Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	EXPENDITURES	6265 Operation

Payroll Deductions

Payroll deductions shall be limited to those required by BOARD POLICY or PROCEDURES, by law and those within the approved negotiated agreements.

s. 111.70 (1)(h)
6/2/03

PROCEDURE	EXPENDITURES	6265 Operation

Payroll Deductions

1. Authorized deductions are:
   1. Group life insurance;
   2. Hospital, surgical-medical, and major medical insurance;
   3. Income protection insurance;
   4. U.S. Savings bonds;
   5. United Charities;
   6. Tax deferred annuities;
   7. Professional organization dues - those authorized by Madison Teachers, Inc. (MTI);
   8. The Fair Share deduction;
   9. City of Madison and Wisconsin Teachers' Credit Union;
   10. Dental insurance;
   11. Charitable Organizations which have met qualifications of the BOARD;
   12. Dependent care;
   13. Group automobile and homeowner insurance program(s) authorized by MTI. Such shall not exceed one (1) carrier;
   14. Long Term Care Insurance;
   15. MTI Solidarity Fund.
2. Agency Qualifications
   1. The BOARD will participate each fall in an annual solicitation for a period not to exceed six weeks. The solicitation will be limited to umbrella groups (each of which must have at least five charitable organizations as members) and qualifying members. Each umbrella group must meet all of the following requirements:
      1. Is a "charitable organization" as described under Internal Revenue Code section 501(c)(3) and exempt from federal income tax under section 501(a);
      2. Is registered with the Wisconsin Department of Regulation and Licensing or exempt from registration under Wisconsin State Statutes, Section 440.42(5);
      3. Is organized in an appropriate manner to fit its purpose, having a Board of Directors which represents community interests and which will exercise close supervision over the operation, fund-raising, and monetary-disbursing efforts of the charitable organization.
      4. Has an active, voluntary Board of Directors who serve without compensation, who hold regular meetings, and who exercise effective administrative control. A current roster of the volunteer Board indicating name, address, and years of continuous service on the Board will be required. Non-profit, paid staff of the umbrella group may not serve on the Board with voting rights.
      5. Provides a personnel roster by staff position;
      6. Uses standards of accounting and a financial system based on generally accepted accounting principles (which includes accounting principles acceptable to an independent certified public accountant). A copy of last year's audit report or an independently- certified financial statement will be required.
      7. Provides a copy of the operating budget identifying all income and expenditures for the last year and the current year;
      8. Has fund-raising practices which include the following:
         1. Publicity and promotional activities shall be based upon the actual program and operations of the charitable organization.
         2. The charitable organization shall not sell or otherwise permit others to use lists of its contributors.
         3. No payment of commissions for fund-raising shall be permitted.
         4. There shall be no (1) mailing of unordered tickets or merchandise with a request for money in return or (2) sale of merchandise to Madison Metropolitan School District employees.
      9. Was not created specifically to take advantage of the opportunity for payroll deduction in the Madison Metropolitan School District, but operates an ongoing system of asking for contributions from the general public in Dane County;
      10. Has a policy and procedure of nondiscrimination in regard to race, color, religion, national origin, disability, age, or sex applicable to persons served by the organization, staff employment, and membership on the governing Board.
3. Application and Approval
   1. Umbrella groups interested in applying for inclusion in the Madison Metropolitan School District All-Charities Campaign shall:
      1. Annually make application to the SECRETARY OF THE BOARD on or before February 1st. The application by the umbrella group must provide documentation and proof that it meets all the required Agency Qualifications previously identified.
      2. Bond its employees. Such bond shall cover any loss of funds contributed by Madison Metropolitan School District employees related to fraudulent or dishonest acts (e.g. theft) committed by the umbrella group's employees.
      3. It shall be the responsibility of the umbrella group to screen its own agencies and to certify that the "Agency Qualifications" are all met for those agencies to be included in the umbrella group's application. In addition, the umbrella group must include with its application descriptions of each of the member agencies included along with a statement as to how each of them provides direct human and/or educational services to the people of Dane County. The Madison Metropolitan School District reserves the right to request specific information about any charitable organization included in the application, and to exclude any which it deems to be inappropriate and not in conformance with the established requirements.
   2. Applications of umbrella groups will be reviewed by the SECRETARY OF THE BOARD, and qualifying umbrella groups, as well as any not qualifying, will be notified in writing on or before March 15th.
4. Campaign Procedures
   1. The Fall Campaign will be conducted in accordance with the following procedures:
      1. One of the umbrella groups will be appointed by the SECRETARY OF THE BOARD to serve as the Coordinating Agency. The appointment will be subject to the capability of the umbrella group to accommodate the needs of all groups and the Madison Metropolitan School District, and recommendations of the participating umbrella groups will be considered. The selected umbrella group will coordinate agreed-upon campaign activities, arrange for all materials needed, prepare appropriate reports, and handle all financial matters.
      2. The participating umbrella groups and Madison Metropolitan School District representatives will determine the scope and time of the campaign, develop campaign materials, conduct the campaign, and evaluate the campaign. Most of the time and effort will be expended by the participating umbrella groups, with the appropriate involvement of Madison Metropolitan School District staff representatives.
      3. Should there be a lack of consensus between the umbrella group representatives and Madison Metropolitan School District representatives on procedures, materials, or regarding responsibilities of the Coordinating Agency, the SECRETARY OF THE BOARD or her/his designee shall make the final decision(s).
      4. Except during the designated solicitation period, no charitable organization or its representatives shall solicit charitable contributions from BOARD employees during working hours.
      5. Campaign reports of cash and payroll deduction contributions will be provided by the Coordinating Agency to the Madison Metropolitan School District periodically during the campaign and following its conclusion.
      6. All campaign materials and services will be provided without cost to the Madison Metropolitan School District. All such expenses shall be borne by the participating umbrella groups and their qualifying agencies in direct proportion to contributions received.
      7. Employees shall be permitted to designate their cash or payroll contributions to umbrella groups or individual agencies within such groups. Undesignated pledges will not be encouraged. Should they occur, they will be returned by the Madison Metropolitan School District to the contributor for proper designation.
5. Cash and Payroll Deduction Rules
   1. Employees contributing by personal check will make checks payable to "M.M.S.D. Combined Campaign." Such contributions and other cash shall be deposited in a bank account by the Coordinating Agency, which shall be accountable for the funds.
   2. Payroll deductions, which will begin in January, shall be permitted for all qualifying umbrella groups and member agencies subject to the following rules:
      1. Monthly deductions will begin on the first paycheck issued in January. Employees paid on the biweekly payroll will have deductions only on the second biweekly payroll of each month beginning in January.
      2. The minimum payroll deduction is $1.00 per month. Deductions may be spread over 12 months.
      3. Check stubs will identify the deduction only as "CHAR CONTRIB."
      4. Payroll deduction funds will be forwarded in a Madison Metropolitan School District check to the Coordinating Agency following each appropriate monthly or biweekly payroll. A computer listing of contributors in alphabetical order will accompany each check.
   3. Cash and payroll deduction contributions received and deposited by the Coordinating Agency will be distributed by that agency to each umbrella group at a time and in a manner acceptable to all participating umbrella groups.
   4. The Coordinating Agency shall hold the Madison Metropolitan School District, its BOARD and employees harmless and defend the Madison Metropolitan School District, its BOARD and employees against any and all claims, demands, suits, orders, judgments, or other forms of liability that shall arise out of, or by reason of, actions taken or not taken by the Madison Metropolitan School District, its BOARD and employees.

6/2/03

Last Updated: Tue Jul 10 14:19:42 2007
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