The Nuts and Bolts of KW Cares
Slide # 1
The Nuts and Bolts
of
KW Cares
An Operational Guide
Presenters
Chris Streppa
KW Cares Associate Executive Director
Austin, Texas
Mimi Hagan
MCAngel and KW Cares Advisory Board Member
Baton Rouge, Louisiana
Rebecca Shanahan
MCAngel and KW Approved Trainer
Lowell, Massachusetts
The Nuts and Bolts of KW Cares
Slide # 3
Please complete an
evaluation form found in the
back of your program guide.
The Nuts and Bolts of
KW Cares
Slide # 4
What Is KW Cares?
Keller Williams
Caring
Associates
Responding to
Emergency
Situations
The Nuts and Bolts of KW Cares
Slide # 5
KW Cares Trivia
Q. Where do you record your KW Cares
Representative?
A. On your Market Center’s White Page.
Q. Why is this important?
A. It creates our KW Cares Rep Database.
The Nuts and Bolts of KW Cares
Slide # 6
KW Cares Trivia (cont.)
Q. How much did KW Cares receive in donations
in 2012?
A. $3,874,235
The Nuts and Bolts of KW Cares
Slide # 7
KW Cares Trivia (cont.)
Q. What is the primary source of KW Cares
donations?
A. Greensheet donations!
Q. What should every Market Center’s goal be?
A. To have 100 percent participation.
The Nuts and Bolts of KW Cares
Slide # 8
KW Cares Trivia (cont.)
Q. How often should the Market Center submit
Greensheet donations?
A. Monthly with transmittal.
Q. Why is it best to submit donations with
transmittal?
A. It’s easier and faster for everyone involved.
The Nuts and Bolts of KW Cares
Slide # 9
KW Cares Trivia (cont.)
Q. Why does it take so long for donations to
appear on the intranet reports?
A. (1) We receive an electronic file from IT after
transmittal in order to import the donations
into our database. (2) KW Finance must transfer
the funds to KW Cares. (3) Before we post the
donations, we must close out the month to
ensure our accounts balance.
The Nuts and Bolts of KW Cares
Slide # 10
KW Cares Trivia (cont.)
Life cycle of a non-Greensheet donation check:
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Mail is sorted and problem checks are pulled. Calls
are made to MCA to resolve problems.
Checks are batched.
Checks are scanned for deposit to the bank.
Checks are entered into the donor database.
Donations are imported into accounting software.
Reports are generated and posted.
The Nuts and Bolts of KW Cares
Slide # 11
KW Cares Trivia (cont.)
Q. Where can I find KW Cares stories to share in
my Market Center?
A. The KW Cares website – www.kwcares.org
KWConnect – testimonials and videos
The Nuts and Bolts of KW Cares
Slide # 12
KW Cares Trivia (cont.)
Q. Does KW Cares send out year-end
statements?
A. We send receipts by email on a
monthly basis and not a year-end
statement.
The Nuts and Bolts of KW Cares
Slide # 13
What Is Our Legal Status?
KW Cares is a 501 (c)(3) public charity—a standalone legal entity.

Benefit: A 501 (c)(3) is federally authorized to
receive tax-deductible donations, enabling donors
to reduce their tax liability. This is a privilege that
we have to protect.
The Nuts and Bolts of KW Cares
Slide # 14
Legal Implications (cont.)
 A 501 (c)(3) must adhere to IRS regulations.
 Charities must maintain 100 percent control
over the donations received.
The Nuts and Bolts of KW Cares
Slide # 15
Legal Implications (cont.)
 Grants awarded by KW Cares must be based on
demonstrated financial need.
 KW Cares can provide disaster or emergency
assistance only after making an objective
determination that the applicant is in financial need.
 Grants are given if a person is unable to handle the
situation on his/her own.
The Nuts and Bolts of KW Cares
Slide # 16
How Do We Define Our Scope?
Through Our Mission Statement
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KW Cares is a 501 (c)(3) public charity created to
support Keller Williams associates and their
families with financial hardship as a result of a
sudden emergency.
Hardship is defined as a difficult circumstance that
a person or family cannot handle without outside
help.
The Nuts and Bolts of KW Cares
Slide # 17
Market Center Relationship to
KW Cares
What is the expectation of the Market Center in
supporting KW Cares?
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Each Market Center is asked to raise $30,000 annually for
charitable giving.
90 percent of that $30,000 should be to benefit your local
community, and 10 percent is the annual goal for KW
Cares.
If your Market Center raises more than $3,000 for KW
Cares, all donations must be submitted in the year in which
they were raised and not held over for the next year.
The Nuts and Bolts of KW Cares
Slide # 18
Market Center Relationship to
KW Cares
How should these monies be managed?
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Keep tax-deductible donations (for KW Cares or
other charities) in liability accounts and separate from
non-tax deductible monies used for local emergencies.
When raising money for a charity, work directly with
that charity, as that organization will provide receipts
for tax purposes.
Remember: Never deposit checks made out to
KW Cares into a Market Center or any other
account.
The Nuts and Bolts of KW Cares
Slide # 19
Market Center Relationship to
KW Cares
What is the best way to reach the $3,000 goal?

100 percent participation in Greensheet donations.
• The donation needs to be on the DA.
• Title companies should send donation checks to the MCA for
identification before being sent to KW Cares to ensure that agents
receive a receipt.
• Write the agent’s name on the check in the memo line.
• In states where title companies send the check directly, the title
company must be instructed to put the agent’s name on the check.
The Nuts and Bolts of KW Cares
Slide # 20
Fundraising
What are other ways to support KW Cares?
Conduct fundraisers!
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Submit the KW Cares Fundraising Agreement.
Only approved fundraisers that benefit KW Cares
100 percent may bear the name “KW Cares” and
display the KW Cares logo (trademark).
You must conduct the fundraiser according to
KW Cares procedures and submit the reconciliation
within 30 days.
The Nuts and Bolts of KW Cares
Slide # 21
Fundraising (cont.)
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An event may have several elements that are subject
to different rules for receipting.
In fact, an event may have several elements subject to
different allowable levels of tax receipting and may
require different disclosure statements.
Failure to furnish a disclosure statement for
fundraising events may result in a federal penalty.
A disclosure statement should appear on all event
promotional materials and tickets.
The Nuts and Bolts of KW Cares
Slide # 22
Fundraising (cont.)
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If your tournament fee is $100 and the
value of the green’s fee is $60, then the
tax-deductible donation is $40.
If, at the same tournament, a dinner is
included and the value of the dinner is
$20, then the tax-deductible portion
becomes $20.
Disclosure statement: The tax-deductible
portion of the tournament fee is $20.
The Nuts and Bolts of KW Cares
Slide # 23
$100
- $60
$40
$40
-$20
$20
Fundraising (cont.)
EXAMPLE: Golf Tournament w/Dinner and Auction
If, at that same tournament, a Big
Bertha driver is donated to the
silent auction, the donor receives
a receipt for donated goods for
the donation of one golf club. Per
IRS regulations, the value of the
club is not indicated on the
receipt.
The Nuts and Bolts of KW Cares
Slide # 24
Fundraising (cont.)
EXAMPLE: Golf Tournament w/Dinner and Auction
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If, at that same tournament, a player
pays $100 for the Big Bertha valued at
$200, that person has made a purchase
of an item for less than its value and
has not made a tax-deductible
donation.
However, if the purchaser paid $250
for Bertha, he/she would be entitled to
a receipt for a tax-deductible donation
in the amount of $50.
The Nuts and Bolts of KW Cares
Slide # 25
Value
$200
Pay
$100
Tax Ded. $0
Value
$200
Pay
$250
Tax Ded. $ 50
Fundraising (cont.)
Why is this important?
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Accountability to the IRS. These different scenarios
have to be properly receipted and accounted for in
your event reconciliation. KW Cares must have a
balanced reconciliation for each KW Cares-sponsored
fundraiser.
We are ALL responsible to demonstrate to the IRS
that donations are properly collected, recorded, and
receipted, and that funds raised in the name of KW
Cares reach the KW Cares bank account in Austin.
The Nuts and Bolts of KW Cares
Slide # 26
Fundraising (cont.)
When a nonprofit organization has a
fundraising event, it must maintain
records to show that funds have been
handled properly. This is true for all
KW Cares-endorsed fundraisers. This
Excel Workbook* must be used to
record sponsorships, donations,
proceeds, and expenses. Keeping track
of fundraiser elements from the
beginning makes the final reconciliation
easy.
*Download from www.kwcares.org.
The Nuts and Bolts of KW Cares
Slide # 27
Market Center Relationship to
KW Cares
Does our Market Center fund = KW Cares?
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No. The 501 (c)(3) charity with the benefits and
responsibilities of a nonprofit is only in Austin.Your local
fund is held by a for-profit entity.
Donation checks for your local fund or for local
fundraisers should not be made out to KW Cares
and are not tax-deductible donations.
You should have a Culture Committee and a KW Cares
Representative; however you may not call your local fund
“KW Cares.” If you do, please rename your fund ASAP!
The Nuts and Bolts of KW Cares
Slide # 28
Market Center Relationship to
KW Cares
How is money raised for local funds used?
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To provide a quick response to associates’
emergencies.
To assist members of the community in need.
To support local or other charities.
IMPORTANT: Donations to a Market Center’s
local fund are not tax deductible.
The Nuts and Bolts of KW Cares
Slide # 29
Processing KW Cares Donations
Before donations can be made
to KW Cares through a
Greensheet, the associate must
sign an Authorization Form*,
which should be kept in his/her
file in the Market Center.
*Download from www.kwcares.org.
The Nuts and Bolts of KW Cares
Slide # 30
Processing KW Cares Donations
(cont.)
WinMORE
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There is a dedicated KW Cares deduction line.
KW Cares donations will be included in the “pay
to KW Amount” and be included in transmittal.
Fundraising events will be handled manually by
submitting the event reconciliation and proceed
check(s) to KW Cares by mail.
The Nuts and Bolts of KW Cares
Slide # 31
Processing KW Cares Donations
(cont.)
Dedicated KW
Cares deduction
The Nuts and Bolts of KW Cares
Slide # 32
Processing KW Cares Donations
(cont.)
Deduction can be
adjusted on the DA
The Nuts and Bolts of KW Cares
Slide # 33
Processing KW Cares Donations
(cont.)
Profit Share
calculation
The Nuts and Bolts of KW Cares
Slide # 34
Processing KW Cares Donations
(cont.)
Benefit – Time Savings
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WinMORE deposit places the donations in the liability
account for KW Cares.
The Profit Share Calculation Report shows total
KW Cares DA donations for the month.
MCA adds KW Cares as a line item on the monthly
invoice.
KWRI drafts these deductions with the rest of the
Market Center fees.
The Nuts and Bolts of KW Cares
Slide # 35
Processing KW Cares Donations
(cont.)
Do not transmit donations AND send a check
from the Market Center. This doubles the
donations and defeats the purpose of
submitting donations with transmittal. Also,
the duplicated donations will have to be
reversed from our system.
The Nuts and Bolts of KW Cares
Slide # 36
Culture Committee
Your Culture Committee supports the
Market Center’s culture by:
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Overseeing Market Center fundraising efforts for the
annual $3,000 goal.
Assisting eligible KW associates with the KW Cares grant
application process.
Handling all of the Market Center’s non-KW Cares related
charitable activities, including fundraising for individuals in
need within the Market Center or the local community.
Conducting fundraising efforts for charities other than
KW Cares.
The Nuts and Bolts of KW Cares
Slide # 37
Culture Committee (cont.)
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Establishing and maintaining a Market Center’s
local emergency fund in order to provide
monetary assistance to individuals in need within
the Market Center or the local community.
Providing care, comfort, and nonmonetary support
to those in need in the Market Center or the local
community in the spirit of family taking care of
family.
The Nuts and Bolts of KW Cares
Slide # 38
Culture Committee (cont.)
Please remember . . .
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These local emergency funds must not be used for
Market Center operating expenses.
Unless a Market Center has established its own
separate 501(c)(3) entity for the local emergency fund,
donations to this fund are not tax deductible and
donors do not receive receipts for tax purposes.
Funds raised for specific individuals are not tax
deductible.
The Nuts and Bolts of KW Cares
Slide # 39
Culture Committee (cont.)
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The Chair of the Culture Committee is a member of
the ALC.
The Chair of the Culture Committee may also serve
as the Market Center's KW Cares Representative or
may appoint another member of the committee to
serve as the KW Cares Representative.
The Culture Committee shall provide
recommendations to the ALC for the disbursement of
funds collected for the Market Center’s local
emergency fund.
The Nuts and Bolts of KW Cares
Slide # 40
KW Cares Representative
Make sure the name of your KW Cares Rep is on
your Market Center’s White Page. This serves as
our database for reps.
The Nuts and Bolts of KW Cares
Slide # 41
Culture – How Can You Help?
So what’s it all about?
It’s about living the wonderful Keller
Williams culture by finding and serving the
higher purpose of business through charitable
giving in the Market Centers and communities
where our associates live and work.
The Nuts and Bolts of KW Cares
Slide # 42
Culture – How Can You Help?
(cont.)
Grants
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KW Cares provides assistance through grants.
How can you help?
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Be our eyes and ears to identify KW associates in need.
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Encourage them to seek assistance.
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Encourage them to call KW Cares.
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Help them through the grant application process.
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Ensure that the Market center Community has provided an adequate
degree of financial support before turning to KW Cares for a grant.
The Nuts and Bolts of KW Cares
Slide # 43
Culture – How Can You Help?
(cont.)
Grants
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Keep all grant information confidential.
Once the grant is finalized, destroy all copies
(electronic and hard copies).
The personal rewards are tremendous, and so are
the benefits to your colleagues in need.
The Nuts and Bolts of KW Cares
Slide # 44
Contact Us
We love to talk about KW Cares!
Website: www.kwcares.org
Email:
kwcares@kw.com
Phone:
512-306-6727
Fax:
435-514-2229
Facebook: facebook.com/kwrealtycares
Thanks for supporting KW Cares!
The Nuts and Bolts of KW Cares
Slide # 45
Thank you for attending!
Please complete an evaluation form found in
the back of your program guide.
The Nuts and Bolts of
KW Cares
The Nuts and Bolts of KW Cares
46
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