WELCOME TO THE NON-PROFIT GUIDANCE CENTER

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Our goal is to assist all non-profits with corporate governance and 501 (c) 3 compliance issues. We also work with you to reduce your exposure to loss by providing you with risk management resources. In addition, we will help you lower your overall insurance costs and provide advice and additional resources from quality organizations at reduced rates, so you can focus on the mission of your non-profit.

If you are an association or belong to a group of non-profits that would like to create a risk management & insurance program tailored to your group of non-profits, we can assist you with implementing a specific program like the one we created for the Villages Risk Management & Insurance Program. 

If you have any questions or would like to be put in contact with one of our partners to provide additional legal, risk management, or insurance advice, please call us toll free at 800.965.2955

HOW TO FORM A
501(C)3 NON-PROFIT

This White Paper will provide you with an overview and checklist of the steps required to start a 501(C)3 Non-Profit.

The information was developed for the Non-Profit Guidance Center by:

Don Tenconi, Esq.
and Van De Poel, Levy, Arneal & Serot, LLP

To get a FREE copy of this White Paper - Click Here.


VOLUNTEER RISK MANAGEMENT GUIDEBOOK

Volunteers are a necessary part of your non-profit's operational mission. 

In the past, many organizations would allow most volunteers to participate in the organization without having a background check. Given the current legal ramifications, a poorly screened and implemented volunteer can present a significant liability to your non-profit. This liability can drain your resources and also reflect negatively on the non-profit's good name.

This Guidebook will provide you with an overview and steps to put in place for your own Volunteer Risk Management Guidebook.

This information is provided by Philadelphia Insurance.

To get a FREE copy of this Guidebook, please click below.

 

ARE YOU LOOKING FOR BOARD MEMBER TRAINING?

Non-Profit Guidance for The Non-Profit Board Member, written by, Joe Medrano, ARM and Don Tenconi, Esq. The book is an excellent training tool for non-profits and will help recruit and train board members. It will provide guidance of expectations and obligations required of a 501 (C) 3 Non-Profit board member as well as provide information on compliance, risk management, insurance and legal issues of a non-profit.

"I didn’t know what I didn’t know. This book provided me with ideas and concepts I can bring to our organization. It is a must read for anyone who is considering joining a board."

Nicole Martinez - President
EBARR - East Bay Animal Rescue & Refuge

If you would like to see more books on Board Governance please click on the link below:

Click Here to See More Books on Nonprofit Board Governance



FUNDRAISING

Print 2 Mail Partners a division of Insurance Management Corporation has partnered with our Non-Profit Guidance Center to work with non-profits to save money on postage and increase donations through a cost effective direct mail fundraising campaign.

They are Certified USPS Mailpiece Design Professionals and offer Villages innovative technology to help solicit donations for their organization. They will make sure you are getting the Non-Profit Postage Rates which will provide your Village a significant savings. 

Below is a sample postcard mailer to show you an example of one type of mailer you can send.

 
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Notice the QR Code on the back of the postcard? 

When you combine QR Codes with your mailers it will give you a better response rate and allows you to provide more information about your non-profit without having to print it all out.  

If you are not familiar with QR Codes, contact us and we would be happy to explain.  If you are familiar with QR Codes, scan the code on your screen to see a sample landing page we can create for you in your marketing or just CLICK HERE.

If you would like a FREE WHITE PAPER on Non-Profit Direct Mail Fundraising and how it can benefit your non-profit click below.

 

DOWNLOAD WHITE PAPER

To get more information on how our Print 2 Mail Partners division can help you increase your fundraising call 800.433.4679 or email them at info@print2mailpartners.com.

NON-PROFIT MAILING RATES

Does your Non-Profit send mail at the USPS Non-Profit Rates?

We can assist your non-profit with reducing the cost of printing and mailing needs.  We will also help you obtain a USPS permit to send mail at Non-Profit Rates. We provide this service for free to Non-Profits we insure. 

MAIL PROCESSING

We are extremely knowledgeable regarding not-for-profit USPS regulations. We are Certified USPS Mailpiece Design Professionals and offer not-for-profit organizations innovative technology to help solicit donations for their organization.

Depending on your non-profit we may be able to save you significantly on your postage costs.

Using sophisticated software to clean and update your mailing list, ZIP+4, carrier route, barcoded/destination entry and other tools, we are able to get you the absolute lowest rates from the U.S. Postal Service.

Below are instructions on how to file for being authorized to mail at non-profit prices. You can do it yourself, or you can contact us to assist you in getting approved.

 PS Form 3624, Application to Mail at Nonprofit USPS Marketing Mail Prices. | Click  to Download

  1. Get a copy of PS Form 3624, Application to Mail at Non-profit USPS Marketing Mail Prices. 

  2. Fill out PS Form 3624. Lines 1-8 and Lines 10-17 are self-explanatory. For Line 9, check the category (ONLY ONE) under which you are applying.

  3. Required documentation. You must submit some documentation with your application to support your claim for nonprofit prices:

    • Formative papers—e.g., articles of incorporation, constitution, or charter.

    • IRS letter of exemption from payment of federal income tax.

    • Other evidence of nonprofit status—e.g., a financial statement prepared by a responsible party such as a certified public accountant substantiating organization's nonprofit status (statement must include balance sheets, income statement, notes, etc.).

  4. Some mailers provide additional supporting documentation:

    • List of the organization's activities during the past 12 months.

    • Financial statement showing receipts and expenditures for the past fiscal year, plus the budget for the current year.

    • Other documents of operation—e.g., the organization's bulletins, minutes of meetings, brochures.

  5. Submit the completed form and supporting documentation to your postmaster or at the Business Mail Entry Unit. Applications may be submitted online by obtaining a logon and password at Business Customer Gateway at usps.com

  6. Your application will be reviewed by the Postal Service. If there are any questions about the application or if additional supporting documentation is needed, a postal specialist will contact you directly. Hard copy applications usually takes about two weeks for your application to be approved. Applying online can expedite the process.

  7. You can mail your organization's material while the nonprofit application is pending. Until you receive nonprofit authorization, you must pay postage at the regular (higher) USPS Marketing Mail prices. Then, if your nonprofit application is approved, you can request a refund of the difference between the regular and nonprofit price.

  8. To request a refund, complete PS Form 3533, Application for Refund of Fees, Products and Withdrawal of Customer Accounts. The form also is available from your postmaster or your Business Mail Entry Unit.

Submit PS Form 3533 with a copy of your dated nonprofit application and copies of your postage statements. Be sure to keep copies of your postage statements to expedite the refund process. It takes about two weeks to receive your refund check.

Once you have been approved to mail at nonprofit privileges, in order to keep that authorization, you must make a nonprofit mailing at least once during a two-year period. Otherwise, your authorization could be revoked.

Who qualifies for non-profit prices?

Calculate your non-profit postage

TIPS

  • Not sure what category to check? It must be one of the categories listed in Line 9 for your organization to be eligible. Review the categories for eligible nonprofit organizations.

  • Not sure what to provide? Review general documentation requirements.

  • Not sure if you're providing enough documentation? Don't worry. A postal specialist will contact you if any additional documentation must be provided.

  • There is NO FEE to apply for nonprofit status. However, you will need to pay an annual mailing fee when submitting a mailing and, if you decide to pay with permit imprint, a permit imprint application fee.

  • When your application is approved, you will receive an authorization letter from the Postal Service. A copy also will go to the Post Office where you are authorized to mail at Nonprofit prices. Be sure to save your copy of the letter as evidence that you have been authorized.

Publication 417, Nonprofit USPS Marketing Mail Eligibility provides complete information about nonprofit eligibility, including the types of materials that may be mailed at the Nonprofit prices and instructions for applying for nonprofit mailing privileges.

 

HOW TO PREPARE NON-PROFIT MAIL

Except for the restrictions on content, mail sent at nonprofit prices looks just like regular USPS Marketing Mail. The only difference is the required marking for nonprofit mail. NONPROFIT ORGANIZATION, NONPROFIT ORG, or NONPROFIT must appear:

  • In the imprint indicia.

  • On a nonprofit precanceled stamp.

  • As part of the meter impression.

  • Printed on the mailpiece, adjacent to the postage area.

In addition, the name and address of the nonprofit organization MUST be shown, either on the outside of the mailpiece or in a prominent place on the contents.

Nonprofit mail is sorted and prepared the same way as regular USPS Marketing Mail.

TIP

  • If a return address is included on the mailpiece, then the name and address must be that of the authorized organization.

If it seems confusing or overwhelming, please call us today to have one of our mail specialists help you start saving money.