In my experience, new and small PACs are very hesitant to consider purchasing PAC management software.  They feel the benefit doesn’t justify the cost of a system.  While in a few circumstances this may be true, for the vast majority of PACs, it is not.  PAC management software: allows your organization to ensure receipts are aggregated to the correct individual by using a key identifier for each individual; allows mass updating of contributor data without manual data entry; allows posting of receipt data, alleviating manual entry; tracks disbursement data so that limits can be more effectively managed; allows for easier and more compliant state reporting; and enables PAC staff to report back to management and members on progress toward goals. In addition to the above, the use of a PAC management tool will save you time and reduce your risk of filing errors.  If you don’t feel that you need a strong tool to manage your PAC, think about the issues that can arise from errors in reports.  While “free” tools provided by filing entities work to get you registered, the next task on your list should be an evaluation of the PAC-management tools available the market to find what best suits the needs of your...

In this age of transparency and ethics rules, one important item on your PAC “To Do List” should be a biennial PAC Audit.  The audit should not simply be a review of the PAC finances, though that is important.  It should also cover a review of the systems and processes used by the PAC to ensure that they support compliance with the law. Ideally, the PAC will provide the auditor with financial documentation for the PAC.  That would include copies of payroll deduction files, copies of personal checks that have been deposited into the PAC account, and an accounting of any petty cash funds.  It would also include a list of all checks issued by the PAC during the review period, along with their ultimate disposition, i.e. cleared, outstanding, void.  Finally, copies of bank statements covering the review period, along with the reconciliation of that statement, should also be provided. Copies of all written procedures will be needed for the compliance portion.  This part of the review will look at whether or not the procedures support the requirements of the...

Prior to the end of the year is a great time to review the operations of your PAC and start preparing for next year. Things to consider: Dedicate some time to review your written procedures to ensure that they accurately reflect how the PAC operates. Meet up with your HR and/or IT contact and check that you have an accurate record of your restricted class.  Also, see if there is a need to augment the information you are currently receiving for soliciting and analysis. File everything and prepare a set of files for the coming year.  Archive files older than three years.  If possible, make an electronic copy to your network. Audit your enrollment cards. Thank everyone on your internal team for their efforts during the year. Strategic Planning – you should have already started this process for 2014, but if not – get started!  Commit to and document your goals for the PAC, the solicitation strategy and communications, as well as PAC events and an ongoing communications plan.  Also consider the metrics you will use to assess your success and how often you plan to report on your progress.  With this framework in place, you can begin thinking about the details and be ahead of the...

Budgeting for the PAC needs to be a priority now.  As you plan out the budget, take into account the obvious costs, like vendor services (creative, software, solicitation), but also think about soft costs, such as travel for PAC staff or training, events, conference services and web services.  And, if you have a PAC Match program, you will want to think about that as well.  Some organizations also require personnel costs, too.  Other things to think about might be banking/check printing fees, mailing costs, messengers fees.  You may want to consider a line-item for your budget specifically for all PAC costs.  If you can do it, a breakdown of what you included is a great idea and will help each year in the planning process....

Kent Wilson – General Mills