Frequently asked questions

In 1982, Governor Vic Atiyeh sponsored the first State Employees Food Drive. State Employees collected food and funds for the Oregon Food Bank (OFB) Network. This tradition has repeated annually ever since. Agencies work in partnership with Regional Food Banks in the OFB Network to provide food assistance throughout the state and southwest Washington to individuals and families in need.

All state agencies, commissions, boards, and employees are eligible to participate. They may enlist the support of community partners in some of their fundraising activities. It is always a good idea to contact your Regional Food Bank before contacting community partners to see if there are any existing agreements already in place.

The food drive runs the month of February.

To make the greatest impact, the Food Drive has been adapted to focus on payroll deductions, and check/credit card donations directly to their Regional Food Bank. Arranging food and cash donations is dependent on state agency and local Regional Food Bank guidelines and resources.

The donations that are given in your area stay in your area unless a donor specifically wants their donation to go to a nonlocal food bank.

Checks should be made out to the Regional Food Bank the employee wishes to support. The Oregon Food Bank Network operates on the principle of keeping donations in the area where they are collected.

Salem area agencies may deposit funds at Heritage Grove Federal Credit Union. See this document for more information.

Checks and cash donations go to your Regional Food Bank.

If you do receive cash donations, be sure to place money in a secure location. Consolidating ALL of it (including change) into large bills or a cashier’s check is greatly appreciated.

Employees will create their payroll deduction request through Workday. A report with the total by agency will be shared with coordinators each week and a final tally will be sent at the end of the food drive.

You count the total amount an employee pledges to donate for the year, either the monthly donation multiplied by twelve (12) or the amount of a one-time donation.

For payroll deductions, the employee will fill out a “Payroll Deduction Request” in Workday and designate the Food Bank they wish to donate to in their request. If giving by credit card, the employee will give online on the Regional Food Bank’s website and complete a “Credit Card or Checking Account Designation Form”. For donations by check, checks should be made out to the Regional Food Bank of choice.

Tax receipts CANNOT be given for donations used for silent auctions, raffles, or food events. In order for a donor to receive a tax receipt, the donation must go directly to the food bank.

Yes, Regional Food Banks and food cupboards/pantries have the need for toothbrushes, diapers, soap, and other personal items. Such items should be weighed and counted as pounds of food on the Agency Report Form. Please keep these items separate from food donations so no accidental contamination of the food occurs.

A $10 donation allows the food bank to collect and distribute 30 meals. When the Governor’s State Employee Food Drive totals are calculated, the conversion that will be used is three (3) meals for every dollar collected and 0.75 meals per every pound of food raised.

Yes. Keep in mind that Regional Food Banks do have relationships with most grocery stores and food processors in their area and already have a commitment for donations, so please contact your Regional Food Bank before soliciting food donations that will go directly to the food bank from these businesses. Donated items can also be solicited for silent auctions, raffles, or for use in a food event. Make sure you are following regulations regarding gaming events (see the Gaming Events document for more information).

Tax receipts CANNOT be given for these types of donations. In order for a donor to receive a tax receipt, the donation must go directly to the food bank.

Fundraising events should be planned during the designated food drive period if possible. Some agencies, due to specific resources or through planning outside of the Governor’s State Employees Food Drive, collect donations in other months. Those donations are very much appreciated by the Oregon Food Bank Network. However, those donations should not be counted toward the donation totals for the Governor’s State Employees Food Drive.

Use the appropriate reporting form to detail the amount of cash, check, credit card (automatic donations made directly to the food bank) received during the food drive. The reporting forms can be found under Coordinator Resources.

The reporting due date is typically 10-14 days after the end of the food drive. Note: If you are a Site Coordinator, you will need to have your information to your Agency Coordinator prior to this deadline so your agency’s full report can be turned in on time. Please work with your Agency Coordinator to determine what your internal deadline is.

Only BINGO, Raffles and Monte-Carlo events are legal. If you have a question about whether an activity is legal or perhaps causes a conflict of interest, make sure you have approval from your agency administrator and consult the Gaming Registrar at the Department of Justice (charitable@doj.state.or.us) to be absolutely sure. You may also want to contact the DAS-Risk Management Division. Make sure you are following regulations regarding drawings and raffles (see the Gaming Events document for more information).

Agency Coordinators or Site/Office Coordinators should discuss activities planned for the Governor’s State Employees Food Drive with agency management. Management is responsible for agency activities and must know about food drive activities regardless of management participation.

While these are very popular, there are safety concerns with these activities. If you wish to investigate this option further, we suggest contacting a DAS-Risk Management representative.

Raffles, BINGO, chance drawings and other activities are considered gaming activities by the Oregon Department of Justice and there are regulations regarding record keeping and amounts raised. The Food Drive Committee cannot answer questions about gaming activities.

See the Gaming Events document for more information. The Gaming Registrar can provide a more detailed gaming information packet upon request. Contact charitable@doj.state.or.us.

No. In a silent auction, you only pay if you make the highest bid - you don’t pay for a “chance” to win. Therefore, silent auctions do not fall under the gaming rules.

Contact your Regional Food Bank representative. There is a list on the Coordinator Information page, or at the end of the Coordinator’s Handbook.

Frequently asked questions

What is the Governor’s State Employees Food Drive?

Who participates?

When is the food drive?

What can employees donate?

Who gets the donations?

Who should checks be made out to?

Where do I take the money?

What about keeping track of payroll deductions?

Since people can make both one-time or 12-month payroll deductions, how do I count these?

What if an employee wants their one-time donation to go to a certain Regional Food Bank?

Can I provide a receipt for tax purposes?

Should the food drive accept nonfood contributions?

How many meals are assigned food and fund donations?

Can I solicit donations from grocery stores, vendors, shops, or vacation and recreational businesses?

Can our agency count donations received outside of the designated food drive period as part of the Governor’s State Employees Food Drive?

What form do I use to report my agency’s totals?

When are Agency Report Forms due?

What fundraising activities are legal?

Who approves activities?

What about having a “dunk tank” or “pie throwing” event to raise money?

What about raffles and other gaming activities?

Do “silent auctions” fall under the gaming restrictions?

Where can I get speakers to talk to staff about hunger and the role of food banks?