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Getting Started
"We have the same number of supporters we have always had, now we consistently
get the money they pledged, and that makes a big difference."
– Jay Tenbrink, Christian Missionary to Mexico
The "Cover Sheet"
outlines the components of the application, explains our strict
confidentiality and provides the mailing address to send the
apps to. Each item on the list must be included.
The "Application" page.
At the top of the page note that the name of your non-profit corporation is
the “business” and the “company." Your “DBA” means “doing business as” and it
is the ministry/org name that you use everyday on the street. When you are approved
by CheckFree for an account you will be called a “client” of CheckFree. Your
supporters will be your “customers". In the second line, use your actual street
address. In the third line under “mail/phone order,” put NO. (This
is for catalog sales). You should have a Federal Tax ID #. On line 8, ACH means
“automatic clearing house” where all checks route through in the
USA. So ACH $$$ are from checks. V/MC is Visa/Mastercard and is processed differently.
Estimate (roughly) how much you will receive in checks and cards (V/MC) in three
months after launching your EFT program and put the $$$ amount in the first
two blanks of line 8 respectively. “Others” is for Discovery and
American Express which we can avoid unless you have a product sale component
or some other reason and need or want to take them. In that case, estimate for
the “Others” blank space on line 8. In line 9 give an estimate for
the average EFT amount you expect and put in your V/MC processing number if
you have one that you are using now with a local bank. Do the same for line
10 as well. If you have a website we can help you receive secure donations from
that site as well as purchases. Call us about that.
On line 17 write "non-profit" over “corporation”
if you are one. Under PRINCIPALS, these are the officers of your organization.
Attach another sheet if you need to. The rest is self explanatory.
CheckFree is required by the ACH to identify risk as they are
releasing tools to your that allow access to individual's bank accounts. Sometimes
a fairly new ministry without a long track record can still qualify for these
tools with a “holdback” status where a small percentage of collected
funds is held in reserve each month to make sure there are no contested withdrawals.
Please note that if your estimates are under $25000 the first year, you will
not be required to send in two years financial statements but rather two months
bank statements. As your electronic income ramps up over that amount you should
have a good enough track record with CheckFree by then and financials won't
be required unless you have a lot of "returns." Egiving Systems will
help you make sure that does not happen.
"Automatic Payment Collection
Agreement." This is your contract for EFT checking transaction
services with CheckFree. Fill out the first 3 lines. Now, under “Authorized
Account” put the numbers for the account that money will be transferred
into from your supporters and unless you designate otherwise this is the account
CheckFree will debit back any fees for each transaction. The numbers at the
bottom of the check are like an address in the electronic banking world and
must be communicated accurately. Staple a voided check from this account to
the contract to assure the right numbers. The “Authorized Persons”
are two people with the authority to make any changes to this contract, especially
as to where the money will go. This is a high security issue. Think it through.
They are most likely the people who are authorized to sign organizational checks.
The "Merchant Agreement"
is your contract with CheckFree for processing your credit card donations. You
will be processing checking and credit cards in the same file which makes processing
very simple. Understand that businesses sign these agreements every day and
they are very normal agreements. CheckFree has an excellent processing and client
relationship record and if there is some misunderstanding at some point it will
be easily worked out. Besides coaching from us (Egiving Systems) CheckFree is
also committed to training and coaching. They want your business.
The "Patriot Act Addendum"
provides the basic information that the Federal Government now requests from
provider companies like CheckFree when they are looking for illegal money routing
to terrorist organizations. Note there are three sections. Each should have
as much information filled in as possible with the applicant also sending a
photo copy of his or her driver's license.
The "E-Money Fee Addendum"
is a special pricing through Egiving Systems for the ministry, charities and
like organizations. It requires a signature from us and is the rate CheckFree
will charge for their services. Egiving Systems receives a small portion to
maintain its efforts as you become successful. Request a signed copy from EgivingSystems
which will be faxed for your signature and inclusion into your packet.
Lastly, add your two years of financials (if your starting estimates
are over $25,000 for the first year EFT) or two months bank statements if under
$25,000, a voided check to designate the deposit account and your application
check to Checkfree.
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Step Two
Application to CheckFree.
Step Two is to print the Application Cover
Sheet, Three Part Application and Patriot
Act Form (below). The best way to fill out these
apps is to call us at 888-780-4483 and let us help you with
specific parts that can be confusing. This will expedite
the application and keep it from taking longer for approval.
Click the form you want to download.
The required forms are:
Cover Sheet
(download)
The
3 Part Application Package (download)
Patriot
Act Addendum (download)
CheckFree
Implementation Fee Debit Authorization (download)
Read more
about each form
For help completing the forms, call
Egiving Systems at 1-888-780-4483. Certain
parts of the applications do not pertain to ministry/non-profits.
Check off the items on the Cover Sheet
and call Egiving Systems to review the packet before mailing to avoid any delays
(888-780-4483). Expect to hear from CheckFree in 5 to 7 working days after they
receive your apps. They will schedule with you for set-up and system training
in eMoney. Anytime between now and then we can begin to strategize your introduction
of electronic stewardship into your organization. This is the critical part
of egiving success.
continue
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