Named Fund Fundraising Policy

1. Introduction

Australian Communities Foundation is committed to supporting Fund Advisors in growing their Named Funds by enabling public fundraising through specific events and campaigns.

2. Purpose

• ACF requires all Named Funds to fundraise in a way that complies with fundraising legislation and regulations in the specific state where the activity will take place.
• ACF understands this fundraising may incur an expense, which if eligible, may be paid directly from the Named Fund or reimbursed to an individual who undertook the expense on behalf of the Fund.
• ACF has fundraising licenses in all states and territories where they are required and offers the use of the licenses to those fundraising for Named Funds. However, this comes with requirements around what kind of activity can be conducted and what record keeping is required.
• The purpose of this policy is to ensure that there is consistency and transparency in the decision-making process regarding fundraising and clarity for Fund Advisors about the process.

3. Definitions

• A fundraising activity can be a single event or an ongoing activity. This can include:
  • Functions, events or services to raise money for an ACF Named Fund. For example, a charity ball, golf day, trivia night, movie night, etc.
  • Selling goods where all or part of the price is donated to a Fund. For example, sale of badges, pens, chocolates, and cake stalls.
  • Seeking donations to sponsor a person participating in an event. For example, sponsoring a runner in a marathon.
  • ACF must approve every fundraising activity. Example activities listed here are not automatically approved.
• Activities which are not acceptable fundraising activities include:
  • Roadside or pavement collection or cold calling/emailing/mail drops.
  • Any raffle or gaming activity where cash is a prize.
  • Any event that may adversely affect the reputation of ACF.
• Eligible fundraising expenses include:
  • Expenses that are directly related to an approved fundraising event.
  • Expenses that are not more than 50% of the estimated fundraising income total or the actual income total if requesting after the event.
• Ineligible expenses include:
  • Travel and accommodation costs.
  • Expenses that are not directly related to the approved fundraiser.
  • Expenses that are more than 50% of the estimated income.
  • Expenses over $10,000 per fundraising activity will be approved on a case-by-case basis and will take into account the Named Fund’s past fundraising activities and their ability to successfully raise funds in excess of the expense.
• Donations to fundraising activities can be tax-deductible if they are being freely given and the person/company giving is not receiving a benefit for the donation. Benefit could be admission to an event, food, items, or a raffle ticket.
• Contributions that are receiving a benefit can still be contributed to a fundraising event, but must not be considered tax-deductible.

4. Fund Raising Activity Approval Procedure

• All requests for fundraising activity approval must be made using the provided Fundraising Application Form.
• The Form must be signed by the person responsible for the fundraising activity. This if often, but not always, a Fund Advisor of the Fund being supported.
• ACF Fund and Client Services staff will review the Form and may contact the responsible person for follow-up questions or to query about the activity being undertaken.

5. Fund Raising Expense Reimbursement Procedure

• All requests for reimbursement of fundraising expenses or payment of fundraising expenses directly from a Fund’s balance must be made using the provided Expense Claim Form and include support documentation of the expenses, i.e., a receipt or invoice.
• The Expense Claim Form must be signed by a Fund Advisor of the associated Fund.
• Fund Advisors must be able to demonstrate that all expenses or reimbursements are meant for the benefit of the fundraising activity and are in one of the eligible expense categories.
• All reimbursement and expense payments must be made to a company, organisation or individual with an active ABN. This must be included within the documentation provided to ACF.
• All requests for reimbursement or payment of expenses will be approved by the Chief Executive Officer or their delegate as per the ACF Named Fund Expense and Reimbursement Policy.
• Reimbursements and Expense payments will be entered into the next appropriate ACF payment cycle, which are fortnightly.

6. Conditions

• ACF reserves the right to reject any request for fundraising activity approval, reimbursement, or expense payment.
• Reimbursement and expense requests without the properly filled out Expense Claim Form and included supporting document will not be processed.
• ACF will process up to one fundraising expense or reimbursement per fundraising activity. One request may include multiple expenses or reimbursements. Expenses and reimbursements beyond that may be considered on a case-by-case basis and may incur additional fees.

Last updated: January 2025