Section 4 - Budget & Accounting
WALK FOR PKD BUDGET
The following is provided to help you with planning for the costs associated with
your local Walk for PKD. Depending on Walk size, costs will vary. This is only
provided to you for guidance, for detailed past expenditures and to work on a budget
specific to your location, work with you walk manager.
All of the agencies that rate not-for-profits recommend and look for an expense ratio
no greater than 24%. Locally, Walk for PKD events average expenses of 13% or
less; because some coordinators are so good at leveraging local companies for
donations, we have some walks that run as lean at 8%.
Always work to get things donated. If you can’t find someone to donate an item you
deem necessary for the quality of your event, then purchase it, but try and negotiate a
discount! Remember, all of the money that you don’t spend on these items will
come back to the PKD Foundation to fund more research and patient education!
EXAMPLE of
Costs*: Mid-Sized Walk – 300 walkers - $35,000 raised
Permit Fees & Location Deposits
Police/Medical Coverage
Walk Brochures (for mailing & extras for dist.)
Postage** (brochure, direct mail & misc.)
Signage & Banners
Stage and Sound
Promotional Items (bags, tattoos, etc.)
T-shirts (front & back printing, walker & volunteer)
National Prize/Incentive Program
Insurance
Refreshments
Miscellaneous
Total Fixed Costs
$250
$ 50
$250
$500
$200
$300
$150
$700
$300
$190
$155
$200
$3,245
(9% expense ratio)
*Based on average total expenditures
**Postage is dependent on size of mailing list; if non-profit bulk rate postage is used, cost
estimated is $0.24 per piece mailed. If mailed by regular postage, the cost will be $0.44 per
piece (after May 1.) Please plan your mailings in advance, so that we can take advantage of
the bulk rate.
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FINANCES
HANDLING REVENUE
All funds received from your Walk for PKD must be forwarded to the PKD
Foundation in Kansas City within one week of receipt for deposit to the credit of
each local event. Utilize the Pre-Event Revenue Deposit Form when sending in any
pre-event funds to ensure proper credit to your Walk/chapter.
Chapters or Walks must not have their own local bank accounts. All funds raised go
to the PKD Foundation and are deposited into the individual chapter/walk’s general
ledger account. It is also best to send checks and credit card information only. Do
not send cash; convert cash to a cashier’s check.
Deposits to the chapter account must be sent to the PKD FOUNDATION, ATTN:
Walk for PKD and must clearly state Chapter Name and Walk location. Utilize the
pre-addressed routing envelopes provided to ensure proper routing in the office.
Please fill in the routing box according to the routing code identified on each form:
VPD Routing:
The PKD Foundation will acknowledge every corporate partner donation (regardless
of amount) and each individual donor-to-participant donation received offline that is
over $100. Remember, all online donations receive acknowledgment via email. If the
funds are from a local business partner you should still send your own thank you
note – it is your local relationship to cultivate.
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If you receive cash, convert it to a cashier’s check or money order and include name,
address and amount donated for each cash gift.
When sending in registrations, make and keep a copy of the registration forms for
your records, but send all original registration forms in to the PKD Foundation. By
law, we must have the signed registration forms and waivers returned to us to keep
on file for seven (7) years.
HANDLING EXPENSES
SUBMITTING REIMBURSEMENT REQUEST
Any expense in addition to your pre-approved budget must first be discussed and
approved by your walk manager. The PKD Foundation does not guarantee
reimbursement for any expense not approved.
When you incur an expense associated with your Walk, original receipts or invoices
must be sent to the PKD Foundation with an explanation of the expense. Please be as
detailed as possible in your explanation, as this will help with the processing of your
reimbursement request. The PKD Foundation makes every effort to fulfill the
requests in a timely manner.
To fill out the Reimbursement Request Form, please put in the date of the expense,
the company name and the specific purpose of the purchase, and then the amount.
Total up the amount column and fill in the rest of the form.
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Please keep in mind:
1. The PKD Foundation is the sole originator and executor of contracts and
encumbrances for the corporation and its chapters and is obligated to review
all contracts and/or agreements before they are executed.
2. Contracts or binding agreements entered into by chapter and/or walk
coordinators without the PKD Foundation’s knowledge and approval have
the potential to cause significant financial loss and generate harmful litigation
and/or other actions that could jeopardize the PKD Foundation’s ability to
pursue its mission.
If you have a situation where we must enter into a contractual agreement, please
notify PKD Foundation staff ASAP. We will work with you to get contracts signed
and invoices paid.
SUBMITTING A PAYMENT REQUEST
Occasionally you may incur an expense that is too large for you to “front” the funds
or you may work with a vendor that is willing to bill us directly. Please make sure
they understand the turn-around time to get them a check – approximately three
weeks – and then use the Request for Direct Bill Payment form to request the check.
When you submit the request, the bill or invoice also must be attached. We cannot
process it for payment without this documentation. Please fill out the request form in
its entirety. If you have any questions, please contact your walk manager.
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All of the forms mentioned in this section are RR documents at the end of Section 4.
There is a PDF version and a Word version that can be filled in and used to submit
electronic requests, but we will still need the original receipts and/or bills in order to
process.
Send completed forms and accompanying paperwork to:
PKD FOUNDATION
ATTN: Walk for PKD
8330 Ward Parkway, Suite 510
Kansas City, MO 64114
If you need additional pre-addressed routing envelopes at any time, email
walkforpkd@pkdcure.org. If you have questions about this, please contact your walk
manager.
IN-KIND TRACKING
At the end of the Walk for PKD season you will be asked to submit a record of all of
your in-kind donations, their quantity and value and, whenever possible, a copy of
the acknowledgement letter you sent. To make this easy to accomplish, simply
establish a filing system for it now and track each donation as it is received. That
way, when walk season is over, you just need to send the PKD Foundation your
completed file.
It is preferred that you send in these reports monthly, as donations are secured!
A sample/started in-kind document tracking form can be found as an RR document
at the end of this section and on the CD.
By law, we are required to report any and all in-kind donations received. Please help
us comply with this law by only accepting donations you have a use for, by keeping
good record of the donations you receive, and by submitting the information to us as
requested.
TRACKING VOLUNTEER HOURS
At the end of the Walk for PKD season you will be asked to submit a record of all of
your volunteer hours. To make this easy to accomplish, simply establish a filing
system for it now and track hours each month. That way, when walk season is over,
you just need to send the PKD Foundation your completed file.
It is preferred that you send in these reports monthly, as hours are logged! If you
have regular monthly meetings, just make hours reporting a part of it each time.
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A volunteer hours tracking sheet can be found as an RR document at the end of this
section and on the CD.
By law, we are required to report any and all in-kind donations received. Please help
us comply with this law by only accepting donations you have a use for, by keeping
good record of the donations you receive, and by submitting the information to us as
requested.
DAY-OF-EVENT MONEY HANDLING PROCEDURES
Day of Event procedures are always being reviewed and improved to bring you the
best and most current information possible. Once finalized, there will be several
conference call training opportunities made available and the information and forms
needed will be sent to you for your records and use.
Once the training schedule is made available, please make note on your calendar
and then ensure that multiple people from your Walk committee take part in these
training opportunities. It is imperative that anyone handling the funds on Walk day
know and understand the procedures.
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