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RunfortheSonSecretaryInstructions
ThismaterialisdesignedtohelpyouasyoufulfilltheimportanttaskofbeingtheRFSSecretaryforyourchapter.Thankyouforyourtimeanddedication.
BeforetheRun1. Readenclosedmaterial.2. Sharethe“AnswerstoCommonQuestions/Issues”documentwithyourchaptermembers.3. CalltheSupportCenterat(870)[email protected].
DayoftheRun–FirstSaturdayinMay1. Setupaclearlydisplayedtable(withacalculator)atthegatheringplaceforindividualstoturnintheir
packets.2. Reviewthefollowinginformationoneachpacketbeforetheindividualleavesthetable:
a. Verifytheenvelopeiscompletelyfilledout.b. Countcashandchecks(checksshouldbemadeouttoCMA)toverifytheamountrecordedonthe
envelopeequalsthetotalinside.c. VerifyparticipantshaveaddedRFS,membershipnumber,andchapternumberinthememofield
ofeachcheck.d. SpecifyT-shirtsizeforallindividualparticipantsintheT-Shirtcolumn.(Onlyeligibleparticipants
atthe$100levelwillreceiveaT-shirt).e. Write“NoIncentives”inthecommentcolumnforanyindividualseligibleforincentiveswhowish
tooptout.PleaseNote:If“NoIncentives”isindicatedthismeansthatthememberhasoptedout ofALLincentives(T-shirt,vouchers,patches,etc.)
3. BeforeleavingontheRun,callinyourchapter'stotaltoRFSHotline,(870)389-6196.Phonelinesareopen from9:00AMto7:00PMCSTonthefirstSaturdayinMay.
a. YoumaycallthroughoutthedayforupdatesontheRFStotal.b. Hotlinetotalwillbefinalizedat7:00PMCST.c. Visit our Facebook page "CMA National Run For The Son" for hourly updates.
AftertheRun1. Transferpacketinformationtothechapter’s“Pre-Populated”RecapSheet.Ifforanyreasonyouareunable
tousethe“Pre-Populated”RecapSheetcontactus.Ifusingablankrecapsheet,listparticipantsin alphabeticalorder(lastnamefirst,forexample:Doe,John)withthehusband’snamefirstandthenthe wife’snameonthenextline.Besuretoincludethemembershipnumberforeachperson.Ifanon-member, listasnon-member.
2. Addthenumbersinthe“AmountEnclosed”columntoverifythatthetotalequalswhatyouaremailingin to National.
3. ConfirmthatallchecksaremadeouttoCMAandincludeRFS,membernumber,andchapternumberinthe memofield.
4. Obtainamoneyorderforanycashorforeigncurrencyordepositcashintothechaptercheckingaccount andsendachaptercheck.PleaseDO NOTsendcash.Ensurethechaptercheckincludesabreakdownofthe participants’namesandmembernumbers.
5. Fillouttheenclosedshippinglabel.6. Sendallmoneywiththerecapsheetby a traceable method toCMAto ensure delivery by May 22.
Sendto:CMA,POBox9,Hatfield,AR71945
7. RetainacopyoftherecapsheetANDindividualpacketenvelopesforyourrecords.8. Moneyreceivedafterthedeadlinewillbecreditedtothenextyear’sRFSandwillnotbeeligiblefor
currentyearincentivesorawards.
IncentivesIncentiveswillbeshippedinAugustviaUPSandUSPStotheaddressyouhaveindicatedontheenclosedshippinglabel.
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ForChapterRFSSecretariesHowtoHandleRunfortheSonDonations
FORDONATIONSRECEIVEDTHROUGH-OUTTHEYEAR:
! Mailcheck(s)totheCMASupportCenterinHatfieldonceamonth.Thisreducestheriskofreturnedchecksduetoclosedaccountsorinsufficientfunds.DONOTHOLDCHECKSMORETHAN30DAYS!
! DONOTDEPOSITSPONSOR’SCHECKSINYOURCHAPTER’SCHECKINGACCOUNT!Thispracticeerasestheidentityofthesponsorfortaxreportingpurposes,andcoulddisqualifytheirtaxdeductionwiththeIRS.ThepracticeofdepositingsponsorchecksinyourchapteraccountisnotallowedbyCMApolicy.NOEXCEPTIONS!
! Addresstheenvelopeto:CMARFS,POBox9,Hatfield,AR71945.
! Verifythatmemofieldoneachcheckismarkedcorrectly.
! Ifthedollaramountonacheckistobespreadbetweentwoormoreindividuals,ortwoormorechapters,makesurethecheckhas“RFSVARIOUS,”andabriefhandwrittennoteisattachedexplainingwherethemoneyistobecredited.EXAMPLE:RFSVARIOUSHANDWRITTENRECAP:JohnSmith#111711#938$100;JohnSmith#111711#954$100(JohnSmithwillgetindividualcreditfor$200;Chapter#938willgetchaptercreditfor$100;Chapter#954willgetchaptercreditfor$100).
! Ifyoureceivecashfromachapterfundraisingevent,depositthecashinyourchapter’scheckingaccountandwriteachapterchecktoCMA.PLEASEDONOTSENDCASH!Iftwoormorechapterswentintogetheronafundraisingeventandyouwanttospreadthemoneyacrossthechapters,followtheexamplebelow.EXAMPLE:RFSVARIOUS(yourchapternumber)HANDWRITTENRECAP:#38$100;#78$100;#938$100;#954$100
FORPACKETSAFTERTHERUN:
! Collectpacketsfromparticipants.
! Pleaseusethe“Pre-Populated”RecapSheet(s)emailedtoyoumidAprilfromtheCMASupportCenter. Ifyoudidnotreceivethe“Pre-Populated”RecapSheet(s),contacttheSupport [email protected].
! Foreachpacket,transfertheAMOUNTENCLOSEDfromthepackettothelineforthatindividualonthe recapsheet.Donotsendenvelopesback.(Ifparticipantisnotontherecap,pleaseaddthemtothe blankrecapsheet.Thisisprovidedonthelastpageofthe“Pre-Populated”RecapSheet(s).)Verifythat theAMOUNTENCLOSEDequalsthetotalofthechecksintheenvelope.DONOTINCLUDEPREVIOUS MONEYSENT!
! UpdatetheT-shirtsize,ifneeded,ontherecap.
! NoteanyparticipantrequestingtoNOTreceivetheirearnedincentivesintheCOMMENTfield.
! Totalallmoneylistedontherecapandwritethetotalonthefirstsheetoftherecap.
! Totalallthechecksincludedwiththerecap.Pleaseensuretherecaptotalequalsthetotalofallchecks enclosedinthemailing.
! Attachaself-addressedmailinglabel.
! SendallRFSfundsandtherecapsheetsso they are received no later than May 22.INCLUDEONLY THERECAP,MAILING LABEL,ANDCHECKS!DONOTINCLUDEANYOTHERMATERIALINTHECHAPTER MAILING!
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SecretaryQuickReference
Send ONLY the following to CMA:
" Checks–madepayable toCMAorRFSwith the following infowrittenoneachcheck:“RFS,”membernumber,andchapternumber. If check ismadepayable tochapter,endorsecheckpayable toCMA. Ifcheckistobedividedamongstseveralmembers–recordchapternumberoncheckandwrite“various.”Therecapwillshowthebreak-downdetail.
DO NOT staple, tape, or attach anything to checks.
DO NOT send in the individual donation envelopes or donation slips.
" RecapSheets (eitherpre-populatedorhand-written) –mustbalance to total amountof checksbeingmailed in package. (Do NOT include previously sent in monies or automatic monthly contributions.These amountswere already recorded to the individual andwill be included in their incentive totalswhenincentivesaresent.)
" Stickyaddresslabelwiththeaddressofwhereyouwouldliketheincentivesshipped.
UPDATE T-SHIRT Sizes
" PleaseupdateallT-shirtsizesontherecapsheet,evenifitlooksliketheydonotqualifyforaT-shirt. ParticipantsmayhavesubmittedpreviousmoneythattheRFSSecretaryhasnoknowledgeof.
INCENTIVES
" If any participant requests NOT to receive their earned incentives, please specify in the COMMENT field on
the recap sheet. Incentives are calculated on the total funds raised throughout the year by each participant
and will be shipped to the RFS Secretary in August. The Support Center will add the money sent in with the
recap to any previous money collected from each participant to determine incentives.
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SHIPPING LABEL MEMO
• Fill out attached label with the name and address where incentives are to be shipped.• Place shipping label in envelope with money and chapter recap sheets.• Send entire packet by a traceable method to ensure delivery by May 22 to:
CMA PO Box 9 Hatfield, AR 71945
Thank you for your time and effort!
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SHIPPING LABEL MEMO
• Fill out attached label with the name and address where incentives are to be shipped.• Place shipping label in envelope with money and chapter recap sheets.• Send entire packet by a traceable method to ensure delivery by May 22 to:
CMA PO Box 9 Hatfield, AR 71945
Thank you for your time and effort!
RUNFORTHESONAnswerstoCommonQues<ons/Issues
Pleasesharethisinforma5onwithallchaptermembers.
MemberInforma,on1. Oneachcheck’smemofield,listRFS,yourmembernumber,andyourchapternumber(forexample:RFS#123456
#123)onmoneysentinthroughouttheyear.Ifyouindicatetwomembernumbers(husband/wife,etc.)the moneywillbesplitandappliedequally.
2. Sendinanycheckscollectedthroughouttheyearun<lApril15.AMerApril15,accumulatethechecksandgive themtoyourchapter’sRFSSecretaryinacompletedRFSpacketenvelopeonthedayoftheRun.Individuals whoarenotinachaptershouldaccumulateandmailchecksamerApril15inacompletedRFSpacketenvelopeto ensuredeliveryatCMAnolaterthanMay22.
3. Retainsponsorforms(avachedtoRFSbrochure)foryourrecords(forsendingthankyoucards,levers,etc.).4. Remembertogiveeachsponsorthereceiptpor<ononthebrochuretorecordtheirgivingfortaxpurposes.An
addi<onalreceiptfordona<onsgreaterthan$250canbeobtainedfromCMAuponrequestbycontac<[email protected].
5. ItemsreceivedamerMay22may becreditedtothenextyear’sRFS.* SpecialNote:MoneysentinbyRFSSecretarythroughouttheyearshouldincludealistwithmembername/number andtotalamountforeach.Chapteronlydonationsshouldbeindicatedandremainaschapterdonationonrecap.
Thosequalifyingforthe$500GOODIE/TOOLBOXCERTIFICATEwillalsoreceiveaT-SHIRTanda$5,000PATCH.Thosequalifyingforthe$250GOODIE/TOOLBOXCERTIFICATEwillalsoreceiveaT-SHIRTanda$2,500PATCH.Thosequalifyingforthe$100GOODIE/TOOLBOXCERTIFICATE willalsoreceiveaT-SHIRTanda$1,000PATCH.Thosequalifyingforthe$50GOODIE/TOOLBOXCERTIFICATEwillalsoreceiveaT-SHIRT.Please indicate allT-Shirtsizes.TheCMAlogoisaregisteredtrademarkandiswornbyCMAmemberswhohavecompletedtheMemberTraining.Nonmembersmayonlypurchasewearableitemswithanoutlinelogo2½”(6.4cm)orsmallerandothernon-wearableCMAitemswithalogolessthan3½”(7.6cm).
RFSSecretaryInforma,on–Fillingouttherecapsheet(The“Pre-Populated”RecapSheet(s)isthepreferredmethod.)1. EnterONEtotalforeachpersonperline;twopeoplecannotbecombinedfortheamountraised.Listin
alphabe<calorderwithlastnamefirst,(forexample:Doe,John).
2. Listthehusband’snameFIRST,andthenthewife’snameonthenextlineoftherecapsheet.Thehusbandand wife’sdollaramountsneedtobelistedseparately.
3. IncludetheCMAmembershipnumberforeachindividualontherecapsheet.IfanindividualisnotaCMA member,writenon-memberintheCMAnumberblock.(Non-membersareeligibleforincen<ves.)
4. ListT-shirtsizeforeacheligibleperson;onlyoneT-shirtsizeperperson.ChaptersarenoteligibleforT-shirtsor otherincen1ves.
5. Ifdona1onsaregiveninmemoryofsomeone,amemorialiscreatedandthedona<onsareenteredunderthe memorialandnottheindividualsdona<ngthefunds.Incen<veswillbegiventothesurvivingfamily(wife, husband,orchildren).Personsdona<ngtoamemorialdonotreceivecreditforRFSincen<ves.
6. VERIFYtotalmoneyenclosedtoCMAisequaltothecolumntotallistedontherecapsheet.
7. Sendchecks(U.S.only)ormoneyordersonly,nocashplease.ObtainaU.S.moneyordertocovertheamountof anyforeigncurrency(thisincludesCanadiancurrency)turnedin.
8. MailallRFSfundsandacopyoftherecapsheetbyatraceablemethod,toensuredeliveryatCMAbyMay22. Retainacopyforreference.
• Ifsomeonehaschecksthattheyareexpec<ng,donotholdthechapterpacketforthem.Encouragethemtomailthechecks(withRFS,membernumber,andchapternumber)separatefromthechapterpackettoavoid missingthedeadline.
THANKYOUforallyoudoforthecauseofChrist.ChangingtheWorld,OneHeartataTime.
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