedbusinessincome.Ifthisisanissue,theorganizationshouldconsultanattorney.
2.PrivatebenefitTax-exemptorganizationsarecreatedtoserveapublicgood,notthepeoplecreatingorgoverningtheorganization.Noofficer,directororotherinsidercanthereforereceiveanybenefitforwhichtheyhavenotappropriatelypaid.Loanstoboardmembersarenotpermitted.Ingeneral,aboardneedstopaycloseattentiontocompensation,purchasesandsales,orotherfinancialtransactionswithinsiders.Transactionswithinsiderscannotexceedfairmarketvalue.TheIRScanimposefinancialpenaltiesoninsidersthatviolaterulesaroundprivatebenefit,aswellasondirectorswhoapprovesuchdealings.Theorganizationmayhaveitstax-exemptstatusrevoked.3.LobbyingLobbyingisanyattempttoinfluencelegislationby(1)expressingapositiononspecificlegislationtoalegislatorortheirstaff,or(2)encouragingmembersofthegeneralpublictocontacttheirlegislatorswithapositiononaspecificlegislation(likea“calltoaction”).Contrarytowhatmanypeoplethink,tax-exemptorganizationsmayengageinlobbyingifitisnotasubstantialpartoftheiractivities.Alltax-exemptorganizationsmayengageineducation.
Definitionof“Charitable”
Theterm"charitable"isusedintheInternalRevenueCodesection501(c)(3)initsgenerallyacceptedlegalsense.Thatincludesreliefofthepooranddistressedoroftheunderprivileged;advancementofreligion;advancementofeducationorscience;erectionormaintenanceofpublicbuildings,monuments,orworks;lesseningoftheburdensofgovernment;promotionofsocialwelfare.
-irs.gov
FederalLaw 17
A. Lobbyinglimitsq The“substantialpart”test:OrganizationsthatchoosenottoelectintoSection
501(h)ofthetaxcodearestillsubjecttosection501(c)(3)andtherulesdevelopedincommonlaw.Knownasthe“substantialparttest,”theserulesrequirethat“nosubstantialpartofacharity’sactivitiesconsistofcarryingonpropagandaorotherwiseattemptingtoinfluencelegislation.”“Substantial”hasneverbeenclearlydefined.However,itisclearthatthedefinitionoflobbyingunderthe“substantialparttest”isnotrelatedtoanexpenditureofmoneyalone.Forexample,activitiesconductedbyvolunteerstoinfluencelegislationmaybeconsideredlobbying.
q 501(h)expendituretest:Those501(c)(3)organizationsthatchoosetheSection501(h)electionmustapplyan“expendituretest.”Underthisstandard,lobbyingonlyoccurswhenthereisanexpenditureofmoney.Itsetsforthspecificdollarlimits,calculatedasapercentageoftheorganization’stotalexemptpurposeexpenditures.Section501(h)anditsrelatedregulationsalsoprovidehelpfuldefinitionsoflobbyingandseveralexemptions.
B.EducationTobeclear,501(c)(3)organizationsmayengageineducationwithoutlimitation.Theymayeducateanyoneanytimeaboutthepeopletheyserve,theimpactofpoliciesonthesepeople,andwhatideastheyhavetohelptheircommunity.Theymaytellthestoriesofclientsorspeakupwhenabettersolutionispossible.Theymayinviteapolicymakerintotheirfacilitytoseetheirworkinaction.Nonprofitsplayanimportantroleintheeducationoftheircommunity,includingpolicymakers,abouttheirworkandtheissuesrelatedtotheirsuccess.4.PoliticalcampaignsA501(c)(3)organizationisnotallowedtofavororopposeacandidateforpublicoffice.Acandidateincludesadeclaredcandidate,anincumbentuntiltheystatethattheywillnotseekre-election,andapersonsubjecttospeculation.A501(c)(3)organizationmaynotmakeendorsements.Itmaynotuseitsresourcesforacampaignforpublicoffice.Itisimportanttopreventanycampaignactivitybyanemployee,volunteerorBoardmemberfrombeingattributedtotheorganization.5.PublicdocumentationA.AnnualfilingAtax-exemptorganizationmustfileaform990oroneofitsvariationseachyearfourandone-halfmonthsaftertheendofitsfiscalyear.Therearefinancialpenaltiesforfilingtheform990late.Ifanorganizationfailstofileaform990forthreeconsecutiveyears,itstax-exemptstatuswillbeautomaticallyrevoked.
FederalLaw 18
B.PublicDisclosureItisconsideredtobeinthepublic’sbestinterestthattax-exemptorganizationsmakepublickeyinformationabouttheiractivities.Specifically,atax-exemptorganizationmustmakeavailableforpublicinspectionits:
q Applicationfortaxexemption,whichiseitherForm1023orForm1024dependingontheorganization.
q Annualreturn,whichincludesForm990anditsvariationsforthepriorthreeyears.
Itisnotrequiredtodisclosethenameandaddressofanycontributor.
KEYDOCUMENTSInadditiontotheStateLawdocuments,thesearekeyFederalLawdocuments:
• Form1023• Form990N• Form990EZ• Form990
FederalLaw 19
ACTIONIfYes,Datesentorreviewed
No FederalLawLegalChecklistKEEPINGCURRENTWITHIRS-MAINTAININGTAX-EXEMPTSTATUS
OurorganizationfilesaversionoftheIRSForm990everyyear.q OurOrganizationdoesnotnormallyreceivemorethan$50,000inannualgross
receiptsandfilesa990N(e-Postcard).q OurOrganizationnormallyreceivesmorethan$50,000ingrossreceiptseach
yearandfilesannualForm990or990EZwiththeIRS. OurOrganizationunderstandsits501(c)(3)determinationletterfromtheIRS,and
itsstatusaseithera“publiccharity”ora“privatefoundation. OurOrganization’sBoardofDirectorsregularlyreviewstheOrganization’sfinancial
statements,andreviewsandapprovestheannualIRSForm990. IfourOrganizationreceivesfundsfromregularly-conductedbusinessactivitiesthat
areunrelatedtoitsexemptpurpose,itcorrectlyaccountsforthosefundsandunderstandshowtoreportandpaytaxesonthisunrelatedbusinessincome.
KEEPINGCURRENTWITHIRS OurOrganizationhasnotifiedtheIRSofanymaterialchangestoourexempt
purposesoractivities,oramendmentstoourArticlesofIncorporationorBylawssinceweappliedfor501(c)(3)status.
CONFLICTOFINTEREST OurOrganizationhasawrittenconflictofinterestpolicyandfollowsthatpolicy. Anytransactionsourorganizationundertakeswithitsinsiders,knownas
“disqualifiedpersons,”isapprovedbytheboardoranindependentcommittee,nomembersofwhichhaveapersonalorfinancialinterestinthetransaction.
Thesettingofourexecutivedirector’ssalaryisbasedonappropriatecomparabilitydata.
Transactionsareconcurrentlydocumentedbytheboardorcommitteewhichstatesthebasisforitsapprovalinwriting.
OTHERPOLICIES OurOrganizationhasconsideredadoptingawrittenwhistleblowerpolicyandif
adopted,followsthatpolicy. OurOrganizationhasconsideredadoptingawrittendocumentretentionpolicy
andifadopted,followsthatpolicy.ADVOCACY
OurOrganizationdoesnotendorsecandidatesforpoliticalofficeanddoesnotparticipateinanypoliticalcampaignfororagainstacandidateforanypublicoffice.
Ourlobbyingactivities,ifany,areaninsubstantialpartofourOrganization’soverallactivities.Ifweareparticipatinginanylobbyingactivities,wehaveconsideredthetwowaysthatnonprofitscandocumenttheirlobbyingactivities.
Fundraising 20
3.FUNDRAISINGANDDONATIONSKNOWTherearefourkeyareasoflawrelatedtofundraisingfornonprofitstobeawareof:
1. Registration&Reporting:InWashington,nonprofitsthatsolicitmembersofthepublicfordonationsandraiseatleast$50,000annuallyorpayanyonetocarryouttheactivitiesoftheorganizationmust(1)registerasaCharitableOrganizationand(2)fileyearlyreportswiththeState.
2. Writtenacknowledgement:Certaindonationsrequirewrittenacknowledgementforthedonortobeabletotakeadeduction.
3. Restrictedgifts:Insomecases,donorsmayrestricthowtheirgiftcanbeused.Anendowmentisonekindofrestrictedgift.
4. Fundraisingactivities:Anumberoflawsimpacthowanorganizationcanraisemoney,fromholdingaraffletoservingalcohol.Disclosurerequirementsapplytononprofits.
KNOWMORE1.Registration&ReportingInWashington,nonprofitsthatsolicitmembersofthepublicfordonationsandraiseatleast$50,000annuallyorpayanyonetocarryouttheactivitiesoftheorganizationmustregisterasaCharitableOrganizationwiththeSecretaryofState,andfileyearlyreportswiththeState.Thereportisduenolaterthanthelastbusinessdayofthe11thmonthaftertheendoftheorganization’saccountingyear.Registrationisalsorequirediftheorganizationengagesacommercialfundraiser.Churchesarenotrequiredtoregister.2.Writtenacknowledgement(substantiation)Donationsaboveacertainlimitareonlytaxdeductibleifthedonorhasawrittenacknowledgementofthegift.
Fundraising 21
q Singlecontributionof$250ormore:
q Singlecontributionof$75ormorewheregoodsorserviceswerereceivedbythedonor(unlessthegoodswereincidental,suchasacoffeemug)
Therearealsospecialrulesarounddonationsofcertaintypesofproperty,suchasvehicles,worksofart,conservationeasementsandpropertyvaluedatmorethat$500.3.RestrictedgiftsContributionsrestrictedbythedonormustbeusedinaccordancewithanydonorrestrictionsonthatgift,whetherthedonorrestrictsagiftastopurposeorexpenditure.Restrictedgiftsrequireadditionaltrackingandaccountingtoensurethattheyarestewardedappropriatelyandusedfortheirintendedpurpose.Onetypeofrestrictedgiftisanendowment.Nonprofitswithincome-producingassetsof$250,000ormoremayneedtoregisterasaCharitableTrustwiththeSecretaryofState.4.FundraisingActivitiesManynonprofitsholdeventsorconductotherfundraisingactivitiesinordertoraisemoney.Someofthoseactivitiesmaybesubjecttootherlaws.
q Raffles:Mayrequirealicense.SeeWAStateGamblingCommission.q Gaming&gambling:Mayrequirealicense.SeeWAStateGamblingCommission.q Auctions:Mayinvolvepayingsalestaxesontangiblepropertyq Alcohol:requiresaliquorlicense
KEYDOCUMENTS
• QuidProQuoLetter(thatmeetsfederalrequirements)• ThankYouLetter(thatmeetsfederalrequirements)
WrittenAcknowledgementshouldinclude:
q Nameoforganizationq Amountofcashcontributionq Description(notvalue)ofnon-cashcontributionq Statementthatnogoodsorserviceswere
provided,ifthatwasthecaseq Descriptionandgoodfaithestimateofthe
valueofgoodsorservices,ifany,thatanorganizationprovidedinreturnforthecontribution
Fundraising 22
ACTION
IfYes,Datesentorreviewed
No Fundraising&DonationsChecklistREGISTRATIONASACHARITY IfourOrganizationsolicitscharitabledonationsfromthegeneralpublic,it
complieswithWashington’sCharitableSolicitationsAct,includingregistrationandannualreportingrequirements.
GIFTACKNOWLEDGEMENT OurOrganizationacknowledges,inwriting,giftsof$250ormore.IN-KIND IfourOrganizationprovidesanygoodsorservicesofmorethananominalvalue
toadonorwhomakesacontributioninexcessof$75.00,ourOrganizationprovidesadisclosurestatementtothedonorwithagoodfaithestimateofthefairmarketvalueofanybenefitthatthedonorreceived.
IfourOrganizationreceivesgiftsofvehiclesorothernoncashgifts,itunderstandsandfollowstheIRSregulationsforsubstantiationofthosegifts.
EmploymentLaw 23
4.EMPLOYMENTLAW
KNOWTherearefivekeyareasofEmploymentLawfornonprofittobeawareof:
1. MinimumWage&Overtime:Federal,State,andinsomecasesLocallawregulatesemployers’paypracticesandpolicies.WashingtonemployersmustcomplywithFederal,State,andLocallaw.
2. HiringProcess:Employersshouldunderstandthebasisforat-willemployment.Employersmustalsoverifytheworkeligibilityofemployees.
3. Non-employees:Interns,Volunteers&IndependentContractors:Nonprofitsneedtomakesuretheyaretreatingthesecategoriesofnon-employeesconsistentwiththelawtoavoidincurringliability.
4. Payroll:Employeesmustbepaidatleastonceamonthonaregularlyscheduledpayday.PayrolltaxesmustbewithheldandpaidtotheIRS.IRSisverystrictonpayrolltaxesandwillholdindividualboardmembersliableforunpaidpayrolltaxes.
5. Anti-discriminationLaws:Federalandstatelawprohibitdiscriminationacrossawidearrayofcharacteristics.
KNOWMORE1.MinimumWage&OvertimeA.MinimumWage.Mostemployeesmustbepaidtheminimumwageforall“hoursworked.”“Hoursworked”meansalltimeduringwhichanemployeeperformsworkforthebenefitoftheemployer.Thisincludestimespentopeningorclosingabusiness,andrequiredmeetingsandtraining.Italsoincludestimespendbyanemployeevoluntarilycontinuingtoworkonanassignedtaskattheendofashiftoronadayoff.Allworktimemustbepaidforbytheemployer.
EmploymentLaw 24
For2017,theWashingtonMinimumWageis$11.00perhour,higherthanthefederalminimumwageof$7.25perhour.Employersarerequiredtopayemployeesthemorefavorable(i.e.,higher)oftheStateandFederalminimumwage.SeveralcountiesandcitiesthroughoutWashingtonstatehaveenactedlocalminimumwageordinances.Employersneedtoknowwhatminimumwageappliestotheiremployees.B.OvertimeMostemployeeswhoworkmorethan40hoursina7-dayworkweekmustbepaidovertimecompensationforallhoursworkedover40.Foreveryovertimehourworked,theemployeemustbepaid1.5timestheemployee’sregularrateofpay.Anemployee’s“regularrate”isnotnecessarilythesameasanemployee’sfixedorstraighttimerate.Theregularrateincludesallcompensationforemploymentpaidtotheemployeedividedbythenumberofhoursworkedintheweekforwhichthecompensationwasintended.Paymentssuchcommissionpayments,premiumpay,andnon-discretionarybonusesareincludedintheregularrate.Discretionarycompensation,expensereimbursements,andpayforunworkedtime(holiday,vacation,sickpay)doesnotneedtobeincludedwhencalculatingtheregularrate.C.ExemptStateandfederallawprovidesexemptionfromovertimepayforemployeesemployedasbonafideexecutive,administrative,professional,oroutsidesalesemployees.Toqualifyfortheexemption,employeesmustmeetcertaintestsregardingtheirjobdutiesandbepaidonasalarybasis.Jobtitlesdonotdetermineexemptstatus.Inorderforanexemptiontoapply,anemployee’sspecificjobdutiesandsalarymustmeetalloftherequirements.Payinganemployeeonasalarybasisrequiresthattheemployeereceiveapredeterminedamountofpayonaweeklybasis,regardlessofthequantityorqualityofthehoursworked.Currentlyfederallawrequiresthatemployeesmustbepaidinanamountequalto$455perweek($23,660peryear)inordertoqualifyforthemanagement,administrativeorprofessionalexemptions.Inadditiontothesalarybasisrequirements,exemptemployeesmustalsomeetdutiesrequirements.Stateandfederaldutiestestsdifferslightlyandemployersmustcomplywithboth.Thethreemostcommonlyappliedexemptionsaretheexecutive,administrative,andprofessionalexemption.SeeChartAonthenextpage.
MinimumWagesAroundWashington(asofJanuary2017)
SeaTac:Certainemployersinthehospitalityandtransportationindustriesmustpay$15.34/hour.
Seattlehasamulti-yearplanforincreasingtheminimumwageto$15perhour.Wageratesdependonanumberoffactors,includingthesizeoftheemployer.
Tacomaisgraduallyincreasingitsminimumwageto$12perhouroveratwo-yearperiod.
EmploymentLaw 25
Stateandfederallawalsoprovideexemptionsforcertainothercategoriesofemployees.Employersshouldconsultwithlegalcounselwhenmakingadecisionwhethertoclassifyanemployeeasexemptfromovertime.Employersarenotrequiredtopayemployeesahigherrateofpaytoworkonholidaysorweekends.Employersarenotrequiredtopayemployeesseverancepay.
CHARTA:COMMONEXEMPTIONS
Executiveexemption
Administrativeexemption
Professionalexemption
Anemployeemust: Anemployee’sprimarydutymust: Anemployeequalifiesiftheemployee:
q Havetheprimarydutyofmanagingtheenterpriseinwhichtheemployeeisemployedorofacustomarilyrecognizeddepartmentorsubdivision.
q Customarilyorregularlydirecttheworkoftwoormorefulltimeemployeesortheirequivalent;and
q Havetheauthoritytohire,fire,promote,ordemoteotheremployeesofhaveparticularweightgiventosuggestionsandrecommendationsastosuchdecisions.
q Involveofficeornon-manualworkdirectlyrelatedtothemanagementorgeneralbusinessoperationsoftheemployeroritscustomers.Examplesprovidedintheregulationsincludeworkinareassuchasfinance,accounting,budgeting,auditing,qualitycontrol,purchasing,marketing,personnelmanagement,publicrelations,anddatabaseadministration;and
q Exercisediscretionandindependentjudgmentwithrespecttosignificantmatters.
q Hasaprimarydutyofperformingofficeornon-manualworkrequiringknowledgeofanadvancedtypeinafieldofscienceorlearningcustomarilyacquiredbyaprolongedcourseofspecializedintellectualinstruction,andwhosedutiesrequireconsistentexerciseofdiscretionandjudgment;or
q Hasaprimarydutyrequiringinvention,imagination,originality,ortalentinarecognizedfieldofartisticorcreativeendeavor.
2.HiringProcessA.At-WillEmploymentWashingtonStaterecognizesthedoctrineofat-willemployment.At-willemploymentmeansthatemployeescanquitwhenevertheywantandtheemployermayterminatethemwheneveritwants,providestherenocontractoragreementtothecontrary.Allemployeesareat-willemployeesunlesstheemployerhastakenaffirmativestepstochangethestatus.Themajorityofemployeesshouldbeemployedonanat-willbasistoprovidetheemployerwithflexibilityandtominimizecost.EmployersshouldhaveapolicyconfirmingAt-WillEmployment.SeeKeyDocumentsforasamplepolicy.
EmploymentLaw 26
B.EmploymentVerificationEmployersmusthaveallemployeeshiredonorafterNovember6,1986completeFormI-9.SeeKeyDocumentsforaBlankandCompletedForm.3.Non-employees:Interns,Volunteers,andIndependentContractorsA.UnpaidInternsThelawnarrowlylimitsanemployer’sabilitytouseunpaidinterns.TheUnitedStatesDepartmentofLaborlooksatsixcriteriaforevaluatingwhetheranunpaidinternsstatusisvalid:
1. Theinternship,eventhoughitincludesactualoperationofthefacilitiesoftheemployer,issimilartotrainingwhichwouldbegiveninaneducationalenvironment;
2. Theinternshipexperienceisforthebenefitoftheintern;3. Theinterndoesnotdisplaceregularemployees,butworksunderclose
supervisionofexistingstaff;4. Theemployerthatprovidesthetrainingderivesnoimmediateadvantagefrom
theactivitiesoftheinternandonoccasionitsoperationsmayactuallybeimpeded;
5. Theinternisnotnecessarilyentitledtoajobattheconclusionoftheinternship;and
6. Theemployerandtheinternunderstandthattheinternisnotentitledtowagesforthetimespentintheinternship.
B.VolunteersIndividualswhovolunteerordonatetheirservices,usuallyonapart-timebasis,forpublicservice,religiousorhumanitarianobjectives,notasemployeesandwithoutcontemplationofpay,arenotconsideredemployeesofthereligious,charitableorsimilarnon-profitorganizationsthatreceivetheirservice.Eachvolunteershouldsignadocumentconfirmingvolunteerstatus,includingacknowledgmentofnopay.C.IndependentContractorsAn“IndependentContractor”isapersonorbusinessthatperformsservicesforanorganizationunderacontractbetweenthem,withthetermsspelledoutsuchasduties,pay,theamountandtypeofwork,andothermatters.AnIndependentContractorpaystheirownSocialSecurity,taxes,anditnoteligibleforretirementorhealthbenefits.Individualworkershiredtoperformfunctionsessentialtoyourorganization’sprimarypurpose,whoworkfullorparttimeundertheemployer’scontrol,andwhodonot
EmploymentLaw 27
providesimilarservicesforotherorganizationsarenotlikelytoqualifyasindependentcontractors.TheU.S.DepartmentofLaborevaluatesindependentcontractorstatusbasedonthefollowingfactors:
1. Extenttowhichtheworker'sservicesareanintegralpartoftheemployer'sbusiness;
2. Permanencyoftherelationship;3. Amountoftheworker'sinvestmentinfacilitiesandequipment;4. Natureanddegreeofcontrolbytheprincipal;5. Worker'sopportunitiesforprofitandloss;and6. Levelofskillrequiredinperformingthejobandtheamountofinitiative,
judgment,orforesightinopenmarketcompetitionwithothersrequiredforthesuccessoftheclaimedindependententerprise.
Nosinglefactorisregardedasmoreimportantthananother.Misclassifyingemployeesasindependentcontractorscanexposeanemployertoliabilityforunpaidminimumwageandovertime,sickandvacationpay,workers’compensationpremiums,Federal,StateandLocalincometaxwithholdings,SocialSecurityandMedicarecontributions,unemployment,insurance,taxes,andbenefits.Theremaybepenaltiesunderstateandfederallawformisclassification.4.PayrollAnemployermustestablishregularlyscheduledpaydaysatleastonceamonth.Whenanemployeehasceasedworkingforanemployer,theemployermustpaythefinalwagesdueattheendoftheestablishedpayperiod.Paymentmustbemadebymidnightonthepayday.Ifpaychecksaremailed,theymustbepostmarkedonthepayday.Ifpaymentismadeusingdirectdeposit,fundsmustbeavailableontheestablishedpayday.5.Anti-DiscriminationLawsFederallawprohibitsemploymentdiscriminationbasedonthefollowingcoveredbases:race,color,creed,religion,sex(includingpregnancy-relateddiscrimination),nationalorigin,age,disability,geneticinformation,andmilitaryorveteranstatus.Washington’santi-discriminationlawsprotectthesamecharacteristicsasfederallawandalsoextendprotectionsbasedonveteranandmaritalstatus,sexualorientation,andpoliticalactivities.Federallaw(TitleVII)appliestoemployerswith15ormoreemployees.Washington’sLawAgainstDiscriminationappliestoemployeeswitheightormorepersons.
EmploymentLaw 28
KEYDOCUMENTS• Anti-discriminationPolicy/EqualEmploymentOpportunity(EEO)Policy• At-willPolicy• ConfidentialityPolicy• I-9Form:Blank• IndependentContractorchecklist(http://www.lni.wa.gov/IPUB/101-063-
000.pdf)• WhistleblowerPolicy
EmploymentLaw 29
ACTION
IfYes,Datesentorreviewed
No EmploymentLawChecklist
EQUALOPPORTUNITY Ourorganizationdoesnotdiscriminateinemploymentonthebasisofrace,age,
sex,disability,maritalstatus,nationaloriginorcreed,orsexualorientation.WORKERSCOMPENSATION OurOrganizationhasevaluatedwhetheritwishestoprovideworkerscompensation
coverageforvolunteers.Ifithaselectedtoprovidethiscoverage,ithastimelynotifiedtheDirectoroftheDepartmentofLaborandindustriesofitsintenttodosoandismakingtherequiredcontributions.
TYPESOFWORKERS OurOrganizationisconfidentthatithasproperlycategorizedvolunteers,
independentcontractors,employees,andinterns,andistreatingthemappropriatelyfortheircategory.
OurOrganizationisconfidentithasproperlyclassifiedemployeesaseitherexemptornonexempt,andistreatingthemappropriatelyfortheircategory.
ORGANIZATIONSWITHSTAFFLABORPRACTICE IfourOrganization’sstaffmembersworkovertimeorhaveunusualhours,weare
complyingwithwageandhourstandardsthatgovernovertime. OurOrganizationhasconsideredwhetheritshouldadoptwrittenpersonnel
policiesthatinclude,forexample,adescriptionofemployeebenefits,aprocessforhandlingaharassmentcomplaintorothergrievances,terminationprocedures,theprocessforperformancemanagementoremployeereviewsandotheremploymentpractices.
WORKELIGIBILITY OurOrganizationverifiesthatallemployeesareeligibletoworkintheUnited
StatesbyhavingallemployeescompleteformI-9whichtheorganizationretainsonfileforthreeyearsafterthedateofhireoroneyearafterthedateofterminationofemployment,whicheverislater.
FEDERALREQUIREMENTS OurOrganizationwithholdsfederalincomeandFICAtaxesfromemployees’
paychecks,depositsthesewithheldfunds,alongwiththeemployer’sshareorFICAtaxes,withtheIRSonaregularbasis,andfilesaForm941quarterlywiththeIRS.
OurOrganizationpreparesFormW-2foremployeesandForm1099foranyindependentcontractors.
STATEREQUIREMENTS OurOrganizationhasregisteredwiththeWashingtonStateDepartmentsof
LaborandIndustriesandEmploymentSecurity.OurorganizationmakesquarterlypaymentstoESDforunemploymentinsurance,andmakesquarterlypaymentstoL&Iforworkerscompensationinsurance.
IntellectualPropertyLaw 30
5.INTELLECTUALPROPERTYLAW
KNOWTherearefivekeyareasofIntellectualPropertyLawfornonprofittobeawareof:
1. IntellectualProperty(IP)Defined:IntellectualPropertyareassetsofanindividualorenterprisethatareintangible.TherearefourkindsofIP:Trademarks,Patents,Copyright,andTradeSecrets.
2. Ownership:KnowingwhoownstheIntellectualPropertyofthekeyelementsofyourorganizationisagoodplacetostartintheprocessofprotectingyourIPrights.
3. Respect:Justaswewantotherstohonorourrights,weneedtorespecttheintellectualpropertyrightsofothers.IntellectualPropertylitigationisexpensive.AdoptingapolicyofrespectingtheIntellectualPropertyrightsofothersinvolvessearchingtoseeifothershaveadoptedIPsimilartoyourspriortoyouradoption.
4. PrivacyPolicy:Thegeneralpublicwantstoknowhowyouaregoingtousetheinformationitgivesyou,particularlyifgatheredthroughawebsite.Aprivacypolicykeepswebcommunicationhonestbytellingvisitorswhatyouwilldowiththeirinformation.
5. Website&OnlineUsage:YouronlinepresenceopensthedoorforIntellectualPropertychallenges,bothinhowyouusetheinformationfromothersandhowothersmakeuseofyourinformation.
KNOWMORE1.IntellectualProperty(IP)DefinedUnlikerealpropertyorpersonal(material)property,IntellectualPropertyistheassetsofanindividualorenterprisethatareintangible.Intellectualpropertyistheownershipinterestapersonorcompanymayhaveincreationsofthemind.Intellectualpropertylawgrantsthecreatorofintellectualpropertyexclusiverightsforexploitingandbenefitingfromtheircreation.TherearefourmaintypesofIntellectualPropertyprotections:A. Trademarks:Protectswords,symbolsandother“marks”thatarecapableof
identifyingitsowner.Atrademarkisanameorsymbolorotherindicatorthatidentifiesyourenterprisetothepublic.Withcontinuoususe,rightscanlastforever.
IntellectualPropertyLaw 31
Trademarkrightsareacquiredbyusingthetrademark.Usethe™markinconnectionwithanunregisteredtrademarkandthe®toindicatearegisteredtrademark.Trademarksdonotcreatemonopolyrights.Theyareacquiredinconnectionwithparticulargoodsandservices.Forthisreason,therecouldbemorethanonepartywiththesamemarkfordifferent,unrelatedservices.Trademarksarealsonotallcreatedequally.Somearestrongerthanotherswithstrongerrightsattachingtoarbitraryormadeupwordsthantowordsthatarehighlysuggestiveofthegoodsorservicestheycoverorevendescriptiveofsuchgoodsorservices.Registration:RegistrationisavailableattheStateandFederallevel.(Note:yourcorporatenameregisteredwiththestateisnotthesameasatrademarkanddoesnotgiveyouproprietaryrightstoaname.)Federalregistrationisonlyavailableifthemarkisusedin“interstate”commerce.Theownerofafederallyregisteredmarkacquiresadditionalstatutoryrightsandenforcementsbythecourts.AFederalregistrationgrantsnationwiderightseventhoughthetrademarkmayonlybeusedinasfewastwostates.Corporatename:Yourcorporatenameisnotautomaticallyatrademark,butitcanbeatrademarkifyouregisterit.Thefirsttouseatrademarkinconnectionwithparticulargoodsand/orserviceshaspriorrights.Domainnames:Adomainnameisalsonotatrademark,thoughtheyarguablyserveanidentifyingfunction.Domainnamesarenotacquiredinthesamewayasatrademarknoraretreatedasatrademark.However,itispossiblethataportionofatrademarkmaybeincorporatedintoadomainnameandthedomainnameitselfmaybeusedorregisteredasatrademark.Use:Atrademarkshouldbeusedconsistentlythroughouttheorganization.Improperuseofatrademarkcouldleadtoerosionorweakeningofthemarkandsometimesloss.
B. Copyright:Protectsrightsintheexpressionofanideaor“artisticworks.”Oncethe
copyrighttermends,worksfalltothePublicDomainandmaybeusedbyanyone,butitissometimesdifficulttoconfirmwhatisinthePublicDomain.Copyrightholdershavetheexclusiverightstoreproduce,createderivativeworksbasedonthework,distributecopies,performordisplaythework.Therightsattachatthetimeofcreationbutinordertohavingstandingtosueincourt,theownerwillneedtoregistertheworkwiththeUSCopyrightOffice.Thesymbol©isusedinconnectionwithcopyrightedmaterial.
IntellectualPropertyLaw 32
Ifyourorganizationproducesmaterials,itownsthecopyrighttothosematerials.Itisagoodideatoobtainawrittenassignmentfromthoseindividualsinvolvedincreatingthematerialsifthereisanyuncertaintyregardingownership.Ifthematerialswillbemarketedorused,itisworthwhiletofiletoregisterthecopyrightinthenameoftheorganization.Thefeeisinexpensive,andtheCopyrightRegistrationCertificateisapowerfulattachmenttoaceaseanddesistlettershouldtheneedarise.
C. Patents:Protectsnew,non-obvioususefulinventions.Utilitypatentslast20years.
Patentsmustberegisteredforrightstoattach.Apatentattorneyshouldbeconsultedifyoubelieveyouhaveaninventionthatqualifiesforprotection.
D. TradeSecrets:A“TradeSecret”isinformationthatisconfidentialtothebusiness
andheldinsecret.ThereisnoregistrationprocessandTradeSecretsremainprotectedsolongastheinformationisheldinconfidence.IntellectualPropertycounselshouldbeconsultedregardingbestpracticestoensureinformationisprotectedasaTradeSecret.
2.OwnershipIntellectualPropertyisgenerallyownedbyitscreator.Ifcreatedbyanemployee,theworksaregenerallyassignedtotheemployereitherbylaworbycontractualagreement.Likeanyothercorporateassets,anonprofitshouldholditsIntellectualPropertyinitsownnameorthenameofsomeotherentityitfullycontrols.HoldingIPinthenameofanindividualputsthecompanyatriskthatthatindividualmightabscondwiththeIntellectualPropertyoruseitforhis/herownbenefit.Importantnote:ThoughnottechnicallyIntellectualProperty,yourdomainnameshouldalsoberetainedbyyourcorporation–inthenameofthecorporation.Donotallowawebmastertoregisterormaintainyourdomainname–itisacorporateasset.3.RespectItisimportanttorespecttheIntellectualPropertyrightsofothers.Beforeyouuseawordorsymbolinyourmarketingmaterialoronyourwebsite,searchforitonline.Someonewithasimilartrademarkcouldchallengeyouruse,evenifyouruseisnotconsideredtrademarkuse.Beforeadoptinganame,searchthenameon(1)theUnitedStatesPatentandTrademarkOfficewebsite,(2)thecorporatedatabasewiththeSecretaryofState’sOffice,and(3)theInternetingeneral.Whilethesesearcheswillnotprovidealegalanalysisofyourrights,theymayalertyoutosomepossibleissuesyoumayencounter.Requestingasearchbyatrademarkprofessionalwillgivethebestresults,buteventhen,commonlawrightsmaybemissed.Thecosttodefendunauthorizeduseatrademarkheldbysomeoneelseortocompensatetheownerforyourunauthorizedusecanbehigh.
IntellectualPropertyLaw 33
Ideally,anymaterialusedbytheorganizationonitswebsiteorotherwiseshouldbeoriginalmaterialcreatedbytheorganization.Othermaterialshouldonlybeusedwithpermissionoftheownerandcreditshouldbegiventotheowner.(SeeSection5belowonWebsite&OnlineUsage.)Justbecausea“work”isolderorthecreatorisdeceased,donotassumetheworkisinthePublicDomainandfreelyavailableforuse.Rightsmayberetainedbythecreator’sestate.4.PrivacyPolicyAwebsitethatcollectspersonalinformationshouldhaveaprivacypolicy.Aprivacypolicytellsyourwebsitevisitorswhatyouwilldowithinformationgatheredfromthem,howyouaregatheringthatinformation,andhowtheinformationwillbestored.Onceyouhaveapolicyinplace,besureyouadheretowhatisinyourprivacypolicyregardingcollection,storageanduseofinformation.Somespecialconsiderationsrelatedtoprivacypolicies:• Linkstoothersites:Ifyourwebsiteprovideslinkstowebsitesofothers,youmay
needtoincludethirdpartyprivacyrequirementsintoyourpolicy.• Usebychildren:Ifyourwebsitewillbeusedorvisitedbythoseundertheageof13,
therearespecificrequirementsundertheChildren’sOnlinePrivacyProtectionActof1998(COPPA).ThestateofCaliforniahasthe“CaliforniaOfficeofPrivacyProtection”withcertainPrivacyPolicyprovisionsthatapplytoanywebsitecollectingdatafromCaliforniaresidents.
• E-commerce:Ifyouoperateane-commercesite,therearecertainprovisionsyoushouldinclude.
SeeKeyDocumentsforsampleprivacypolicies.Donotjustcopyandpasteoneontoyourwebsite.Itmustfactuallystateyouractualpracticesitisagoodideatohavethefinalformreviewedbycounsel.5.Website&OnlineUsageYourwebsiteisyourorganization’sfrontdoortoyourcommunityandtheworldbeyond.Itcanbeeasilyviewed—andcontenteasilytaken—thusitisimportanttopayattentiontohowyouuseothers’contentandhowyouprotectyourowncontent.A.Useofnon-originalcontent
IntellectualPropertyLaw 34
Youshouldobtainpermissionforanynon-originalcontentusedonyourwebsiteandalwaysgivecredittotheowner.Whencreatingyourwebsite,rememberyoucannotclipinformationfromanotherwebsiteandposttoyourownwithoutriskinginfringingthatthirdpartycontent.Evenifyoupayforstockartorclipart,commercialusemaybeexcludedinthefineprintassociatedwithyourlicensetouse.Whiletherearesomeexceptionsforusebynon-profitsthatcouldqualifyas“fairuse”anexceptiontotherightsgranttotheCopyrightholderbytheCopyrightAct,usebyanonprofitcorporationisoftenconsideredcommercialuse.B.PhotoReleaseItisconsideredbestpracticestohaveasignedreleaseforanyphotographofapersonusedonyourwebsiteoranydescriptionorstoryassociatedwithaparticularindividual.Ifyoueverreceiveacomplaintfromsomeoneregardinguseofhis/herimageorlikeness,removeitimmediatelywithyourapology.C.TermsofUseIfyouacceptthirdpartypostsorcontent,considera“TermsofUse”pageinadditiontoaprivacypolicy.Itisagoodideatoincludeacopyrightnoticeatthebottomofthehomepage.Whilethisisnotalegalrequirement,itmightactasadeterrentagainstcopyingyoursiteandcontentcontainedthereon.Thenoticecanbeinmostanyformbutthegeneralformatisasfollows:©Name,date.Allrightsreserved.Itisalsoagoodideatoincludeatrademarkattributionlinesomewhereonthewebsite.Itcouldbeinthe“TermsofUse”pageoratthebottomofthehomepage.Youshouldlistunregisteredtrademarksas“___________isatrademarkofCompanyA.”Federallyregisteredtrademarksarelistedas“___________isaregisteredtrademarkofCompanyA.”Ifyouanticipateyourmarkswillbeusedbyothers,youmaywishtoconsiderincludingguidelinesforproper,acceptableusageofyourtrademarks.
KEYDOCUMENTS• PhotoReleases/StoryReleases• PrivacyPolicytemplate• Take-downRequest–DMCA• DisclaimerTemplate
IntellectualPropertyLaw 35
ACTION
IfYes,Datesentorreviewed
No IntellectualPropertyLawChecklistOWNERSHIP OurOrganizationhasproperlicensesorpermissiontouseallphotosandwritten
informationcreatedbyotherpersonsororganizations. OurOrganizationhasconsideredwhetheritshouldregisterorobtainother
protectionforanyofitsuniquelogos,designs,trademarks,orservices. WeareconfidentthatourOrganization’snamedoesnotinfringeontherights
ofanyotherorganization. OurOrganizationhasconsideredwhetheritwouldbeappropriatetolicenseany
writtenmaterials,photographs,recordings,art,policymanuals,seminarmaterials,etc,thatmaybeavailableforusebyothers.
Whencontractingwiththirdpartiestoperformservices,ourOrganizationusesanemploymentorindependentcontractoragreementthatassignsownershiptotheOrganizationofintellectualpropertycreatedbytheemployeeorcontractorwithinthescopeofhisorherworkfortheOrganization.
PRIVACYPOLICY OurOrganizationhasconsideredimplementingawrittenprivacypolicythat
describeshowtheOrganizationusesanddisclosespersonalinformation. Ifaprivacypolicyhasbeenadopted,theOrganizationperiodicallyconfirms
thatitisincompliancewiththecommitmentsitmakesinthatpolicy.WEBSITE IfourOrganizationoperatesawebsite,theOrganizationhaspostedwrittenterms
ofuseortermsofservicethatlimitstheOrganization’sliabilityanddisclaimswarranties.ThesetermsofserviceareprominentlylocatedontheOrganization’swebsite.
IfourOrganizationallowsthirdpartiestopostinformationontheOrganization’swebsite,theOrganizationhasimplementedaDigitalMillenniumCopyrightActcompliantnoticeandtakedownprovisionaspartofitstermsofuseortermsofservice.TheorganizationhasalsoregisteredanagentwiththeU.S.CopyrightOfficetoreceivenoticesofcopyrightinfringementundertheDMCA.
Resources 36
RESOURCES
GovernanceWashingtonStateBusinessandOccupationTax(B&OTax):http://dor.wa.gov/content/findtaxesandrates/bandotax/WashingtonSecretaryofStateNonprofitCorporations:http://www.sos.wa.gov/corps/nonprofitinformation.aspxWashingtonSecretaryofStateNonprofitCharity:http://www.sos.wa.gov/charities/Charitable-Organizations.aspxIRSForm1023andInstructionshttp://www.irs.gov/pub/irs-pdf/f1023.pdfIRSForm1023EZinformationhttp://www.irs.gov/uac/About-Form-1023EZUnitedWayofKingCountyGovernanceandManagementResources,http://www.uwkc.org/partner-with-us/nonprofits/governance/WashingtonStateGamblingCommissionhttp://www.wsgc.wa.gov/activities/fund-raising-events.aspxTax-exemptinformationhttp://leg.wa.gov/Senate/Committees/WM/documents/Publications/2006/NonprofitsMay2006.pdfRecordkeepinghttps://www.irs.gov/pub/irs-pdf/p4221pc.pdf
EmploymentLawWashingtonStateDepartmentofLabor&IndustriesIndependentContractinformationhttp://www.lni.wa.gov/FormPub/Detail.asp?DocID=2134CityofSeattleOfficeofLaborStandards–MinimumWage(Seattle)http://www.seattle.gov/laborstandards/minimum-wageDavisWrightTremainearticleonMinimumWage(Seattle)http://www.dwt.com/Seattle-Minimum-Wage-and-Wage-Theft-Ordinances-Take-Effect-April-1-2015-03-31-2015/IntellectualPropertyUnitedStatesPatentandTrademarkOfficehttp://www.uspto.gov
OtherResources501CommonsNonprofitLegalResourceshttp://www.501commons.org/resources/tools-and-best-practices/legal-resources
NationalCouncilofNonprofitsTools&Resourceshttps://www.councilofnonprofits.org/tools-resources
Resources 37
KEYDOCUMENTSREVIEW
1:STATEArticlesofIncorporation(sample)Bylaws(sample)ConflictofInterestandCertificationDocumentRetentionPolicyGiftAcceptancePolicyMinutes(sample)2:FEDERALForm1023Form990Form990EZForm990N3:FUNDRAISING&DONATIONSQuidProQuoLetter(thatmeetsFederalrequirements)ThankYouLetter(thatmeetsFederalrequirements)4:EMPLOYMENTAnti-discriminationPolicy/EqualEmploymentOpportunity(EEO)PolicyAt-willPolicyConfidentialityPolicyI-9Form:BlankIndependentContractorchecklist(http://www.lni.wa.gov/IPUB/101-063-000.pdf)WhistleblowerPolicy5:INTELLECTUALPROPERTYDisclaimerTemplatePhotoReleases/StoryReleasesPrivacyPolicytemplateTake-downRequest–DMCA