Community Fundraising Guidelines
Thank you for your interest in holding a fundraising event for Disability Services Australia. Your support is very much appreciated.
Support from the community is an essential part of Disability Services Australia’s fundraising activities. Thanks to your efforts we are able to enhance the lives of people with a disability.
The following guidelines have been developed to assist groups and individuals that are planning to hold a fundraising activity understand their responsibilities.
These guidelines provide the basis for all fundraising activities or events to be organised on behalf of Disability Services Australia. If accepted, by completing, signing and returning the Community Fundraising Registration Form, these terms and conditions will form the basis of any dealings between Disability Services Australia and the Community Fundraiser in relation to the fundraising activity/event.
1. Responsibilities of the Community Fundraiser
The term “Community Fundraiser” is defined as the individual, community group or organisation holding the fundraising activity/event on behalf of Disability Services Australia.
They will be the individual/organisation named on the Community Fundraising Registration Form completed and submitted by the Community Fundraiser and on the Authority to Fundraise letter, sent to you by Disability Services Australia.
The fundraising activity/event shall be conducted in the Community Fundraiser’s name and is the sole responsibility of the Community Fundraiser. Disability Services Australia is not able to take a coordination role in these activities and its officer’s cannot assist in soliciting prizes, organising publicity, or providing goods and services to assist the Community Fundraiser run the activity/event.
Please note that your fundraising event is not a Disability Services Australia event. It is a third party fundraising activity/event to help raise funds to donate to Disability Services Australia.
2. Authority to Fundraise
Charitable regulations and best practice dictate that any individual or organisation fundraising in Australia must have an Authority to Fundraise Letter
To gain authorisation, the Community Fundraiser must complete and sign a Community Fundraising Registration Form and submit it to Disability Services Australia for consideration.
If you are a business and wish to donate a percentage of sales over a period of time to Disability Services Australia, you are required to complete and submit additional paperwork to Disability Services Australia. This will form the basis of a written agreement which satisfies Disability Services Australia and the requirements of the NSW Charitable Fundraising Act 1991 for working with a trader. Please contact the Customer Connections on 1300 372 121 for more information.
Disability Services Australia will issue the Community Fundraiser with an Authority to Fundraise letter confirming Disability Services Australia’s approval to be a beneficiary of the fundraising activity/event when:
We are satisfied that the fundraising activity/event will produce a return of at least 70% income after expenses have been deducted;
We are satisfied that the Community Fundraiser will supply Disability Services Australia with a complete record of income and expenditure, with supporting receipts and invoices, and will return the Authority to Fundraise letter and Identification Badge issued after the fundraising activity/event’s conclusion;
We are satisfied that the fundraising activity/event fits with the aims and values of Disability Services Australia; and
We are satisfied the fundraising activity/event is not a high risk activity/event.
If authorisation is approved, Disability Services Australia will send notification by post, including your Authority to Fundraise letter, confirming your legal ‘authority to fundraise’ on behalf of Disability Services Australia, along with your fundraising Identification Badge. The Identification Badge must be worn at all times during your fundraising activities.
The Community Fundraiser is not authorised to use Disability Services Australia as its beneficiary charity until it has received this Authority to Fundraise letter from Disability Services Australia.
Permission to fundraise is issued for a set time period, and for no longer than 12 months, and following the conclusion of the fundraising activity/event the Authority to Fundraise letter must be returned to Disability Services Australia, along with the Identification Badge and records of income and expenditure and any accompanying receipts.
For your fundraising activity/event to be approved and to receive your Authority to Fundraise letter, you will need to complete, sign and submit the Community Fundraising Registration Form to Disability Services Australia.
You will be notified in writing if your application is approved.
4. Fundraising and the Law
The fundraising activity/event must meet the requirements of laws and regulations. Please contact Customer Connections on 1300 372 121 for further information.
The financial aspects, fundraising, raffles, record keeping and management of the fundraising activity/event are the responsibility of the Community Fundraiser, and the Community Fundraiser must comply with the NSW Charitable Fundraising Act 1991. Non-compliance with these regulations may jeopardise Disability Services Australia’s right to fundraise, so we thank you for your help in upholding these requirements.
Disability Services Australia does not provide legal advice regarding compliance with these laws.
The information you give to Disability Services Australia must be made available to regulatory authorities upon request.
For fundraising purposes, a child is anyone under the age of 15 years. The minimum ages for children participating in an appeal (fundraising activity/event) as a volunteer or receiving payment are 8 years and 13 years respectively. There are specific codes of practice that apply when children participate in a fundraising appeal.
Please indicate in the Community Fundraising Registration Form if you are planning to involve children in your fundraising activity/event. If you are planning to involve children you will be required to comply with further guidelines from Disability Services Australia before proceeding with your fundraising activity/event.
Disability Services Australia is unable to provide public liability insurance cover to community fundraising activities/events or to indemnify the Community Fundraiser for their fundraising activities/events.
Disability Services Australia recommends that the Community Fundraiser and the event venue have appropriate Public Liability Insurance and/or Business Insurance (if applicable) to cover the fundraising activity/event. Some venues include insurance cover as part of their hire or use. Please check with the venue to find out if it has insurance that will cover your fundraising activity/event.
If you have insurance cover for your fundraising activity/event please provide Disability Services Australia with written confirmation of the type of insurance cover and a copy of the Certificate of Currency.
6. Record Keeping & Banking
The Community Fundraiser is responsible for managing all financial aspects of the fundraising event/activity and must meet the NSW Charitable Fundraising Act 1991 and achieve a minimum net profit of 70% of funds raised at any fundraising activity/event.
The following is an outline of the financial reporting and banking requirements that the Community Fundraiser must uphold, keep and provide to protect public interest:
Provide Disability Services Australia at the outset with an accurate estimate of expenses and the potential proceeds of the fundraising activity/event;
Set-up and maintain accurate financial records and accounts, which can be audited if necessary, including records of income and expenditure and the retention of receipts and invoices;
Where expenses will need to be deducted from the gross income of the fundraising activity/event or where your fundraising activity involves the collection of funds over a period of time (longer then two days), set up a separate bank account at a recognised financial institution that, consists of no other income and contains Disability Services Australia’s name in the title of the account (e.g. Community Fundraiser’s Name – Disability Services Australia).
All proceeds are to be banked into this separate bank account and expenses can only be deducted out after all money from the fundraising activity/event has been banked. This account must be closed at the conclusion of the activity/event;
Proceeds from a fundraising activity/event should not be banked into a private bank account under any circumstances;
Where a fundraising activity involves the sale of goods and/or services of a business where a percentage of sales are donated to Disability Services Australia, an exemption can be made where a business can bank fundraising proceeds in their own bank account and make arrangements to distribute Disability Services Australia’s gross proceeds at (if applicable) regular intervals. Each case will be considered on its merits. If a business is considered exempt the business will be required to supply Disability Services Australia with statements of transactions of the nominated account;
Money raised should be banked immediately, without deduction, into such a bank account or into Disability Services Australia’s bank account or alternatively a cheque or money order drawn for the amount, and delivered to Disability Services Australia; and
Money raised, the Authority to Fundraise letter, Identification Badge, list of supporters requiring a tax-deductible receipt and details of your actual income and expenditure must be returned to Disability Services Australia within 28 days of conclusion of the fundraising activity/event.
Disability Services Australia cannot pay expenses incurred by you, but you can deduct your necessary expenses from the proceeds of the fundraising activity/event, provided that are properly documented and are less than 30% of the total proceeds. Expenses must not be deducted from the gross proceeds of a fundraising activity/event before they are banked.
Disability Services Australia can provide official tax deductible receipts for donations of $2 or more for straight cash donations received at a fundraising activity/event.
The Community Fundraiser must keep a register of all attendees/supporters eligible for a tax-deductible receipt and provide DSA with the details for receipting purposes.
Tax deductible receipts can only be issued in return for a straight cash donation, that is, when the supporter receives nothing in return. If the person gets something in return for giving, then it is not tax-deductible. The following are NOT tax deductible:
Ticket purchases (e.g. raffles)
Entry to an event
Purchase of merchandise/goods
Donation of goods/services
Sponsorship of an event or in-kind donations can be claimed (cost price only) through the business as a marketing expense, but is not considered a tax-deduction from Disability Services Australia. Disability Services Australia can supply a letter of receipt for any sponsorship or in-kind donations received as evidence of the support upon request.
In general terms donations for charitable purposes do not attract GST. Disability Services Australia reminds Community Fundraisers that fundraising activities/events must meet the requirements of all relevant tax legislation and that Community Fundraisers requiring advice on any tax matters should direct their enquiries to the ATO or their professional advisors.
Please remember that the fundraising activity/event will be held to raise funds for a non-tax deductible contribution, of the net proceeds of a fundraising activity/event, made to Disability Services Australia (so the Community Fundraiser will not receive a tax-deductible receipt for the funds raised at the fundraising activity/event). Only individuals/organisations that make straight cash donations at the fundraising activity/event will be provided with a tax-deductible receipt.
If the Community Fundraiser wishes to promote Disability Services Australia, they must refer to Disability Services Australia as “Disability Services Australia”. Do not abbreviate Disability Services Australia or use acronyms. The following text may be used to briefly describe Disability Services Australia:
“Disability Services Australia’s purpose is to enhance
the lives of people with a disability.”
You can, however, promote your activity/event or inform members of the public (who ask where the donations will be directed to), by using the following text:
“Funds raised will support the work of Disability Services Australia
to enhance the lives of people with a disability.”
Please note that the level, mode and percentage of support for Disability Services Australia must be explicitly stated on all materials and correspondence relating to the fundraising activity/event.
9. Media Support
Due to limited resources Disability Services Australia cannot undertake media relations on behalf of the Community Fundraiser. For information on media guidelines, please contact Customer Connections on 1300 372 121
10. Use of Disability Services Australia name and logo
Please remember that your fundraising activity/event is not a Disability Services Australia activity/event. It is a fundraising activity/event organised by you to raise funds to donate to Disability Services Australia.
The Disability Services Australia name cannot be used to raise funds with and the Community Fundraiser has no right to the Disability Services Australia name.
If the Community Fundraiser wishes to utilise the Disability Services Australia name and/or logo on any printed materials, products and/or signage including invitations, posters, flyers and media releases, the Community Fundraiser must obtain prior permission from Disability Services Australia.
Printed material must be forwarded to Disability Services Australia for approval prior to being printed or circulated. Other materials such as media releases must be pre-approved by Disability Services Australia.
Permission for logo usage will attract conditions, especially if the use of logo is for marketing activities of an organisation, and a minimum donation amount may have to be guaranteed.
Disability Services Australia has a number of “Proudly Supporting Disability Services Australia” logo versions available for use when promoting your fundraiser. Any materials or products requesting logo representation must be submitted to Disability Services Australia for approval before a request to use the logo will be granted. Guidelines on how to use the Disability Services Australia logo will be supplied if the logo is provided to the Community Fundraiser.
11. Upholding Disability Services Australia’s Standards
There are some activities/events that DSA cannot be associated with. It is important to decide whether the fundraising activity/event corresponds with Disability Services Australia’s values and ethics.
We cannot endorse activities that include:
Aerial sports e.g. parachuting, paragliding, bungy jumping;
Use of weapons, firearms or fireworks;
Events that promote smoking, drugs or alcohol (including sponsorship of companies that sell these products); and
Events that promote illicit behaviour.
12. Further information
If you have any questions about the information provided in this document, about raising funds on behalf of Disability Services Australia, or require help in completing your Community Fundraising Registration Form please contact the Customer Connections Team on 1300 372 121. Alternatively you can email your query to firstname.lastname@example.org
Thank you for your support of Disability Services Australia and we hope that you enjoy your event.