Next week, the Senior Support Staff will kick off the new year with two webinars covering Crimson and CrimsonFiler. RSVP to join the webinars on Tuesday, January 17.
Crimson General Overview: Tuesday at 11 a.m. EST
- A General Overview: People Search, Data Entry, Reports, and More
- Newest features: Recalculate Dashboard button, Crimson ID Tokens, and Merchant e-Solutions Reconciliation Reports
CrimsonFiler Overview: Tuesday at 2 p.m. EST
- A General Overview: How to Create a New Report or File an Amendment
- Newest features: Miscellaneous Text options, Schedule C – Candidate Loans import from Crimson option, and exporting reported 24/48 hour records via Crimson’s FEC Export
Following up with donors who have contributed too much to a campaign is becoming increasingly important. With the growth of multi-channel fundraising, it’s now possible for undisclosed donors to make enough repeated gifts and go over FEC limits.
If your campaign isn’t using a CRM platform such as Crimson that centralizes donor data for all funding sources, it can be easy for these donors to slip through. Not only are they flagged by Federal Election Commission, but they can be the source of unwanted media stories for both political parties.
In Crimson, there are several tools available to help you identify over limit donors and flag them for follow-up long before you need to prepare your FEC filings. However, before you flag these donors for contributing too much, it’s important to first make sure your data is clean. You need to check for clerical issues such as bad addresses, duplicate names or irregular names before sending follow-up letters.
In addition to three built-in areas that flag potential over limit donors, Crimson has four reports that you can run to find everyone who donated too much.
Where to Look for Over Limit Donors in Crimson
When keying a donation to an existing donor’s record, you will see a Fund Code Totals area that displays the total amount the donor has given to each active Fund Code, and what remaining amount they can give before reaching their limit.
A warning message will also appear letting you know that the donation being keyed will put the donor over the limit if it exceeds the limit set for that particular fund code.
Under the Gift Totals section, you can scroll through the box to see which funds the donor has contributed to and how much they can still give before hitting the contribution limit.
The Uncoded Over Limit Donors area of the Compliance dashboard displays donors that are currently over limit and have not had an Exception Code applied to them. To use this feature, click on the name of the donor to view their full profile. You can also click on the More button to see a complete list of possible over limit donors.
How to Clean Up Your Data for Over Limit Donor Review
Before running your Over Limit Donor reports, it is advised to first run checks for irregular names, bad addresses, and duplicates. For more information on how to run these checks, please see the Crimson Helpdesk guide on How to Manage Over Limit Donors.
How to Find Run Over Limit Reports
Once you have checked your data for irregular names, bad addresses and duplicates, you should look for your potential over limit donors. You can click on the Uncoded Over Limit Donors area of the Compliance dashboard (as seen above), or you can click on the Reports button on the menu to pull up specific over limit donor reports.
1. Click on the Reports section on the Crimson menu and then select Compliance.
2. Select the over limit donor report which you would like to run. There are four reports specifically for built this purpose:
#406 Over Limit Donors: Donors with a Cycle-to-Date amount that exceeds the limit.
- Results include: donor name, address, over limit fund code, limit, CTD amount, last gift ID and date, comments on money type, adjustments, exception codes, and spouse name
#410 Over Limit Donors: Donors with a Cumulative Total amount that exceeds the fund limit based on the funds you have selected.
- Results include: donor name, address, over limit fund code, limit, cumulative total, last gift ID and date, comments with money type, adjustments, exception codes, and spouse name
#413 Over Limit Donors Summary: Donors with a Cycle-to-Date amount that exceeds the limit. This report gives more contact information and donor summary details.
- Results include: donor name, phone numbers, email, fund code cumulative total, limit, excess amount, Cycle-to-Date, last gift MID (per fund code), and source code for that gift
#4066 Over Limit Donors Gift Details: This report lists all donations for the fund codes selected for a donor who is over limit.
- Results include: donor name, address, fund code over limit, gift ID, amount and date, Limit for Fund Code, Cycle-to-Date amount, Year-to-Date amount, comment with money type, adjustments, exception codes, and spouse name
3. Your results will populate in a new window.
4. If you wish to export the results to an Excel document, click on the blue button.
John Simms, the Founder & President of CMDI, recently shared his thoughts about the election results and predictions about what’s to come on Medium. An excerpt is below.
When elected officials stop paying attention to voters, they are punished at the polls. They are rewarded with reelection when they do. That is the backbone of our Republic. That system protects both of us equally even though we may have very different ideas of the role of government. We avoid revolutions and coups by letting the voters decide.
Big upheavals (like Tuesday) happen when politicians lose track of who they represent. In this case, the “Basket of Deplorables” doesn’t like being called racists, bigots, sexists, and homophobes. Do those people exist? Sure. But for the vast majority of people, Democrats and Republicans alike, these labels are unfair and untrue. Most non-college educated rural white men are none of those things. This is another bogeyman created to generate fear and division in order to activate certain voter segments who don’t mix with “that social class” and don’t know otherwise.
My prediction is that the next session of Congress will be more smooth than one might expect. Most of what is passed Democrats in the Senate and House will like. If fact, much of the legislation proposed by Democrats during the Obama administration was designed to gain favor with certain voter interests and make Republicans look like obstructionists, knowing that Republicans would never allow it to pass. If Democrats had believed it would pass, they never would have proposed it. (Republicans do it, too; it’s just an unseemly political game.) Most of the Democrat leadership actually knows what needs to be done and now will find no political advantage to putting up much of a fight.
If the Democrats try to routinely filibuster legislation, they will pay a big price at the polls in 2018. Democrats have 25 Senate seats up in 2018. If they try to obstruct, many of them will lose in 2018. Many of them will lose in 2018 anyway because that’s just what happens when one Party has so many seats at risk. They really increase their chances of losing if they obstruct. At least one Democrat already gets it and is rumored to be considering changing Party allegiance to Republicans before the next session of Congress.
Does your campaign or PAC have a long list of flags to suppress when you run a People search in Crimson? If you struggle to always remember to suppress flags like “do not mail” or “deceased,” Crimson has a new feature that will make your searches easier.
A new button under the Suppression section of the People Search will automatically exclude flags that you have identified as a Channel Suppression Flag. This makes running list selects much faster and ensures that you remember to suppress everything that is needed.
Here’s how to use this new feature.
Set up the Channel Suppression Flags.
1. From the Crimson dashboard, select the People menu and then click on Settings.
2. Select the Flag tab at the top of the page.
3. Either add a new flag or click on the green button to edit an existing flag.
4. Check the box next to Check the box next to “This is a Channel Suppression Flag” and check at least one of the Target Channels to be suppressed. The channels include email, SMS, phone and direct mail.
5. Save your changes.
Now that your Channel Suppression Flags are set up, you can add them to your People Search query.
6. Go to People Search and enter your criteria.
7. Under the Suppression section, toggle the switch on next to “Apply Channel Suppression Flags.”
Note: You can also add the Channel Suppression Flags to Best Efforts and Thank You Searches.
8. Select Search and finishing running your query.
Recently, several new Crimson improvements launched for customer support and search functions. Scroll down to learn more about these changes and how to use them. If you have questions, please contact the Crimson Support Team at CrimsonSupport@CMDI.com or 1-800-878-6837.
Get Help Inside of Crimson
You no longer have to open the Crimson Helpdesk in order to launch a chat with customer support. Now, when you log into your dashboard, you will see a red tab on the bottom.
All you need to do is expand the tab, and enter your name, email and phone number to connect with the Crimson Support Team during business hours.
If you submit a chat outside of business hours, your chat will be submitted as a ticket, and the Crimson Support Team will follow up with you. The Crimson Support Team is available for chats from 10 a.m. – 6 p.m. Eastern on business days.
Find Organizations Faster in People Quick Search
If you are hunting for an organization, the People Quick Search will now query your search to match the last name field. Since the names of many organizations are saved in the last name field, this should make your search must easier and faster.
FEC Lookup Expanded
When looking for an FEC committee, the FEC Lookup function will now search in both the Name and ID fields. The committee name, FEC ID, and Last Report Coverage Date will populate in the results.
Suppress Flags Easier
You no longer have to enter in frequently used suppression tags when running a search! Under the Suppression section of People Search, make sure the “Apply Channel Suppression Flags” button is toggled on.
If your channel suppression flags are already set up, this new button will include those flags with every search. If you have questions please see the Crimson FAQ on using mass flag suppression.
Have you noticed a difference in the way that names are appearing on FEC forms?
If names appear differently, don’t be alarmed. This is a change that the Federal Election Commission recently made.
On Monday, the FEC announced that they changed the naming convention to standardize how names appear on forms. On the website, the agency explained:
What’s in a name? Variations in the way committees list an individual’s name on their FEC reports can create inconsistencies in the public record. To address this concern, the Commission has standardized listings for individuals’ names in the latest version of FECPrint, the electronic filing tool that generates images of FEC reporting forms. The new format lists an individual’s last name, first name, middle name, prefix, and suffix. For instance, Dr. John Q. Public, Sr. would appear on the FECPrint form as Public, John, Q., Dr., Sr.. Commas appear between each data field regardless of the content, so John Public, Jr. would be listed as Public, John, , , Jr.. The new format should improve the consistency of FEC data.
We have updated Crimson and CrimsonFiler to populate forms correctly. This is how names now appear on forms:
If you have any questions about the new naming convention, please contact the Crimson Helpdesk at 1-800-878-6837 or email us at CrimsonSupport@cmdi.com
Do you have questions about Crimson or need a refresher on CrimsonFiler before the next FEC deadline? Next week, the Senior Support Staff at CMDI will host two webinars on Wednesday, October 12.
Crimson General Overview: Wednesday at 11 a.m. EDT
- A general overview: People Search, Data Entry, Reports and more
- Newest features: Recalculate Dashboard button, Crimson ID Tokens, and Merchant e-Solutions Reconciliation Reports.
Crimson Filer Overview: Wednesday at 2 p.m. EDT
- A general overview: How to create a new report or file an amendment
- Newest features: Miscellaneous Text options, Schedule C – Candidate Loans import from Crimson option, and exporting reported 24/48 hour records via Crimson’s FEC Export
Please RSVP to receive your calendar invite and webinar information.
In the months leading up to a presidential election, you’ve probably noticed an increase in the political mail arriving at your home. While some of these pieces are educational, persuasion or Get Out The Vote mailers, the bulk of it is likely a request for a donation from a candidate or a PAC. Once you’ve made the decision to contribute, sign a personal check and then mail it, what happens to this contribution? What does it take for this donation to get deposited for the candidate’s use?
The campaign to which you are donating will likely have hired a vendor – like CMDI – to handle what is known as “caging” or “secure response management”. This is a direct mail term which refers to the process of picking up mailed-in donations from the Post Office, processing the payments, updating the mailing list and providing any needed FEC compliance services. By contracting these services to a third-party vendor, the campaign saves time and money by hiring experts familiar with the intricacies of FEC compliance and accounting.
What is involved in the caging process?
1. Donations are picked up from the campaign’s P.O. Box at the Post Office.
If you look at the business reply envelope (BRE) accompanying the donation request, you’ll notice that it’s addressed to a postal box. The vendor will check the P.O. Box each day for new donations that need to be processed and deposited.
2. Donations are sorted and opened in a secure facility.
When looking at the BRE accompanying the letter, you might see a code above the name and address. Mailed donations will sorted according to the envelope’s code, or by another method designated by the campaign such as color or size.
3. Donations are organized into prospect and house categories.
There are two main types of donors in political fundraising – prospect and house donors. A house donor is anyone who has previously donated to the campaign or organization. A prospective donor is one who fits an identified donor profile but has not previously contributed to the campaign.
4. Donations are checked for FEC compliance.
This is the most critical step for federal-level campaigns. Experienced vendors train their staff to verify that every check is made out to the correct committee name, signed, and follows FEC regulations.
- Checks and Credit Cards
Caging staff check to make sure the checks are made out to the correct committee name and signed. They also verify that the contribution is not over the designated limit and flag checks written from business accounts. Donations can’t be made from an incorporated business — even from small business owners who share a bank account with their business — but rather from a personal account. These donations are flagged and followed up by compliance staff with FEC “best efforts” procedures.
The FEC limits cash donations to $100 per political committee, and anonymous cash donations are capped at $50. Any cash donations exceeding this amount must be followed up with “best efforts” compliance procedures.
5. Donations are deposited.
During this step, all checks are scanned and digitally archived. Checks and cash are then deposited at the bank, and credit cards are processed following secure PCI standards.
6. Donation records are added to the candidate database.
Using the reply form accompanying the payment information, the data entry team updates the donor’s record in Crimson. They check for changes in the name and address, enter the amount of the donation, potential duplicates in the database, the type of donation, and the appeal from which it came. If a donation comes from a household, it is attributed to one individual in order to comply with FEC rules.
These records are then accessed in Crimson in order to file FEC reports, check for donors who might be over limits, and provide invaluable information for the campaign.
7. Donations are archived.
All physical documents that are mailed by the donor, such as the reply card and check, are archived in a secure off-site location for a certain period of time. All data entered into Crimson is also archived to a secure cloud.
Are you a new Crimson user? Join CMDI on Wednesday, September 14 for an introductory webinar.
The Crimson Support Team will provide a general overview of Crimson features in this 60 minute session that includes time for Q&A.
If you would like to join the webinar, please RSVP by completing this short form.
The first time a candidate runs for public office, it can be hard to know where to start! Fundraising may seem especially daunting. Often, candidates raise money through direct mail, but where do you get the mailing list of names to contact? Incumbents can rely on lists of previous donors, but first-time candidates don’t have this luxury. They need to identify potential supporters before they can even ask for contributions.
Here are some ideas on how first-time candidates can build up their mailing lists:
• Friends and Family: For many first-time candidates, the first step of a campaign is to send a “friends and family letter.” As the name implies, candidates send these letters to let their friends and family know that they are running, ask for support and even fundraise. Friends and family will often make up a candidate’s most dedicated volunteers. While they might be able to provide some initial funds, you will probably need to reach out to other donors.
• Events: Early in the campaign, most first-time candidates begin hosting events, like lunches and coffee chats. For your supporters, these events provide a chance to introduce their own friends and family to your campaign. You also meet potential supporters when you attend or speak at local political events. Every time you host or attend an event, be sure to bring a sign-up sheet to collect the names, emails and mailing addresses of new supporters who want to get involved in your campaign. You can later use these lists for fundraising mailings!
• Your Predecessor: Consider asking for a list of donors from the last candidate from your party to run for the office. He or she might be willing to help. Keep in mind, though, that a current officeholder may choose not to get involved in a contested primary. For a statewide race, however, you could try reaching out to former candidates for various offices.
• Party Committees: State and local party committees can also be a great resource. They might be able to provide a list of potential donors. Of course, during a contested primary, party committees are likely to be unable to help.
• Prospecting Lists: If you’re not able to find a free list of potential donors, consider renting a prospecting list from a list broker. For example, if you were running for senate, you could consider renting a fundraising list used by a gubernatorial candidate from your party last election cycle. By working with a list broker, you can access a donor list even if you don’t personally know the candidate who created it.
• Voter Files: Any candidate can get access to voter files, usually through the local county board of elections or a third-party vendor. While these files often come with a fee, they can be very useful. In voter files, you can see voters’ names, addresses and voting histories. The more frequently a person votes, the more likely he or she is to donate to a campaign. In states with party registration, you can even see voters’ party affiliations. That way, you can identify members of your party who are consistent voters – a great potential donor list!
• Be careful: Keep in mind that federal regulations prevent you from collecting names and addresses from other candidates’ campaign finance reports for you own fundraising efforts.
• Build for the future: Fundraising may be a challenge the first time you run for office. Remember that, in the future, you will be able to draw on this hard work and use the great fundraising list you will have created!