1. business and industrial
2. company
3. annual report

Florida State Employees
Charitable Campaign (FSECC)
Orientation Manual
July 31, 2013
Prepared by:
Statewide FSECC Fiscal Agent
Solix, Inc.
[email protected]
www.fsecc.com
855.464.5320
FSECC
Orientation
Manual
FOREWORD
Thank you for your involvement with the 2013 Florida State Employees' Charitable Campaign
(FSECC)! Your selection is indicative of your support and dedication to your state employees'
campaign and your personal dedication to accomplishment and success. The FSECC helps
many people in need. The key to making the campaign a success is state employees like you,
who lend their time, experience, and commitment for the benefit of those who are less fortunate.
To make your job easier, the statewide fiscal agent annually publishes the following guidelines
for conducting a successful FSEC Campaign. It is our hope that you find the information in the
2013 Orientation Manual to be helpful throughout the Campaign.
Once again, thank you for playing such a critical role in the 2013 FSECC. If you have any
questions, please don't hesitate to contact at Solix, Inc. (see contact information below).
FSECC Statewide Fiscal Agent: Solix Inc.
e-mail: [email protected]
phone: 855-464-5320
www.FSECC.com
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FSECC
Orientation
Manual
TABLE OF CONTENTS
1.0 WHAT IS FSECC? ................................................................................................................4
Campaign Policies ................................................................................................................4
2.0 FSEC CAMPAIGN CALENDAR ...........................................................................................5
3.0 ROLES AND RESPONSIBILITIES .......................................................................................6
Campaign Structure ..............................................................................................................6
Statewide Agency Coordinators ............................................................................................8
Agency Payroll Coordinators ...............................................................................................10
Local Agency Coordinators .................................................................................................11
Local Agency Volunteers (Recommended practice) ............................................................13
4.0 FSEC CAMPAIGN CONTACTS..........................................................................................15
Fiscal agent Contact Information .........................................................................................15
Statewide Agency Coordinators ..........................................................................................16
Agency payroll Coordinators ...............................................................................................17
2013 Statewide Steering Committee Members ....................................................................18
5.0 FSECC PLEDGE FORMS AND INSTRUCTIONS...............................................................19
6.0 2013 FSEC CAMPAIGN REPORT AND INSTRUCTIONS..................................................22
2013 FSEC Campaign Report Form ....................................................................................22
2013 FSECC Instructions for Campaign packets .................................................................23
Step 1: Collect pledges and funds ......................................................................................23
Step 2: Assemble the Campaign Report Packet .................................................................24
Step 3: Mail the Campaign Report Packet ..........................................................................27
7.0 FORMS NEEDED FOR USE OF STATE PROPERTY ........................................................28
8.0 FSEC CAMPAIGN LAW .....................................................................................................31
Section 110.181, Florida Statutes........................................................................................31
9.0 FSEC CAMPAIGN RULES EXCERPTS FROM CHAPTER 60L-39 FAC ...........................34
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FSECC
Orientation
Manual
1.0
WHAT IS FSECC?
The Florida State Employees' Charitable Campaign, known as the “FSEC Campaign” or
“FSECC”, is the only state-sanctioned charity drive among state employees in the workplace.
Each year, state employees, who play a key role in conducting the campaign, generously
contribute millions of dollars to their favorite charities through the FSECC. Until 1993, the
campaign was authorized by a Cabinet Resolution. The 1993 Florida Legislature, however,
authorized the campaign in Florida law, (Section 110.181, Florida Statutes), in order to address
concerns that the Cabinet Resolution provided insufficient authority to promulgate legally
binding rules for administering the campaign.
The FSEC Campaign is housed, for
administrative purposes, in the Department of Management Services (DMS), which provides
program oversight and policy guidance through Rule 60L-39, Florida Administrative Code. A
Statewide FSECC Steering Committee comprised of nine state employee representatives
assists DMS in an advisory role. DMS also contracts with a Fiscal Agent (Solix, Inc.) to oversee
various administrative and accounting duties.
The campaign was instituted to:
■
Provide state employees an opportunity to voluntarily contribute to the charity or charities of
their choice through an easy, payroll deduction process;
■
Allow participation by a diverse group of eligible charitable organizations that meet human or
environmental needs and range from local to international in their focus; and
■
Minimize the cost and disruption of fundraising caused by separate campaigns or drives in
the workplace.
CAMPAIG N POL ICIES
■
Giving is voluntary! No coercion will be tolerated.
■
Criteria for Organizations to be Admitted into the FSEC Campaign: The FSECC
Statewide Steering Committee ensures that an organization applying for inclusion:
Has as its principal mission: public health and welfare; education; environmental
restoration and conservation; civil and human rights or relief of human suffering and
poverty.
Is tax exempt under Section 501(c)(3) of the Internal Revenue Code and is properly
registered as a charitable organization with the Department of Agriculture & Consumer
Services, pursuant to Chapter 496, Solicitation of Contributions Act, Florida Statutes.
Provides services either locally or throughout the state or, if they are international
charities, have a well-defined program meeting basic human needs in an overseas area
with no duplication of existing programs.
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FSECC
Orientation
Manual
Shows sound financial/management performance, attested to by an annual audit
performed by an independent Certified Public Accountant.
Complies with all relevant non-discrimination guidelines as to program recipients, staff,
and Board of Directors.
Has reasonable fundraising and administrative costs (not exceeding 25%) and has
active on-going programs. (The Statewide Steering Committee may recommend
organizations with costs that have exceeded 25% in extraordinary circumstances.)
Does not engage in activities that contain an element that is more than incidentally
political, religious, professional, or fraternal in nature.
2.0
FSEC CAMPAIGN CALEND AR
ACTIVITY
DATES
IMPORTANT INFORMATION
September 3, 2013
Link to online pledging system
September 3 –
Kickoff meeting ideas available in the
Campaign toolkit located at
www.fsecc.com.
Campaign Begins
Access to Online
Pledging Available
Agencies Hold Kickoff
Meetings
September 20, 2013
Campaign Ends
Online Payroll Pledging
Ends
All Campaign Packets
Mailed to Solix
Payroll Coordinators
resolve bi-weekly payroll
load errors
Payroll Coordinators
resolve monthly payroll
load errors
November 1, 2013
Online Pledging System will not
accept pledges after 5:00 p.m. EST
November 4, 2013
Reference to instructions for this.
December 26, 2013 –
Reference to instructions for this.
January 6, 2013
January 3 – January 23,
2013
Reference to instructions for this.
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FSECC
Orientation
Manual
3.0
ROLES AND RESPONSIBI LITIES
CAMPAIG N ST RUCT URE
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FSECC
Orientation
Manual
ROLES O VERVIEW
Solicitation of an employee group is a team effort. The size and complexity of the agency will
determine the composition of the team. Generally, the levels of responsibility and roles are as
follows:
STATEWIDE STEERING COMMITTEE:
■
Monitor progress and turn in pledge forms to the
fiscal agent.
■
Reviews organizations to be admitted into the FSEC
Campaign.
■
■
Assume responsibility for
accounting of contributions.
Recommends to DMS the policies and guidelines of
the Campaign.
■
Schedule and ensure communication to employees
about any group meetings concerning the campaign.
■
Report progress periodically to Statewide Agency
Coordinator.
DEPARTMENT OF M ANAGEMENT SERVICES:
the
collection
and
■
Supervises and governs the Campaign statewide.
■
Promulgates rules.
LOCAL AGENCY VOLUNTEERS (LAV):
■
Issues Final Orders regarding admission of
organizations to the FSECC.
■
Report to the Local Agency Coordinator.
■
Conduct the campaign process within a division,
bureau, program office, etc. He/she has similar
responsibilities to the Local Agency Coordinator,
except that it is confined to the division, bureau, or
program office level.
■
Assist with planning the campaign and providing the
opportunity for employees to participate.
■
Contact each employee personally.
■
Encourage all pledges to be made using the new
online pledge system and provide guidance as
necessary.
■
Must be given access to and receive cooperation
from, all divisions of the agency.
Collect all pledges and contributions from
employees and turn in pledges to Local Agency
Coordinator weekly.
■
Schedule group meetings.
■
Appoint Local Agency Coordinators.
■
Thank contributors.
■
Monitor campaign progress and report periodically to
agency head and employees statewide.
AGENCY PAYROLL COORDINATORS (APC):
■
Attend and speak at key meetings.
■
■
AGENCY HEAD:
■
Endorses Campaign.
■
Appoints Statewide Agency Coordinator.
■
Ensures all internal activities are non-coercive and
comply with the statute and rules.
■
Recognizes and thanks employees.
STATEWIDE AGENCY COORDINATORS (SAC):
■
■
Appointed by Agency Head to fulfill the agency’s
responsibility for implementing the FSECC
statewide.
■
Ensure FSECC payroll deductions are properly
handled by monitoring automated pledge tool.
Ensure agency employees receive
communication/education and support when using
Nexus Giving automated pledging tool.
■
Research and correct exceptions as appropriate
after the automated payroll update process is
complete.
Monitor progress and, when applicable, turns in
pledge forms to the fiscal agent.
■
Review and monitor payroll pledge activity.
LOCAL AGENCY COORDINATORS (LAC):
FISCAL AGENT (FA):
■
■
Overall management and fiscal responsibility for the
statewide campaign.
■
Staff members available to help state employee
coordinators or volunteers in any way possible.
■
Produce toolkit materials to be used in the campaign
(i.e., brochures, pledge forms, etc.).
■
Work closely with the fiscal agent in the day-to-day
implementation of the FSECC within the local
office.
Assist with planning the campaign and providing the
opportunity for employees to participate.
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FSECC
Orientation
Manual
ST AT EWIDE AG ENCY COO RDINAT ORS
Statewide Agency Coordinators are appointed by the Agency Head to fulfill the agency’s
responsibility for implementing the FSECC statewide. Statewide Agency Coordinators serve as
the central point of contact representing the agency and are given access to resources and
cooperation from all divisions of the agency. They monitor campaign progress, communicate
special instructions or campaign updates to other agency coordinators and volunteers, ensure
pledge and payroll processing deadlines are adhered to, and interface with the fiscal agent on
requests for information or areas requiring special attention within the agency.
FSECC INTERACTION CHART
Statewide Agency Coordinator (SAC)
The primary responsibilities of the Statewide Agency Coordinator are to:
Develop a plan to implement and conduct the Florida State Employees' Charitable Campaign
(FSECC) in your agency statewide.
Meet with your agency head and significant management staff to discuss the plan and
campaign strategy.
PAGE | 8
FSECC
Orientation
Manual
Establish a network of local agency coordinators throughout the state, as determined by the
size and complexity of your agency.
Provide the list of your agency’s Local Agency Coordinators to:
Statewide Fiscal Agent, Solix, Inc.
e-mail: [email protected]
phone: (855) 464-5320
Serve as point person for your agency’s statewide campaign and payroll deductions, which will
be uploaded into the People First system.
Promote the campaign internally on a statewide basis through management meetings,
conference calls with local agency coordinators, instructions to field administrators and
supervisors, newsletters, memos, e-mail and website updates.
Monitor campaign quality and ensure deadlines for submission of deliverables is being
managed according to published schedules and quality controls.
Respond to inquiries and requests from the fiscal agent, managers, and employees.
Solicit feedback from your local agency coordinators regarding the conduct of the campaign.
Track your agency’s campaign progress and results, and provide periodic updates to your
executive management and employees statewide.
SPECIAL NOTES FOR STATEWIDE AGENCY COORDINATORS:
■
The Campaign window for employee pledging is September 3 to November 1.
■
All pledges will be submitted in the online pledging system at:
https://www.givingnexus.org/_fsecc2013
■
Employee giving through the campaign is voluntary. No coercion will be tolerated.
Coordinators and managers must ensure, however, that all employees are provided the
opportunity to participate through reasonable access to campaign materials, activities, and
fiscal agent briefings.
■
One common state-wide campaign brochure will be available online for all employees at
www.fsecc.com.
■
SAC’s will be provided a more detailed package of instructions by the fiscal agent.
PAGE | 9
FSECC
Orientation
Manual
AG ENCY PAYROLL COORD INAT ORS
Agency Payroll Coordinators are responsible for ensuring employee payroll deductions are
properly handled and employee pledge authorizations are put in employees HR file. Payroll
Coordinators will have access to payroll pledges in the pledge system to monitor pledge
deductions. Payroll Coordinators will handle manual entry of payroll deductions into payroll
processing systems for those pledges that can’t be processed during the automated payroll load
process (or according to agency guidelines). Payroll Coordinators will work with Agency
Coordinators to ensure all payroll deductions are processed according to schedule.
FSECC INTERACTION CHART
Agency Payroll Coordinator (APC)
The primary responsibilities of the Agency Payroll Coordinator are to:
1. Interface directly with the fiscal agent for all authorized payroll pledges and resolve
outstanding issues with the payroll system updates according to schedule.
Attend training on use of Giving Nexus to monitor agency payroll pledges and the procedures
associated with processing deductions.
Provide periodic updates to the Fiscal Agent and your agency’s Statewide Coordinator
regarding payroll processing, resolution of errors, and payroll data accuracy.
PAGE | 10
FSECC
Orientation
Manual
SPECIAL NOTES FOR AGENCY PAYROLL COORDINATORS:
■
Payroll Coordinators will be given special access to Giving Nexus to review and validate
payroll pledge information for employees within their agency.
■
Manual processing of mass load error reports must be completed from:

December 26, 2013 – January 6, 2014 (Bi-weekly)

January 3, 2014 – January 23, 2014 (Monthly)
LOCAL AG ENCY COO RDIN AT ORS
Local Agency Coordinators are responsible for the day-to-day implementation of the FSECC
within the local office and serve as the primary point of contact with the fiscal agent on
submission of pledge information and collection of one-time contributions. Local Agency
Coordinators work with other FSECC volunteers to schedule and ensure communication to
volunteers and employees on training and other campaign concerns. Local Area Coordinators
monitor campaign progress, ensure special events and pledge information is completed
properly, account for all one-time collection of funds, and proper reporting to the fiscal agent and
Statewide Agency Coordinator.
FSECC INTERACTION CHART
Local Agency Coordinator (LAC)
PAGE | 11
FSECC
Orientation
Manual
The primary responsibilities of the Local Agency Coordinator are to:
1. Select a team of local volunteers to assist you, each of whom will be responsible for
personal solicitation of individual employees within the agency, local office, or program area.
It is recommended that one solicitor per twenty (20) employees be sought. Local Agency
Coordinators who will receive program orientation and training will need to ensure all
volunteers are equally informed.
Attend Local Agency Coordinator Training and ensure all local volunteers are trained as well.
Interface directly with the fiscal agent for all pledge reporting and accounting activities
associated with the local campaign. Provide the fiscal agent with contact information and a
schedule of activities and planned events during the campaign season.
Coordinate orientation activities at your facility, and schedule and assure attendance of
employees at any group meetings. Ensure employees have access and understanding on how
the online pledging system will work and establish a local process for collecting and processing
one-time contributions in a timely manner.
Assume responsibility for the collection and accounting of contributions, and turn in pledges to
the fiscal agent according to published schedule. Provide periodic updates to your agency’s
Statewide Coordinator.
Provide the Statewide Agency Coordinator feedback on the conduct of the campaign and
suggestions or recommendations for enhancement of future campaigns.
SPECIAL NOTES FOR LOCAL AGENCY COORDINATORS:
■
Giving is voluntary. No coercion will be tolerated; however, the local coordinator and/or
managers must ensure that all employees are provided an opportunity to participate.
■
State employees should use the online pledging system
www.givingnexus.org/_fsecc2013/ to submit all pledges. All information regarding
charities can be found in the pledge system. Alternatively a brochure will be
published on the www.fsecc.com website for viewing and printing availability.
■
The campaign includes eight different umbrella charity groups plus independent unaffiliated
charities. All inducements to contribute are to be nonpartisan in nature.
■
For recognition of the FSECC, use of the FSECC logo is allowed and encourage.
Campaign marketing materials will be posted on the www.fsecc.com website for use in
local campaigns.
PAGE | 12
FSECC
Orientation
Manual
LOCAL AG ENCY VOLUNT EERS (RECOMMENDED PRACT IC E)
When practical, the Local Agency Coordinator should try to enlist Local Agency Volunteers to
provide team level coordination support for FSEC Campaign activities and turnover and pledge
and one-time contributions to the Local Agency Coordinator on a regular basis throughout the
campaign. Local Agency Volunteers host group meetings and events, provide information and
training for making pledges and collect one-time contributions. Local Agency Volunteers assist
with planning the campaign and providing opportunities for all employees to participate.
FSECC INTERACTION CHART
Local Agency Volunteers (LAV)
The primary responsibilities of the Local Agency Volunteers are to:
1. Assist with planning the local campaign and provide opportunities to all employees to
participate in the FSECC.
Encourage all pledges to be made using the new online pledge system and provide guidance as
necessary.
Coordinate orientation activities at your facility, and schedule group meetings to communicate
FSECC information and changes to the voluntary giving process. Ensure employees have
PAGE | 13
FSECC
Orientation
Manual
access and understanding on how the online pledging system will work and where to get
additional assistance.
Assume responsibility for the collection and accounting of contributions, and turn in pledges to
the Local Agency Coordinator weekly. Provide periodic updates to your agency’s Local Agency
Coordinator.
Provide feedback on the conduct of the campaign and suggestions or recommendations for
enhancement of future campaigns.
Thank employees for their contributions.
SPECIAL NOTES FOR LOCAL AGENCY VOLUNTEERS:
■
Giving is voluntary. No coercion will be tolerated; however, the local coordinator and/or
managers must ensure that all employees are provided an opportunity to participate.
■
State employees should use the online pledging system
www.givingnexus.org/_fsecc2013/ to submit all pledges. All information regarding
charities can be found in the pledge system. Alternatively a brochure will be
published on the www.fsecc.com website for viewing and printing availability.
■
The campaign includes eight different umbrella groups plus independent unaffiliated
agencies. All inducements to contribute are to be nonpartisan in nature.
■
For recognition of the FSECC, use of the FSECC logo is allowed and encourage.
Campaign marketing materials will be posted on the www.fsecc.com website for use in
local campaigns.
PAGE | 14
FSECC
Orientation
Manual
4.0
FSEC CAMPAIGN CONTAC TS
FISCAL AGENT CONT AC T INFORMAT ION
Solix Inc.
e-mail: [email protected]
phone: 855-464-5320
www.FSECC.com
PAGE | 15
FSECC
Orientation
Manual
ST AT EWIDE AG ENCY COO RDINAT ORS
State Agency
Agency
Abbrev.
Agency for Health Care Administration
Agency for Persons with Disabilities
Auditor General
Citrus
Department of Agriculture & Consumer
Services
Department of Business and Professional
Regulation
Department of Children and Families
Department of Corrections
Department of Economic Opportunity
Department of Education
Department of Elder Affairs
Department of Environmental Protection
Department of Financial Services
Department of Health
AHCA
APD
AG
CIT
DACS
Department of Juvenile Justice
Department of Legal Affairs
Department of Management Services
Department of Military Affairs
Department of Revenue
Department of State
Department of Transportation
Department of Veterans Affairs
Division of Administrative Hearings
Division of Emergency Management
Executive Office of the Governor
DJJ
DLA
DMS
DMA
REV
DOS
DOT
FDVA
DOAH
DEM
EOG
Florida Department of Law Enforcement
Florida Parole Commission
Florida School for the Deaf and the Blind
Florida Fish & Wildlife Conservation
Committee
Highway Safety & Motor Vehicles
Justice Administrative Commission
Lottery
Northwood Shared Resource Center
Legislature
Public Service Commission
Southwood Shared Resource Center
State Board of Administration
State Courts System
Statewide
Agency
Coordinator
Phone
Emilia Murphy
Vicki McCrary
Julia Ferrell
Lana Shulnes
Dexter Harris
Janella Johnson
Reginald Dixon
850-412-3603
850-921-3061
850-488-4983
863-537-3975
850-617-7700
850-717-4616
850.717.3026
850-245-7425
FDLE
FPC
FSDB
FWC
Erin Thoresen
Ann Howard
Nikki Brown
Damonica Rivas
Shannon Knowles
John Calhoun
Stephanie Iliff
Bonnie GaughanBailey
Steven Solomon
Sarah Nortelus
Rachel Lawley
Amber Harvey
Shannon Baker
Annette Ramsey
Ron Baker
Laura Slezak
Loretta Sloan
Mindy Dowling
Rachel Cone
Dianne Alborn
Ron Draa
Bonnie Davidson
Jamie Oliveira
Lisa Zullo
HSMV
JAC
LOT
NSRC
LEG
PSC
SSRC
SBA
SCS
Denise Wyche-Kenon
Jennifer Henderson
Becky Mueller
Pat Chandler
LaToya Burkes
Bev DeMello
Mecah Graham
Peggy Prophet
Pam Anderson
DBPR
DCF
DC
DEO
DOE
DEA
DEP
DFS
DOH
850-717-1800
Email
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
850-414-2353
850 245 2121
850-413-2014
850-245-4444
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
850-717-2705
850-414-3414
850-410-0804
904-827-8614
850-717-6133
850-245-6907
850-414-5222
727-518-3202 x 5610
850-488-9675 x 221
850-410-1268
850-717-9249
850-717-9249
850-410-7001
850-488-3417
904-827-2318
850-617-9512
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
850-617-3204
850-488-2415 x 293
850-487-7714
850-414-6764
850-717-0380
850-413-6107
850-414-0152
850-413-1264
850-487-7020
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
PAGE | 16
FSECC
Orientation
Manual
AG ENCY PAYROLL COORD INAT ORS
State Agency
Agency
Abbrev.
Payroll
Coordinator
Phone
Email
Agency for Health Care Administration
Agency for Persons with Disabilities
Auditor General
AHCA Ann Dawkins
APD Stella Harris
AG
Candace Ardley
850-412-3886
850-414-5488
850-717-0379
[email protected]
[email protected]
[email protected]
Citrus
Department of Agriculture & Consumer
Services
Department of Business and Professional
Regulation
Department of Children and Families
CIT
Lana Shulnes
DACS Sharron DeVaughn-Ash
863-537-3975
DBPR Tina Jarvis
850-717-1346
[email protected]
sharron.devaughnash@freshfromflorida.
com
[email protected]
DCF
Department
Department
Department
Department
Department
DC
DEO
DOE
DEA
DEP
850-717-4556
850-717-4558
850-717-3214
850-245-7179
850-245-0526
850-414-2182
850-245-2518
850-488-2415 x 293
850-487-7777 x 2387
850-414-6764
850-717-0379
850-413-6281
850-488-9399
850-717-0379
850 488-3714
Department of Financial Services
Department of Health
DFS
DOH
Department of Juvenile Justice
Department of Legal Affairs
DJJ
DLA
Department of Management Services
Department of Military Affairs
Department of Revenue
Department of State
Department of Transportation
Department of Veterans Affairs
Division of Administrative Hearings
Division of Emergency Management
Executive Office of the Governor
Florida Department of Law Enforcement
Florida Parole Commission
Florida School for the Deaf and the Blind
Florida Fish & Wildlife Conservation
Committee
Highway Safety & Motor Vehicles
Justice Administrative Commission
Lottery
Northwood Shared Resource Center
Legislature
Public Service Commission
Southwood Shared Resource Center
State Board of Administration
State Courts System
DMS
DMA
REV
DOS
DOT
FDVA
DOAH
DEM
EOG
FDLE
FPC
FSDB
FWC
Gretta Faulk
Sherron Gaines
Dolores Alcorn
Sharon Lampkin
Lori Lunkley
Shalottie Mosley
Paige Fenner
Ginger Daniels
Yvonne Williams
Gina Lowell
Val Jefferson
Steve Solomon
Jessica Rucks
Krystal Hill
LaQuanta Rosier
Linda Osborne
Shannon Baker
Dave Vermette
Patricia Akins
Barbara Fleischer
Lori Simmons
Gloria Cobb
Dana Calloway
Shaneka George
Bonnie Davidson
Janet Powell
Anna Yawn
HSMV
JAC
LOT
NSRC
LEG
PSC
SSRC
SBA
SCS
Jennifer Henderson
Maria Cicatello
Pat Chandler
Candace Ardley
Risa William
Dana Parker
Candace Ardley
Georgia Franklin
of Corrections
of Economic Opportunity
of Education
of Elder Affairs
of Environmental Protection
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
850-413-2033
[email protected]
850-245-4184
[email protected]
850-245-4178
[email protected]
850-717-2705
[email protected]
850-414-3404
[email protected]
850-414-3413
[email protected]
850 922-5394
[email protected]
[email protected]
850-717-6133
[email protected]
850-245-6580
[email protected]
850-414-5308
[email protected]
727-518-3202 x 5615 [email protected]
850-488-9675 x122
[email protected]
850-922-1725
[email protected]
850-717-9210
[email protected]
850-410 -7925
[email protected]
850-488-3417
[email protected]
904-827-2323
[email protected]
850-617-9435
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
PAGE | 17
FSECC
Orientation
Manual
2013 ST AT EWIDE ST EERING C O MMITT EE MEMBERS
Sharon Larson, Chair
Erin Thoresen
Department of Management Services
Department of Children and Families
(appointed by Secretary of DMS)
(appointed by Secretary of DMS)
Gwen Worlds
Dexter Harris
Department of Agriculture
Department of Agriculture
& Consumer Services
& Consumer Services
(appointed by Agriculture
Commissioner)
(appointed by Agriculture Commissioner)
Steve Rumph
Linh Trang
Attorney General’s Office
Attorney General’s Office
(appointed by Attorney General)
(appointed by Attorney General)
Robert Tornillo
Vacant
Department of Financial Services
(appointed by Chief Financial Officer)
(appointed by Chief Financial Officer)
Mark Helms
Executive Office of the Governor
(appointed by the Governor)
PAGE | 18
FSECC
Orientation
Manual
5.0
FSECC PLEDGE FORMS AND INSTRUCTIO NS
The form for processing paper pledges has changed for the 2013-14 FSECC campaign season.
The following is an illustration of the form that will be used for any paper pledge. Please note
that since we are moving to an online pledging system, all employees are to be encouraged to
submit pledges online. If an employee does not have access to computers during normal
business hours or via a personal computer from their homes, then submission of a paper form is
acceptable but must be mailed to the Fiscal Agent no later than November 4, 2013.
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INSTRUCTIONS FOR COMPLETING THE PAPER PLEDGE FORM
A. AGENCY/EMPLOYEE INFORMATION: Enter the Agency name and employee contact
information in the designated fields at the top of the page.
People First Login ID: This is the 6-digit number that employees use to enter the
People First system. It is important that the People First Login ID is correct because it is
critical for the proper handling of payroll deductions. If the employee does not have a
People First Login ID or does not know what it is, the employee should contact their
Human Resources department.
B. ONE TIME CASH OR CHECK OPTION: Employees who prefer not to authorize payroll
deductions have the option of giving by cash or check. In these cases, employees must
also complete a pledge form. The minimum cash or check donation is $5.00. All checks
should be made payable to the “FSECC”.
C. PAYROLL DEDUCTION OPTION: All employees, including OPS employees, have the
option of having their contributions pro-rated by pay period and deducted from their
paycheck throughout the next calendar year. Deductions will automatically stop when the
calendar year is over. This option helps employees manage gift giving within their budget.
Minimum Payroll Deduction Amount: In order to keep administrative costs down, the
minimum payroll deduction amount per pay period is $2.00 for employees who are paid
monthly and $1.00 for employees who are paid bi-weekly.
For Florida School of the Deaf and the Blind (FSDB): Since the FSDB has varying
pay periods, FSDB employees need to enter their desired contribution amount per pay
period, enter the number of pay periods per year and the Total Annual Pledge (amount
per pay period times number of pay periods per year). In order to keep administrative
costs down, the minimum payroll deduction amount per pay period is $1.00.
D.
DESIGNATION(S) REQUIRED: All employees are required by law to designate their
contributions to one or more FSECC participating charity. The pledge form has space for
up to four separate charity designations. The minimum annual designation is $5.00 per
charitable organization to help keep processing costs below the amount the charity was
intended to receive.
E.
CHARITY CODE(S)/NAME: The FSECC brochure located at www.fsecc.com has
information about each eligible charity and its corresponding charity code. Employee
contributions, less the proportionate cost of running the campaign, are sent to the charities
that the employees have designated through these codes. If you need a hard copy of the
campaign brochure, ask your agency’s FSECC coordinator for assistance.
F.
PAYROLL DEDUCTION AUTHORIZATION: To authorize a recurring payroll deduction,
employees must complete the Payroll Authorization section of the form by entering their
signature and date.
G.
WHERE TO SEND THE PLEDGE FORM: After completing the pledge form the employee
must provide the completed pledge form and cash or checks (if applicable) to the
employee’s Local Agency Coordinator.
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Notes for Local Agency Coordinators:

Encourage use of the online system for pledging. All participating employees are
expected to enter their pledges via the online pledge system at
https://www.givingnexus.org/_fsecc2013/ unless not reasonably feasible.

If a paper pledge form is necessary:
o
Employees must complete a separate pledge form for every payment option they
select.
o
Make a copy for the employee for his/her records, if requested
o
Follow all instructions and deadlines for submitting the form to the Fiscal Agent.
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6.0
2013 FSEC CAMPAIGN REPORT AND INSTRUCTIO NS
2013 FSEC CAMPAIGN R EPORT FORM
The FSEC Campaign Report for 2013 has been updated. A blank copy of this form and
instructions will be available at www.fsecc.com in the Toolkit section.
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2013 FSECC INST RUCT IONS FOR CAMPAIGN PACKET S
IMPORTANT: Because there is an online pledging system (GivingNexus) in place
this year, paper pledge forms should be used only in situations where internet
access is not available.
Special Events should encourage participation with
receipt of an online pledge.
There are 3 steps to submitting a Campaign Report Packet:
1. Collect pledges and funds
2. Assemble the packet
3. Mail the packet to Solix
ST EP 1: COLLECT PLEDGES AND F UNDS
While your local campaign is going on, you should collect all one-time cash/check online
contributions along with the corresponding pledge receipt from GivingNexus (see example
below), as well as any special event proceeds and charity designations. The only payroll
pledges you will need to handle are those submitted on paper due to internet access not being
available. There is no need to collect receipts for online payroll pledges.
Example GivingNexus Pledge Receipt
Employees are directed in GivingNexus to print a copy of their pledge form and submit this
receipt along with corresponding funds to their Local Agency Coordinator. Acceptable receipts
can either be a copy of the email pledge receipt or an online print receipt as long as it includes
the core pledge information shown above.
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ST EP 2: ASSEMBLE T HE CAMPAIG N REPO RT PACKET
Solix will accept Campaign Report Packets at any time during the campaign, and you may send
in as many as you need. We recommend that you send paper payroll and cash/check packets
at least monthly and special event packets immediately after the event is held. Holding on to
checks/cash for extended periods of time is discouraged. Regardless of how frequently you
send your packets, all Campaign Report Packets for the 2013 Fall campaign season must be
sent to the address indicated below by November 4th.
Each Campaign Report Packet should contain:
A. 2013 FSEC Campaign Report Form (required)
B. GivingNexus Pledge Receipt for One-Time Contributions, Paper Pledge Forms or Special
Event Designation Forms
C. Checks and “FSECC Itemized Deposit List” (if applicable)
D. Cash deposit receipt and “FSECC Itemized Deposit List” OR cash conversion check. DO NOT
MAIL CASH.
A) 2013 FSEC Campaign Report Form (required)
The main purpose of the 2013 FSEC Campaign Report Form is to summarize the campaign materials
you are submitting in the packet and it serves as a safeguard to ensure that all pledges and
donations are properly accounted for. The Campaign Report Form is not cumulative. It should
match the rest of the contents being submitted every time you turn in a packet.
For each Campaign Report Packet we receive we will use the contact information provided to send
confirmation that the packet has been received or address any questions about the packet
materials. Before enclosing the Campaign Report Form into your packet, make a copy for your own
records.
B) GivingNexus Pledge Receipt for One-Time contributions, Paper Pledge Forms or Special Event
Designation Forms
Since all pledges must be fully designated, every employee contribution submitted in a Campaign
Report Form should have either a supporting GivingNexus pledge receipt from an online pledge, or a
paper pledge form completed by the employee.
Payroll Pledge Notes:
 You do not need to include online pledge receipts from GivingNexus for payroll contributions.
 Only include paper payroll pledges for employees unable to use GivingNexus to submit pledges.
 Due to form and process changes in 2013, there is no need to separate payroll pledge forms.
The entire form should be sent to Solix in your campaign report packet.
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C) Checks and “FSECC Itemized Deposit List” (if applicable)
Checks for one-time contributions and fundraising events should be included in the packet. If you
are making direct deposits at a Wells Fargo Branch, you must also include an “FSECC Itemized
Deposit List”. (See example of Wells Fargo Deposit Slip and FSECC Itemized Deposit List below.)
IMPORTANT: For any GivingNexus pledge receipt/paper pledge form that may be
accompanied by a check, please write the:
1) Check number on the top right corner of the pledge receipt in the format: “Check # _____”.
2) Pledge number in the memo line of the check in the format: “Pledge # _____”.
Written check numbers on forms help us ensure all checks have been received. Regardless of which
forms are used (GivingNexus pledge receipts and/or paper pledge forms) the total value of those
pledges should be entered on the Campaign Report Form.
D) Cash deposit receipt and “FSECC Itemized Deposit List” OR cash conversion check.
DO NOT MAIL CASH.
If you receive cash from a donor, you have two options:
1) Convert the cash to a check made out to “FSECC” and enclose in the Campaign Report Packet.
2) Deposit the cash in the FSECC account that has been set up at Wells Fargo Bank and enclose the
deposit receipt along with the “FSECC Itemized Deposit List” in the Campaign Report Packet.
See Wells Fargo Deposit Instructions below.
IMPORTANT: For any GivingNexus pledge receipt/paper pledge form that may be
accompanied by cash, please write:
1) Date the cash was received on the top right corner of the pledge receipt in the format:
“Date Received: _____”.
2) Your initials next to the date.
When summarizing the cash donations, please indicate whether or not you are enclosing a deposit
receipt or a consolidated check in lieu of actual cash. For any cash conversion check that is included,
indicate the check # specific to those cash donations as indicated on the campaign report form in
the space provided within “Cash Donations”. (Do not add to the check donation line.) It is
acceptable to use a personal check as a cash conversion check, so long as the person writing the
check understands that he/she is responsible for those funds in the event of a check returned from
the bank for insufficient funds.
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Wells Fargo Deposit Instructions
You can make a campaign deposit at any Wells Fargo branch. A branch locator can be found at
https://www.wellsfargo.com/locator/#fl. An example completed deposit slip is shown below. Please
make sure you receive a deposit receipt from the bank. The FSECC account number to be used for
deposits is: 4945701084
Example Wells Fargo Deposit Form:
If you have made a direct deposit into the FSECC account at a local Wells Fargo Bank, submit
the deposit receipt you received from the bank, along with an “FSECC Itemized Deposit List” of
the pledges that make up the deposit (including pledge number and amount). A template form
is available in the coordinator toolkit at www.fsecc.com. Indicate that a deposit receipt has been
enclosed on the Campaign Report Form.
Example FSECC Itemized Deposit List Form:
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IMPORTANT: For any deposit receipts included, please clip together the deposit receipt,
itemized list (including pledge number and amount) totaling to deposit amount, and individual
pledge receipts totaling deposit amount. If multiple deposit receipts are included, there must be
a separate itemized list and group of pledge receipts for each deposit receipt.
ST EP 3: MAIL T HE CAMPAIGN REPORT PACKET
Make sure that the GivingNexus pledge receipt forms, paper pledge forms, Special Event designation
forms, and corresponding checks and deposit receipts match the summary information provided on
the Campaign Report Form.
In order for the processing center to confirm that all Campaign Report Forms are received, please
scan and email a copy of your Campaign Report Form to: [email protected] OR Fax a
copy to 816.347.0325, ATTN: FSECC Processing.
Properly seal the contents of your report in an appropriate size envelope and mail it via First Class
Mail to:
Solix, Inc.
FSECC Processing
400 SW Longview Blvd, Suite 290
Lee’s Summit, MO 64081
IMPORTANT: Your final Campaign Report Packet should be mailed NOT LATER THAN
NOVEMBER 4, 2013.
If you have any questions on how to prepare your packet or complete the Campaign Report Form,
please contact Jennifer Wuebker by phone at 816.347.9449 or by email at:
[email protected]
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7.0
FORMS NEEDED FOR USE OF STATE PROPERTY
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ASSUMPTION OF RISK AND RELEASE OF LIABILITY
I, _____________________, have elected to participate in an activity outside of the scope of
normal business (PROGRAM) sponsored by the Department of _______________
(Department). In consideration for my access and use of facilities occupied by the
Department and under the management of the Department of Management Services (DMS)
for the State of Florida, I hereby execute this Release fully releasing and discharging the
State, including the Department and DMS, and its employees, Volunteers, and agents
(herein-after collectively referred to as “State”) on behalf of myself and my children, parents,
assigns, heirs, personal representatives, and estate as follows:
1.
I fully understand and appreciate the dangers, hazards, and risks inherent to physical activity,
and that exercise may be a risk to physical health and safety. I further understand that it is
the Department’s recommendation that I consult a physician prior to using any equipment on
the premises, engaging in any exercise programs or activity, or undertaking any food or diet
program, whether or not such program is recommended by the Department. I understand
that neither the Department nor the advice of any employee of the Department is a substitute
for medical advice, and the Department does not in any way endorse or control the content or
conduct of exercise instruction or instructors that may take place within the facility. I
acknowledge that I have had the prior opportunity to, and have, consulted a physician before
using this facility.
2.
I expressly agree that participation in the Program is an acceptance and assumption of all
risks associated with using this facility, including but not limited to damage, injury or loss of
personal property and damage, injury or loss to my person. I acknowledge and affirm that my
use of the facility is purely and completely voluntary and not within the scope of any
employment with the State or any entity conducting business with the State, if any such
employment exists while this Release is in effect. I elect to participate with full and complete
knowledge and willingness to assume any and all attendant risks. I further agree to exercise
reasonable care and conduct during my use of the facility, and agree not to wear or use or do
anything that poses or may pose a hazard to myself, others present, or the facility itself.
3.
I hereby voluntarily release, forever discharge, indemnify and hold harmless the State from
any and all claims, demands, or causes of action, which are in anyway associated with my
use of the State’s equipment or facility, excepting such claims which allege damage, injury or
loss to property or person that is directly due to the negligence of the Department.
4.
I recognize and agree that my access and use of the facility for the prescribed purpose shall
not create, or be construed to create, any special relationship between myself and the State
or otherwise extend, elevate, or enlarge the State’s obligations to me beyond the minimum
legal duty required or applicable under Florida law.
5.
Should the State, or anyone acting on its behalf, be required to incur attorney fees and costs
to enforce this Release, I further agree to indemnify the State for all such fees and costs.
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6.
I certify that I have adequate insurance to cover any injury or damage I may cause or suffer
while using the facility, or else I agree to bear the costs of such injury or damage myself. I
further certify that I have no medical or physical conditions which could interfere with or
adversely affect my use of this facility, or else I am willing to assume and bear the costs of all
risks that may be created, directly or indirectly, by any such condition.
7.
I understand that if any provision of this Release is held to be invalid, such invalidity will not
affect other provisions of the Release, which shall be given effect with or without the invalid
provisions, and to this end the provisions of this Release are meant to be severable.
8.
I represent that I am 18 years of age or older and legally capable of entering into and being
fully bound by this Release. Under 18 years of age must sign on behalf of the minor by
parent or guardian.
By signing this document, I acknowledge that if anyone is hurt or property is lost or
damaged during my use of the State’s facility, I may be found by a court of law to have
waived my right to maintain a lawsuit against the State on the basis of any claim from
which I have released them herein.
I HAVE HAD SUFFICIENT OPPORTUNITY TO READ THIS ENTIRE DOCUMENT. I HAVE
READ AND UNDERSTOOD IT, AND I AGREE TO BE BOUND BY ITS TERMS.
Name of participant ___________________________ Date of Birth ___/___/___
Phone ( ____ ) ____ - _____
Signature: ___________________________________ Date ___/___/___
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8.0
FSEC CAMPAIGN LAW
SECT ION 110.181, FLO RIDA ST AT UTES
Title X
Chapter 110
PUBLIC OFFICERS, EMPLOYEES, AND RECORDS
STATE EMPLOYMENT
110.181 Florida State Employees’ Charitable Campaign.—
(1) CREATION AND ORGANIZATION OF CAMPAIGN.—
(a) The Department of Management Services shall establish and maintain, in coordination with the
payroll system of the Department of Financial Services, an annual Florida State Employees’
Charitable Campaign. Except as provided in subsection (5), this annual fundraising drive is the only
authorized charitable fundraising drive directed toward state employees within work areas during
work hours, and for which the state will provide payroll deduction.
(b) State officers’ and employees’ contributions toward the Florida State Employees’ Charitable
Campaign must be entirely voluntary. State officers and employees must designate a charitable
organization to receive such contributions.
(c) Participation in the annual Florida State Employees’ Charitable Campaign must be limited to
any nonprofit charitable organization which has as its principal mission:
1. Public health and welfare;
2. Education;
3. Environmental restoration and conservation;
4. Civil and human rights; or
5. Any nonprofit charitable organization engaged in the relief of human suffering and poverty.
(d) An independent unaffiliated agency must be a statewide entity whose programs provide
substantial, direct, hands-on services that meet basic human or environmental needs and extend
throughout the year and throughout the state.
(e) An international service agency must have well-defined programs that meet basic human or
environmental needs outside the United States with no duplication of existing programs.
(f) A national agency must demonstrate, through a well-defined program, direct services meeting
basic human or environmental needs which are readily available, being administered, or providing
a substantial direct benefit to the residents of this state.
(g) Any nonprofit charitable organization participating in the Florida State Employees’ Charitable
Campaign must have its financial records audited annually by an independent public accountant
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whose examination conforms to generally accepted accounting principles.
(h) Organizations ineligible to participate in the Florida State Employees’ Charitable Campaign
include, but are not limited to, the following:
1. Organizations whose fundraising and administrative expenses exceed 25 percent, unless
extraordinary circumstances can be demonstrated.
2. Organizations whose activities contain an element that is more than incidentally political in
nature or whose activities are primarily political, religious, professional, or fraternal in nature.
3. Organizations which discriminate against any individual or group on account of race, color,
religion, sex, national origin, age, handicap, or political affiliation.
4. Organizations not properly registered as a charitable organization as required by the
Solicitation of Contributions Act, ss. 496.401-496.424.
5. Organizations which have not received tax-exempt status under s. 501(c)(3), Internal Revenue
Code.
(2) SELECTION OF FISCAL AGENTS; COST.—
(a) The Department of Management Services shall select through the competitive procurement
process a fiscal agent or agents to receive, account for, and distribute charitable contributions
among participating charitable organizations.
(b) The fiscal agent shall withhold the reasonable costs for conducting the campaign and for
accounting and distribution to the participating organizations and shall reimburse the department
the actual cost for coordinating the campaign in accordance with the rules of the department. In
any fiscal year in which the Legislature specifically appropriates to the department its total costs
for coordinating the campaign from the General Revenue Fund, the fiscal agent is not required to
reimburse such costs to the department under this subsection. Otherwise, reimbursement will be
the difference between actual costs and the amount appropriated.
(c) The fiscal agent shall furnish the department and participating charitable organizations a
report of the accounting and distribution activities. Records relating to these activities shall be
open for inspection upon reasonable notice and request.
(d) A local steering committee shall be established in each fiscal agent area to assist in conducting
the campaign. The committee shall be composed of state employees selected by the fiscal agent
from among recommendations provided by interested participating organizations, if any, and
approved by the Statewide Steering Committee.
(3) RULEMAKING AUTHORITY; ADMINISTRATIVE REVIEW.—
(a) In accordance with the recommendations of the steering committee, the department shall
adopt rules relating to the time and manner for charitable organizations’ participation in the
campaign, selection and responsibilities of the fiscal agent, determination of eligible expenses, and
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such other rules as may be necessary to administer the campaign.
(b) Department action which adversely affects the substantial interests of a party may be subject
to a hearing. The proceeding shall be conducted in accordance with chapter 120, except that the
time limits set forth in s. 496.405(7) shall prevail to the extent of any conflict.
(4) FLORIDA STATE EMPLOYEES’ CHARITABLE CAMPAIGN STEERING COMMITTEE.—A Florida State
Employees’ Charitable Campaign steering committee shall be established with seven members
appointed by members of the administration commission, and two members appointed by the
secretary of the department from among applications submitted from other agencies or
departments. The committee, whose members shall serve staggered terms, shall meet at the call
of the secretary. Members shall serve without compensation, but shall be entitled to receive
reimbursement for travel and per diem expenses as provided in s. 112.061.
(5) PARTICIPATION OF STATE UNIVERSITIES.—Each university may elect to participate in the Florida
State Employees’ Charitable Campaign, upon timely notice to the department. Each university may
also conduct annual charitable fundraising drives for employees under the authority granted in s.
1001.706.
History.—s. 1, ch. 93-56; s. 7, ch. 99-399; s. 891, ch. 2002-387; s. 120, ch. 2003-261; s. 1, ch. 2006-221; s. 6, ch.
2007-217; s. 1, ch. 2010-78; s. 1, ch. 2012-141; s. 9, ch. 2012-215.
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FSEC CAMPAIGN RULES EXCERPTS FROM CHAPTE R
60L-39 FAC
RULES OF THE
DEPARTMENT OF MANAGEMENT SERVICES
CHAPTER 60L-39
FLORIDA STATE EMPLOYEES' CHARITABLE CAMPAIGN
60L-39.001 Scope and Purpose.
In order to provide a means by which employees may voluntarily engage in charitable giving,
the State of Florida has an interest in establishing a consolidated charitable campaign with
minimal workplace disruption and administrative costs. To that end, this chapter sets forth the
rules governing the Florida State Employees’ Charitable Campaign (FSECC or “the Campaign”)
in accordance with Section 110.181, F.S.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-1-02,
Amended 1-23-07, 5-16-10.
60L-39.0015 Definitions.
(1) The following definitions apply to this rule chapter:
(a) Activities. For purposes of applying Section 110.181(1)(h)2., F.S., this term means the
actions of the charitable organization in providing services through its charitable work. This term
does not refer to internal structure or membership of the charitable organization.
(b) Campaign. The Florida State Employees’ Charitable Campaign, as set forth in Section
110.181, F.S., and Rule Chapter 60L-39, F.A.C.
(c) Campaign Brochure. The compiled listings and descriptions of all approved charitable
organizations to which employees may contribute.
(d) Campaign Cycle. A time period that begins with the March 1 Form DMS-ADM-100 (rev.
02/13) application deadline for participation in a given fundraising drive and concludes at the
end of the following calendar year after all payroll deductions have been collected and
distributed for that drive.
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(e) Charitable Organization. A non-profit entity as defined in Section 496.404(1), F.S., that is
properly registered as a charitable organization pursuant to Section 496.405, F.S., or an entity
that is the umbrella group for such entities. Rev. 2-17-13
(f) Completed Application. A Form DMS-ADM-100 (rev. 02/13) Application for Participation, on
which charitable organizations have provided the requested information for every applicable
question and data field, including the required supporting documentation.
(g) Designated Funds. Monies contributed by employees in the form of cash, checks, or
recurring payroll deductions that, pursuant to Section 110.181(1)(b), F.S., are designated to
specific charitable organizations from among the list of charitable organizations approved for
participation in the campaign.
(h) Fiscal Agent. An entity selected by the Department through the competitive procurement
process and placed under contract to administer the receipt of, accounting for and distribution of
the charitable contributions to the participating charitable organizations and to perform other
appropriate administrative services as negotiated through contract.
(i) Fiscal Agent Area. A geographic region of the state defined by the Department for
administrative convenience in managing the contracted services provided by the fiscal agent.
(j) Fraternal. Relating or belonging to a fraternity or an association of persons formed for mutual
aid and benefit, but not for profit.
(k) Incidentally. Of a minor or subordinate nature to a charitable organization’s charitable
activities.
(l) Independent Unaffiliated Agency. A charitable organization which is not an umbrella group
or a member of any umbrella group.
(m) International Service Agency. A charitable organization with any programs outside the
United States.
(n) National Agency. An umbrella group or an affiliated member of an umbrella group serving
basic human or environmental needs inside the United States. This definition excludes any
charitable organization that is a member or affiliate of the United Way of Florida, Inc.
(o) Political. Relating to a national or state political party or any organization, explicitly calling
for or attempting to influence the election or defeat of a particular candidate or issue within a
specific election or relating to an organization engaged in lobbying as defined in Section
11.045(1)(f), F.S.
(p) Primarily. Chiefly, principally or mainly as it relates to the activities of the charitable
organization and not its internal structure or membership.
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(q) Professional. Relating to an occupation requiring considerable training and specialized
study which is subject to an association, the purpose of which is to promote a common business
interest and to improve business conditions in one or more lines of business, e.g., law, medicine
or engineering, not to engage in a regular business of a kind ordinarily carried on for profit.
(r) Religious. Relating to religion as practiced by any church, ecclesiastical or denominational
organization with an established physical place where religious worship is regularly conducted.
(s) Statewide Steering Committee. The Steering Committee established in Section
110.181(4), F.S. Rev. 2-17-13
(t) Umbrella Group. An entity that is a federated fundraising organization as defined in Section
496.404(10), F.S.
(2) All other terms shall have their commonly understood meaning.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-23-07,
Amended 5-16-10, 2-17-13.
60L-39.002 General Requirements.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-6-02,
Amended 1-9-05, 1-23-07, Repealed 5-16-10.
60L-39.003 Statewide Steering Committee.
(1) The members of the Statewide Steering Committee shall serve staggered four-year terms.
(2) To facilitate effective and efficient departmental oversight and maintenance of the
campaign, the Secretary shall designate one of the Department’s appointees to serve as the
chairperson of the committee. The Chairperson may call meetings of the Statewide Steering
Committee on behalf of the Secretary, coordinate meeting agendas and preside over the
meetings.
(3) The Statewide Steering Committee shall assist the Department in an advisory role
regarding the development of procedures and guidelines that support administration of the
campaign.
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(4) The Statewide Steering Committee shall approve the statewide calendar of events and
marketing materials proposed by either the Department or the fiscal agent.
(5) The Statewide Steering Committee shall review all Form DMS-ADM-100 (rev. 03/10)
applications before June 1 of each campaign cycle and recommend approval or denial on the
basis of compliance with the established criteria, completeness and timely submission.
(6) If needed for purposes of recommending an action to the Department, the Statewide
Steering Committee may request clarification of any information provided by a charitable
organization which has filed a completed application. If requested, umbrella groups shall provide
contact information for member organizations with whom the Statewide Steering Committee
may wish to correspond directly. In order to be considered, the requested clarification shall be
submitted to the Department within five business days of the receipt of the Committee’s request.
Submitted means electronically submitted or postmarked no later than 11:59 p.m. on the fifth
business day.
(7) The Statewide Steering Committee shall recommend to the Department approval or denial
of any reviewed Form DMS-ADM-100 (rev. 02/13) application.
(8) The Statewide Steering Committee shall ensure that campaign brochures and materials,
whether produced by the Department or the fiscal agent, treat all participating charitable
organizations equally and fairly and conform to the following:
(a) Campaign brochures shall provide the same type, size, and color print for all participating
charitable organizations. Rev. 2-17-13
(b) Campaign brochures shall group charitable organizations by their respective umbrella
group into separate sections of the brochure. The order of the umbrella groups shall be
alphabetical. The individual charities that comprise an umbrella group shall be listed in
alphabetical order within the umbrella group listing, except that the umbrella group itself will be
listed first, if applicable. Independent unaffiliated agencies shall be grouped together
alphabetically as one listing and appear as the last section of the brochures. Electronic
brochures that provide search functions to allow employees to find specific charities shall use
search criteria established by the Department.
(c) In no case shall a charitable organization be given a dual listing in the same campaign
brochure except that organizations belonging to more than one umbrella group may apply under
each of their umbrella groups and, if approved, shall be listed under each applicable umbrella
group. Campaign brochures may include both state or national and local affiliates to ensure that
employees have the opportunity to contribute to all levels of the charitable organization that
were individually approved to participate in the campaign.
(d) Campaign brochures shall include the words Florida State Employees’ Charitable
Campaign and the official FSECC logo.
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(e) Campaign brochures shall exclude any fiscal agent logo and slogan that is not unique to
the campaign.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-6-02,
Amended 3-5-04, 1-9-05, 2-13-06, 1-23-07, 5-16-10, 2-17-13.
60L-39.004 Eligibility Criteria for Participation by Charitable Organizations.
(1) For purposes of ensuring compliance with the eligibility criteria of Sections 110.181(1)(c)(h), F.S., charitable organizations are subject to the following:
(a) Charitable organizations with fundraising and administrative expenses in excess of 25%
shall provide justification to demonstrate extraordinary circumstances beyond the charitable
organization’s control such as unexpected destruction of facilities due to severe weather, fire, or
similar events. Such circumstances do not include reduced fundraising or investment revenues,
or increased administrative or fundraising expenses that have arisen as a consequence of the
organization’s operational decisions.
(b) Religious charitable organizations which provide services described in Section 110.181,
F.S., shall not be excluded because of religious viewpoint.
(c) Organizations which comply with all applicable state and federal nondiscrimination laws
shall be deemed in compliance with Section 110.181(1)(h)3., F.S.
(d) Organizations which are required to register pursuant to the Solicitation of Contributions
Act, Chapter 496, F.S., shall have a registration number that is valid on March 1, of the
application year.
(e) Organizations which are duly registered under section 501(c)(3), Internal Revenue Code,
shall be deemed in compliance with Section 110.181(1)(h)5., F.S.
(2) The Department shall disqualify any approved charitable organization for:
Rev. 2-17-13
(a) Failing to maintain eligibility for participation in the campaign, if such failure occurs prior to
publication of the campaign brochure; or,
(b) Filing an application to participate in the FSECC that contains false or misleading
information that is material to the applicant’s eligibility.
(3) Charitable organizations shall certify that they are not prohibited by federal law, Executive
orders, and regulations from participating in the campaign.
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(4) An Independent Unaffiliated Agency shall be deemed to be providing services throughout
the year and throughout the state in accordance with Section 110.181(1)(d), F.S., if they
demonstrate that their services were provided every month of the calendar year and in every
fiscal agent area.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-6-02,
Amended 1-23-07, 5-16-10, 2-17-13.
60L-39.0041 Eligibility Criteria for Receipt of Tier One Undesignated Funds.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 5-16-10,
Repealed 2-17-13.
60L-39.005 Application Procedures.
(1) Application for annual participation in the FSECC shall be submitted no later than March
1 of each year on Form DMS-ADM-100 (rev. 02/13), Application for Participation in the Florida
State Employees’ Charitable Campaign, revised 02/13, which is hereby incorporated by
reference.
This
form
shall
be
available
upon
request
and
from
https://www.flrules.org/Gateway/reference.asp?No=Ref-02265 or on the Department’s website:
www.dms.myflorida.com/fsecc.
(a) Electronic applications shall be submitted to the electronic address specified by the
Department on the application form by 11:59 p.m. (Eastern Time), on March 1.
(b) In the event the application form and supporting documentation are submitted as a paper
package, the submission must be postmarked by March 1.
(c) An umbrella group may submit applications on behalf of its members.
expenses and total revenue, as follows:
1. Each charitable organization required to file IRS Form 990 shall submit a copy of the
applicable pages of its most recently filed IRS Form 990, in accordance with the instructions for
completing the Form DMS-ADM-100 (rev. 02/13) application, provided that such IRS Form 990
is for a fiscal period ending not more than 24 months prior to March 1.
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2. Charitable organizations that are not required to file an IRS Form 990 or that file an IRS
Form 990 EZ or an IRS Form 990 PF shall submit a copy of the applicable pages of an IRS
Form 990 with their application, in accordance with instructions on the Form DMS-ADM-100
(rev. 02/13). Rev. 2-17-13
(2) The Statewide Steering Committee shall only consider complete applications for inclusion
in the Campaign. Incomplete applications shall be deemed denied without further action from
the Statewide Steering Committee.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-1-02,
Amended 3-5-04, 1-9-05, 2-13-06, 1-23-07, 5-16-10, 2-17-13.
60L-39.006 Department Duties and Responsibilities.
(1) The Department shall be responsible for effectively and efficiently administering the
Campaign by procuring, through the competitive bid process, a fiscal agent who, in accordance
with a service contract, shall:
(a) Provide state level coordination of the campaign and receive, account for, and distribute
designated funds to the applicable participating charitable organizations;
(b) Select, train and partner with local steering committees comprised of state employees in
the fiscal agent area to assist in conducting the campaign.
(c) Train agency coordinators and volunteers in the methods of non-coercive solicitation;
(d) Honor employee designations;
(e) Help to ensure that no employee is coerced or questioned as to the employee’s
designation or its amount, other than for arithmetical inconsistencies;
(f) Respond in a timely and appropriate manner to inquiries from employees, participating
charitable organizations, umbrella groups or the Statewide or Local Steering Committees;
(g) Distribute campaign funds to participating charitable organizations based on a schedule
agreed upon through the fiscal agent contract, but on no less than a quarterly basis;
(h) Withhold the reasonable costs for conducting the campaign and for accounting and
distribution to the participating charitable organizations. These costs shall be shared
proportionately by the participating charitable organizations based on their percentage share of
the gross campaign;
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(i) In cases where the fiscal agent hosts events on behalf of the campaign, ensure that an
invitation to attend is extended to all charitable organizations approved for participation in the
campaign. The fiscal agent may invite charitable organizations that are members of an umbrella
group by extending the invitation to their respective umbrella group;
(j) Perform other services or duties assigned by the Department.
(2) The Department shall ensure that all application reviews have taken into consideration all
applicable criteria as stipulated in Section 110.181, F.S., this rule or other federal regulations.
(3) Upon conclusion of the Statewide Steering Committee’s review of all applications, the
Department shall document their final recommendations, pursuant to subsection 60L-39.003(8),
F.A.C., and forward them to the Secretary, who will make the final determinations. The
Department shall then notify all applicant charitable organizations and their umbrella group, if
applicable, of their approval or denial and
their appeal rights. Denied charitable organizations shall be notified by certified letter and
advised of their appeal rights.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-6-02,
Amended 3-5-04, 1-9-05, 2-13-06, 1-23-07, 5-16-10, 2-17-13.
60L-39.007 Appeals.
(1) Charitable organizations that have been notified of their ineligibility to participate in the
campaign may appeal within seven working days after the receipt of the notice of ineligibility.
(2) Charitable organizations or their respective umbrella group may not introduce new
material designed to complete an application during the appeal process. This provision is
established specifically to preclude the use of the appeal process to expand the time available
to assemble a complete application by the required deadlines.
(3) All appeals for participation in the campaign shall be concluded by June 30 to allow timely
publication of authorized participating charitable organizations in the FSECC brochures.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 1-6-02,
Amended 3-5-04, 5-16-10, 2-17-13.
60L-39.008 Local Steering Committees.
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(1) By May 1 of each year, the fiscal agent shall forward to the Statewide Steering Committee
for approval a list of the names, employing agencies and recommending entities of all state
employees nominated for local steering committee membership. If, in the assessment of the
fiscal agent, the total number of recommendations in a particular fiscal agent area would make
the size of the local steering committee unmanageable, the fiscal agent shall advise the
Statewide Steering Committee which of the total number of recommended state employees it
wishes to select for local steering committee membership;
(a) If, after the above referenced list has been approved, a local steering committee wishes to
add or substitute state employees to carry out its responsibilities, the fiscal agent shall forward
to the Statewide Steering Committee such changes for their review and approval.
(b) Resignations of state employees from the local steering committees do not require the
approval of the Statewide Steering Committee.
(2) Local steering committees shall, with the assistance of the fiscal agent, notify participating
charitable organizations of the name and contact information of the local steering committee
chairperson and members. The local steering committee shall ensure public access to all local
steering committee meetings.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 5-16-10,
Amended 2-17-13. Rev. 2-17-13
60L-39.009 Employee Contributions and Campaign Events.
(1) The FSECC shall be the only workplace charitable fundraising program in state
government that receives official state coordination and support at any given time, as provided
in Section 110.181(1)(a), F.S.
(2) Contributions shall be made only by public officials and employees and shall be entirely
voluntary and designated to charitable organizations approved for inclusion in the campaign,
pursuant to Section 110.181(1)(b), F.S.
(3) The primary method for employees to contribute designated funds shall be through
recurring payroll deductions pledged for a specific calendar year or through a lump sum, onetime cash or check contribution in lieu of payroll deductions. Such pledged payroll deductions or
one-time cash or check contribution shall be made on a Form DMS-ADM-103, FSECC Payroll
Deduction Authorization or Lump Sum Gift Designation, effective 02/13, which is hereby
incorporated by reference. This form shall be available upon request and on
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https://www.flrules.org/Gateway/reference.asp?No=Ref-02266
website: www.dms.myflorida.com/fsecc.
and
on
the
Department’s
(4) Agencies are also authorized to sponsor campaign events during work hours to raise
awareness of the campaign, generate funds, and promote use of payroll deductions. The
agency head or designee shall approve such activities and shall ensure that:
(a) No employee is coerced to participate or otherwise singled out for not participating in
campaign events or declining to contribute or pledge funds;
(b) Workplace events benefit the FSECC as a whole and do not target any particular
participating charity(ies); and
(c) In order to be considered work time, the resultant absence of employees from their
workstations is not detrimental to operations, does not require travel away from the official
worksite and does not impose significant potential for injury. Otherwise, the agency head shall
determine if participation in a campaign event shall require the use of accrued leave or leave
without pay, in accordance with Chapter 60L-34, F.A.C.
(5) For agency sponsored campaign events used to generate designated funds through cash
or check donations for a specified campaign cycle, the agency head or designee shall ensure
that:
(a) Employees contribute their designated cash or check donations at or prior to such events;
(b) Employees designate their contribution on a Form DMS-ADM-104, FSECC Special Event
Designation, effective 02/13, which is hereby incorporated by reference. This form shall be
available upon request and on https://www.flrules.org/Gateway/reference.asp?No=Ref-02267
and on the Department’s website: www.dms.myflorida.com/fsecc;
(c) Cash or check donations that are designated funds for the charities are segregated from
any payment the employee is required to make to offset the cost of participation in the campaign
event such as registration fees, greens fees for golf tournaments, and fees used to cover the
cost of supplies or other overhead costs; Rev. 2-17-13
(d) The agency submits to the fiscal agent, pursuant to the timelines established for that
year’s campaign, all designated cash and check donations received in connection with that
particular event, the corresponding Form DMS-ADM-104 for each donation, and a summary of
the total funds submitted.
(6) To minimize administrative costs associated with processing designated donations, the
minimum amount that may be designated by an employee to a charity is five dollars ($5.00).
(7) Employees who make contributions by check shall make the check payable to the Florida
State Employees’ Charitable Campaign or FSECC and not their designated charity(ies).
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(8) The agency or agency designee shall ensure that all the lump sum, one-time contributions
that are made in lieu of payroll deduction and all the corresponding Forms DMS-ADM-103
completed by employees are collected and submitted to the fiscal agent pursuant to the
timelines established for that year’s campaign.
(9) Pursuant to Florida Commission on Ethics Opinion CEO 06-15, private entities or
individuals not employed by the State of Florida may contribute monies or in-kind donations
such as door prizes or meals through the fiscal agent for the express purpose of supporting
agency efforts to generate interest and participation in the campaign. Such entities may not
make any donation to the charitable organizations approved for inclusion in the campaign,
inasmuch as the purpose of the FSECC is to direct charitable fundraising towards state
employees, as provided in Section 110.181(1), F.S.
(10) Campaign events at Department managed facilities shall be pre-authorized by and
coordinated with the Division of Real Estate Development and Management, pursuant to
Chapter 60H-6, F.A.C.
(11) Time spent by employees who the agency has assigned to coordinate, communicate, or
provide training related to the campaign, or who attend training or events held to recognize their
role or contribution to the campaign, shall be considered work time.
(12) Participating charities may attend agency sponsored campaign events; however,
agencies shall not permit, plan, or conduct distribution or display of any materials, solicitation, or
services of any specific charity within State facilities as part of the campaign.
(13) Charitable organizations are permitted to publicize their activities and solicit employee
participation in the FSECC through the news media or other private outlets outside State
facilities. Charitable organizations seeking to raise funds shall not contact employees at the
work place for any purpose related to fundraising. However, the fiscal agent may contact
employees or distribute approved campaign materials solely for the purpose of performing fiscal
agent duties.
Rulemaking Authority 110.181(3) FS. Law Implemented 110.181 FS. History–New 5-16-10,
Amended 2-17-13.
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