POLICIES & GUIDELINES
The Leukemia & Lymphoma Society is a national voluntary health agency dedicated to
curing leukemia, lymphoma, Hodgkin’s disease and myeloma, while improving the
quality of life of patients and their families.
About The Leukemia & Lymphoma Society
The Leukemia & Lymphoma Society is a national voluntary health agency dedicated to curing leukemia,
lymphoma, multiple myeloma and Hodgkin’s disease, as well as to improving the quality of life for patients and
their families. Our goal is to significantly accelerate cures for leukemia and its related cancers, and be the
recognized leader in the fight against these diseases. The Society supports five major programs – research,
patient financial aid, patient services, public and professional education and community services. Since the
first funding in 1954, the Society has awarded over $600 million to research grants, now about $64.7 million
annually. These grants support medical investigators as they continue their studies, which are among the most
prestigious in the fields of hematology and oncology, in order to advance the knowledge of leukemia and
related cancers, and ultimately cure these diseases.
About Leukemia
Leukemia is a malignancy of the blood-forming tissues – bone marrow, lymph nodes and spleen. It appears as
uncontrolled multiplication of abnormal blood cells. When leukemia strikes, millions of abnormal and useless
white blood cells accumulate in the tissues, preventing the production of normal cells. It is estimated that
leukemia and its related cancers will strike over 138,530 Americans this year. Leukemia is one of the leading
diseases contributing to the death of children less than 15 years of age, yet it affects ten times as many adults.
The cause of leukemia remains unknown. However, the effectiveness of recently developed treatment
methods and steady advances in research bring us closer every day to finding the cause of leukemia and
related cancers, and to probable cures.
Why Should I Support The Leukemia & Lymphoma Society?
 It is estimated that 138,530 people in the United States will be diagnosed with leukemia, lymphoma or
myeloma in 2008, and will cause the deaths of approximately 52,910 people. These deaths account for
nearly 9.4% of those diagnosed with cancer based on the total of 565,650 cancer-related deaths.
 Of the 1,437,180 new cancer cases diagnosed in the United States this year, 9.6% is accounted from new
cases of leukemia, lymphoma, Hodgkin lymphoma and myeloma.
 Every four minutes, someone in the United States is diagnosed with leukemia, lymphoma, Hodgkin
lymphoma or myeloma, which is nearly 360 people per day.
 Every 10 minutes another child or adult is going to lose their battle to leukemia, lymphoma or myeloma.
This breaks down to 145 people each day or six people every hour.
 The Leukemia & Lymphoma Society-sponsored research has been the catalyst for effective treatments of
Hodgkin’s lymphoma, lymphoma and other common kinds of cancers, including breast and lung cancer.
Now, on the threshold of a new era, the hope is that with accelerated funding for research, all leukemias
and related cancers will be curable early in this century.
 The research is working. Twenty-five years ago, only 4% of children diagnosed with leukemia survived.
Today, 85% of children with acute lymphocytic leukemia and 46% of those with acute myelogenous
leukemia will live, thanks to the research funded by The Leukemia & Lymphoma Society projects, such as
Team In Training.
The Gateway Chapter
The Gateway Chapter serves Eastern Missouri, Southern Illinois and Arkansas and is one of 66 chapters
nationwide. The chapter supports researchers at Washington University and St. Louis University and the. In
addition, the Society provides financial assistance up to $500 per year for outpatient expenses to patients with
leukemia and related cancers.
Thanks to the generous support of our sponsors, participants and volunteers, the Gateway Chapter Team In
Training program raised $1.4 million in fiscal year 2008 (July 1, 2007 through June 30, 2008). With your help,
we are looking forward to raising more than $1.5 million in fiscal year 2009.
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Team In Training Commitments & Policies
In order for the Team In Training program to reach its goals, it is vital that each and every team member
reaches their minimum fundraising commitment. To ensure the credibility of the program, fundraising deadlines
have been set.
All funds must be turned in by the Fundraising Deadline date, approximately three weeks prior to your
event. Specific deadline dates are enclosed. (See Important Dates Calendar, given to you when you
registered.)
According to the deadline provided for your event, you will have the opportunity to turn in your first 100
fundraising letters, and we’ll pay the postage (up to current standard letter postal cost) for you. Included in the
program packet are instructions on setting up an online fundraising page. Set up this page and include your
website address in your letters and emails. Donations collected through this website are sent directly to
Paycor and will immediately post to your account. Both are great ways to begin your fundraising early.
Recommitment
Recommitment refers to a point in your fundraising where you “recommit” to the team so that both you and the
Society are confident that you will complete the full fundraising minimum before the fundraising deadline. This
is the point in the season where we start to incur costs on your behalf for hotel, transportation and race entry
fees. For this reason, at this point we ask that you have a minimum amount in your Paycor account to continue
with the team.
For events with a fundraising minimum of $1,600 or less, your recommitment goal is $750.
For events with a fundraising minimum of $3,999 or less, your recommitment goal is $1,500.
For events with a fundraising minimum over $4,000, your recommitment goal is $2,000.
If you are not at the required funds for recommitment, you can make a personal donation to reach that amount
and continue with the team. Personal donations are accepted in the form of a money order, check, or a
credit card charge in our office. Do not make your personal donations on your online fundraising website.
If you have not reached the recommitment minimum and are unable to make a personal donation, you will
forfeit your place on the team.
How do I recommit?
You will receive a form at the travel and recommitment meeting that is the official document you must sign and
return to recommit to the team. On this document you will give us a credit card to guarantee that you will
complete the fundraising minimum for your event. Unless you are NOT at your recommitment goal for your
event, your card will not be charged at this time, but will be kept on file. Should you not complete the
fundraising minimum by the deadline, you will have the option of charging the card on file, another card or
writing a check to complete your fundraising.
Airline Deadline
The airline deadline is the date soon before which we purchase seats for the team flight, if applicable. At the
Airline Deadline (noted on your important dates calendar), we ask that you have at least $2,000 in your
account for us to buy your airline ticket.
If you have not raised the requested funds, you will remain on the team; however, we ask that you purchase
your own airline ticket, which will be reimbursable as per the guidelines listed below
Fundraising Deadline
The Fundraising Deadline is how we ensure that we will be able to give at least 75% to our mission to cure
blood cancers. You must complete the fundraising amount by this deadline to travel or complete your event. If
you have not reached your fundraising minimum, you will have three options to remain with the team: you may
charge the difference to the card that is on file, you may charge the difference on another credit card, or you
may write a check for the difference. If our records show you have not reached the minimum, your staff person
will contact you at the deadline with the amount of fundraising that we have on file and the amount of personal
donation necessary. It is important that you communicate any discrepancies with your staff person as quickly
as possible. If there is no response from you, your staff person will charge the card on file prior to the event.
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Personal donations are accepted in the form of a money order, check, or a credit card charge in our office. Do
not make your personal donations on your online fundraising website.
Reimbursement for Expenses and/or Fundraising Charges
Expense Reimbursement
Participants are eligible for expense reimbursement of any expense they incur that the Society pays up to the
Society’s cost. Typically, expense reimbursements include air and ground transportation from St. Louis to the
hotel at the event city (excluding local events), hotel for the duration of the event weekend and race entry.
These expenses will be explained in general at the travel and recommitment meeting and specifically at the
Know Before You Go meeting prior to the event, where you will be given the necessary forms to request a
reimbursement. You must have original proof of the expense (receipt) that shows payment type in order for the
Society to issue your reimbursement. Furthermore, any reimbursement request must be initiated by you before
the reimbursement deadline listed in the important dates for your event.
Fundraising Reimbursement
If you have made a personal donation to reach either the recommitment minimum or the fundraising minimum
for your event, you are given an opportunity to continue fundraising and be reimbursed up to the amount of
your donation. The final date that this is allowed is your “Reimbursement Deadline.” This deadline is specific to
your event and falls after your event. You do this by continuing to collect donations and submitting them to our
office. At the deadline, or when you reach the total of your personal donations, you must complete and send to
your staff person the “Request for Fundraising Reimbursement” and include all copies of checks sent to us
since the last statement that you received or include the actual check with the reimbursement form.
The “Request for Reimbursement” form and all other necessary documentation must be received by The
Leukemia & Lymphoma Society office no later than 5 p.m. CST on the date of the Reimbursement Deadline.
The Leukemia & Lymphoma Society will reimburse you via a check after the “Request for Fundraising
Reimbursement” form is received, any expense invoice has been paid and your Paycor account reflects the
correct balance. If you are eligible for expense reimbursements (i.e. air and/or hotel and/or race entry), then
please make certain that you complete the “Request for Expense Reimbursement.” When being reimbursed
for expenses you will be reimbursed via a check for your funds. Due to internal accounting procedures, your
check will be mailed to you approximately 30 days after the check request is submitted. Fundraising and
expense reimbursements will be combined on one check if applicable.
*The Leukemia & Lymphoma Society will only reimburse each participant one time.
How Does The Process Work?
For example: You are training for a Marathon that takes place on June 4th, and your fundraising goal is
$3,500. The recommitment deadline is March 31st. On March 31st, your Paycor account shows a balance of
$950. On April 1st, your credit card will be charged the difference below the $1,500 and what you must have in
your account. The fundraising deadline is May 19th. On May 19th you have a balance of $3,300 in your
Paycor account. Your credit card given at recommitment will be charged for $200 on May 19th. You continue
fundraising and turn in an additional $100. The Leukemia & Lymphoma Society will issue you a
reimbursement check for $100, but ONLY IF you submit a “Request for Fundraising Reimbursement.” Your
invoice must be paid, and the correct funds must be showing on Paycor’s account by June 23rd
(“Reimbursement Deadline,” about five weeks after the fundraising deadline). The remaining $150 from the
charges done at the recommitment and fundraising deadline will be considered a personal donation to ensure
that your $3,500 commitment has been fulfilled. Any funds that are received after the reimbursement deadline
are considered a donation to the Society and are non-reimbursable.
Important Things to Remember:
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In order to be eligible for the event trip, each Team Member agrees by the Recommitment date to turn in
the required amount of donations established for the event selected and to guarantee (by credit card) the
balance by the final Fundraising Deadline date, which is approximately three weeks prior to trip departure.
Please note the reimbursement policy – funds raised before the Reimbursement Deadline may be
submitted for credit. The respective amount will then be reimbursed to the participant via check.
Reimbursements will not be made until all invoices (registration fees and guest expenses) have been paid.
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Withdrawal From The TNT Program
If you decide you are not able to reach the minimum, or if for other reasons you must withdraw from the
program, then you have the following options:
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If you decide to drop BEFORE the Recommitment Date, then any funds you have raised to date will be
contributed 100% to the Society’s mission. You may NOT transfer the funds already raised to another
event. Should you decide to join another TNT event, you will be required to register again, pay the
registration fee and begin fundraising for the new event.
If you decide to drop AFTER you have signed the Recommitment Form with your credit card, you will be
invoiced for any expenses incurred on your behalf (i.e. airfare, any cancellation fees, etc.). You may NOT
transfer the funds already raised to another event. Those funds raised go directly to the Society’s mission.
Should you decide to join another TNT event, you will be required to register again, pay the registration fee
and begin fund raising for the new event.
If you must withdraw from the program due to injury, pregnancy or military duty at any time throughout
the training, you MAY transfer raised funds to another endurance event. The funds are held for one
calendar year from the season in which you were registered. (Ex: Spring 2006 withdraws must re-register
no later than the Spring 2007 season.) Approved Documentation is required.
 If the Society has incurred expenses on your behalf (i.e., already purchased the non-refundable airfare,
hotel, transportation, event entry fee, pasta and victory tickets,) the expenses will be deducted from
your fund raising total.
 In the event of an injury, you will be invoiced for all guest expenses. These expenses must be paid and
cannot be deducted from your fund raising total.
 Funds held are only valid in the Gateway Chapter. Should a participant relocate, held funds will not be
transferable to another Chapter territory.
In the event of withdrawal from the program, funds may not be transferred from one participant to another,
regardless of cause.
In the event that you have to withdraw from the program (regardless of cause) and want to register for
another event, you will need to pay the registration fee again because each time that you register, you
receive the program supplies.
Travel
The Leukemia & Lymphoma Society provides airfare, hotel accommodations and ground transportation during
the event for Team In Training participants.
Airfare
Currently, we have seats held for an approximate group number. In most cases, we do not purchase airline
tickets until after the final Fundraising Deadline date. This is to ensure that all participants have met their
fundraising goal prior to the Society purchasing non-refundable airline tickets. However, if our contract
requires us to purchase tickets further in advance, you will be accountable for the cost of the ticket if you have
recommitted and drop from the program.
Hotel
The Leukemia & Lymphoma Society National Office handles all hotel accommodations based on the
information that we provide, and therefore we generally do not have an exact hotel assignment until we near
the event (approximately six to eight weeks prior to the event).
Each participant’s fundraising minimum covers half the hotel room rate during event weekend since there are
two TNT participants placed per room. If you would prefer to have a room to yourself or share your room with
a guest, you will be responsible to pay for half of the room rate, applicable taxes and guest/porterage fees.
Team In Training does not book additional rooms for guests. All guest expenses must be paid by the Know
Before You Go Meeting, which is held approximately two weeks prior to the event date.
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Travel Forms
Approximately 10 weeks prior to your event, you will receive your Travel Forms covering the logistics for the
event weekend. You will also be given your recommitment paperwork in addition to your travel forms. Please
complete these forms and return them to your staff person by the Recommitment Deadline.
A note about airfare and hotel…
It is not mandatory to use the group airfare or group hotel. Obviously, we hope that all of our team members
will travel and stay with the Team. If you are making your own arrangements, you may be reimbursed for
those expenses according to the following guidelines:
Expense Reimbursements
 The Leukemia & Lymphoma Society will reimburse airfare and hotel expenses only after you have reached
your fundraising minimum and have turned your “Request for Expense Reimbursement” form (with all
necessary original supporting documentation of proof of payment) into your staff person. All of your funds
must be in your account at Paycor. The “Request for Reimbursement” form and all other documentation
must be received by The Leukemia & Lymphoma Society office no later than 5 p.m. CST on the date of the
Reimbursement Deadline. Please note that The Society will reimburse you via a check for your funds.
Due to internal accounting procedures, your check will be mailed to you approximately 30 days after the
check request is submitted. The Leukemia & Lymphoma Society will only reimburse each participant one
time. Please make certain that when you complete the form that it includes all reimbursements (for
fundraising and expenses).
 The Leukemia & Lymphoma Society will reimburse for the least expensive cost. For example, the group
airfare was $300, you purchased your own at $250, the Society will reimburse $250. If expense is higher
than group cost, the Society will only reimburse up to the group cost.
 The Leukemia & Lymphoma Society cannot reimburse participants who use their frequent flyer miles.
 If you decide to drive to the event, proof of mileage may be submitted and reimbursement will be based on
mileage rate at that time. The lesser of the costs (airfare or mileage) will be reimbursed.
 The Leukemia & Lymphoma Society will reimburse up to your event’s Reimbursement Deadline only. No
exceptions.
 If you decide to purchase your own expenses and NOT be reimbursed, your fundraising minimum remains
the same. Expense reimbursement may not be subtracted from the fundraising minimum.
Guest Policy
Guests are welcome during the event weekend. Team In Training will only book a maximum of one room per
participant, coach or staff, double occupancy. If you choose to have your guest(s) share your room, you will be
responsible to pay for half of the room rate, applicable taxes and guest/porterage fees. If you do not choose to
bring a guest, you will be sharing a room with another TNT participant. Note that Guests not in a
participant’s room are responsible for making their own accommodations.
Guests are welcome to attend the Pasta/Victory Parties. They are also welcome to use the TNT provided
ground transportation. You will indicate the number of guests needing pasta/victory tickets and ground
transportation when completing your travel forms at recommitment. Team members will be invoiced for guest
expenses. All guest expenses must be paid by the Know Before You Go Meeting, which is held approximately
two weeks prior to the event date.
Please be cautious when giving TNT your number of guests needing pasta, victory and transportation. The
Society must pay for any extra tickets ordered and those cost will be passed on to you for payment. If you find
that you no longer need the tickets, you cannot return them to The Leukemia & Lymphoma Society office. You
may, however, sell them to another participant who may be in need of additional tickets.
Transportation for participants and their guests is provided to/from airport, to/from Start/Finish and to/from
Pasta and Victory Celebrations. Guests are more than welcome to take advantage of transportation and
attend all TNT events during the weekend. Guests will be charged and invoices must be paid by the Know
Before You Go meeting.
All guest expenses must be paid by the date stated on the invoice. If any of your guest(s) request changes at
ANY TIME after submitting your travel forms, please notify your staff person immediately.
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SUBMITTING YOUR DONATIONS
Paycor
As money starts to come in, you should send your donations to Paycor once a week. Fill out the
PARTICIPANT DONOR FORM with each batch of checks. Send your PARTICIPANT DONOR FORM and
checks (do not staple or paper clip checks to the form) in an envelope to Paycor:
The Leukemia & Lymphoma Society
Gateway Chapter
Dept. # 901
PO Box 145900
Cincinnati, OH 45250
*There are labels with the Paycor address included in your program packet.
You should keep track of your fundraising progress including names, addresses, and donation amounts as
well as a copy of checks for yourself, just in case. This will also help you write Thank-you notes.
You will receive a monthly statement from Paycor. Keep in mind that it takes Paycor about seven to ten
days to record your donations after they receive it, so keep track of your statements, and if something
hasn’t shown up within about three weeks after submission, contact your staff person.
*Make sure each check is made out to LLS (not to you) and that the date is correct. If they aren’t,
this will only delay the process of having them credited to your account!
*Any personally made donor forms you may have included in your letter campaign is for your
records only, Do not send them to Paycor. Paycor ONLY needs the checks and the PARTICIPANT
DONOR FORM to process your donations.
Matching Gifts
Include a sentence in your letter asking your donors to check with their companies on their matching gift
program. This is an easy way to double or even triple your donations!
When you receive a check from a donor and they say that their company matches, ask them to get the
matching gift form from their company. The HR/Office Manager usually has them.
DON’T SEND MATCHING GIFT CHECKS TO PAYCOR!!
Complete the MATCHING GIFT FORM with your information and include the company’s matching gift form
and the donor’s check. Don’t forget to keep a copy of all three for your records. Mail the MATCHING GIFT
FORM, the company’s matching gift form, and the donor’s check to the LLS office:
The Leukemia & Lymphoma Society
ATTN: Tammy Tassinari
#77 West Port Plaza, Ste. 101
St. Louis, MO 63146
After receiving all necessary forms, the LLS office will verify the match to make sure LLS is eligible and will
add the donation to your Paycor account.
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GATEWAY CHAPTER
TEAM IN TRAINING STAFF
~Serving Eastern Missouri and Southern Illinois~
St. Louis Office
Main Office: (314) 878-0780
(800) 264-2873
Fax:
(314) 878-4050
Judy Swiecicki
Executive Director
judy.swiecicki@lls.org
Ext: 34
Cheryl Reale
Deputy Executive Director
cheryl.reale@lls.org
Ext: 35
Kobi Gillespie
Campaign Director
kobi.gillespie@lls.org
Ext: 33
Debbie Miller
Senior Campaign Manager
debbie.miller@lls.org
Ext: 23
Cindy Heffner
Marketing Manager
cindy.heffner@lls.org
Ext: 22
Nicole Lowe
Campaign Coordinator
nicole.lowe@lls.org
Ext: 27
Gail Ure
Campaign Coordinator
gail.ure@lls.org
Ext: 30
Gateway Chapter Main Office
77 West Port Plaza Dr.
Ste. 101
St. Louis, MO 63146
www.teamintraining.org/gat
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