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2013

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2013

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  1. 2013 NorcalTurn-In TrainingKeyworker, Unit Project Officer, Employee Campaign Chair, Loaned Executive, Hub Administrator

  2. Giving Methods Overview • One Time Gifts: • Traditional Pledge Form • Cash, Check • Hard Form - 3 part • Soft Form - PDF Fill In • Nexus • Credit Card, Cash, Check 2

  3. Giving Methods Overview • Reoccurring Gift: • Payroll Deduction – 95% of campaign • myPay • DoD Military and Active Duty Civilians • Independent Defense Agencies • EPA, DOE, HHS, VA • Employee Express – Participating Federal Agencies • Nexus Payroll Deduction – All Personnel 3

  4. Giving Methods Overview Reoccurring Gift: Website Screenshot Make Your CFC Pledge Online Beale AFB Unit Codes  Civilian Agency Unit Codes      DoD Miscellaneous Unit Codes     Travis AFB Unit Codes     US Army Unit Codes       Norcal Campaign Code: 0106

  5. Giving Methods Overview Donor Information: Website Screenshot Making Your Pledge You have the option to contribute to more than 3,000 charities through the Norcal CFC.  Pledges can be made by credit card, cash, check, or payroll deduction. Credit Card contributions are one time contributions.  They may be made using CFC NEXUS online assisted giving.  Cash and check contributions may be made using CFC NEXUS or the Traditional Pledge Form and CFC Charity Search.  These pledges MUST be printed and turned in to your keyworker to be processed.  EEX and myPay online contributions are reoccurring payroll allotment contributions.  If your agency doesn't provide EEX or myPay or you prefer, you may make a reoccurring payroll deduction pledge using CFC NEXUS.  However, this pledge MUST be printed and turned in to your keyworker to be processed. Except for documented expenses for the operation of the Norcal CFC and uncollected pledges, all contributions are distributed as designated. All funds contributed to the Norcal CFC that are not designated to a specific charity or federation will be distributed to all organizations listed in the charity catalog in the same proportion as they received designations.  If a charity does not receive a donation it will not get any portion of the undesignated funds.Please do not designate any organization not listed in the Searchable Database or charity catalog. Write-ins are prohibited and cannot be accepted. If you desire, you may donate to the CFC anonymously by placing your confidential gift in a sealed envelope. Any contribution made to the CFC should be freely given. Coercion is strictly prohibited.Thank You!

  6. Traditional Pledging • Traditional Pledge form – hard copy/PDF file • Payroll Deduction, check or cash Cash Check Payroll Deduction Available for all personnel Reviewed by KW for legibility, accuracy & completeness Thank you for partnering with the CFC! 6

  7. CFC Nexus Pledging • NEXUS Online Assisted: Available to anyone; • Norcal Website links to NEXUS • One Time Contribution - Cash, Check, • One Time Credit Card – 3% third party convenience banking fee • Continual Gift – Payroll deduction (must renew annually, print & submit form) • NAF,and non myPay personnel: • Register • Search for charities • Complete Pledging • Print & submit • Confirmation 7

  8. Key Worker Turn-Ins NEXUS Forms SPECIAL INSTRUCTIONS Please make sure you print your pledge and sign with a wet signature. Turn your pledge with cash or check into your keyworker. ECC will turn your payroll deduction form in to your payroll office for manual processing. Campaign ReportingOne copy of the NEXUS payroll deduction form is collected; It is turned in to the ECC. The ECC turns it into the agency finance office for payroll deduction processing. Nexus credit card contributions are NOT collected. Thank you for partnering with the CFC! 8

  9. CF NEXUS Pledging SPECIAL INSTRUCTIONS Credit Card contributions: -Do not submit your credit card receipt to keyworker -Fill in thank you gift award information online -Complete thank you gift confirmation form and submit to keyworker. -Pledge will be processed by your bank card. Thank you for partnering with the CFC! 9

  10. Pledging • myPay Online: Payroll deduction only • Norcal Region Website links to myPay • Website Charity Searchable database (step 1) • myPay Transaction (step 2) • Login: https://mypay.dfas.mil/mypay.aspx • Select CFC option • Search for charities (not recommended) • Pledge • Confirmation Thank you for partnering with the CFC! 10

  11. Pledging This step MUST be reiterated by KW Key Training Point The screen will ONLY be shown to active duty Army, Navy, and Air Force Personnel . Those donors must be provided their 4-digit NORCAL Campaign Code 0106 All other donors’ campaign information will be automatically populated

  12. myPay Pledging Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing Other donors will not see this screen Norcal Region 0106

  13. myPay Pledging Donor selects donation amount per pay period/month Key Training Point Maximum allowable total donation for military personnel is $833/month. For donations higher than that, military donors should use a paper pledge form

  14. myPay Pledging Pledge summary is displayed; undesignated funds are automatically calculated and displayed Key Turn-In Training Point For an organization’s pledges to be properly credited the donor MUST enter the Command/Unit or Federal Agency/Office Code Each KW MUST communicate agency/unit code for their organization to potential donors Unit Codes provided on back side of epledging flyer

  15. Agency Code Tracking Track Donors to units using appreciation award tracking agency codes: Website hyperlinks Beale AFB Unit Codes  Civilian Agency Unit Codes      DoD Miscellaneous Unit Codes     Travis AFB Unit Codes     US Army Unit Codes Norcal Campaign Code: 0106

  16. Pledging Key Training Point Donor can view print PDF pledge form for recordkeeping. Donor will not turn this receipt in to the Keyworker. They will complete epleding appreciation award acknowledgement form and turn it in to keyworker.

  17. Employee Express Log In Screen EEX Pledging Enter your login ID and Password then click “Sign In”. 17 Thank you for partnering with the CFC!

  18. EEX Pledging • EEX Online: Payroll deduction only • Norcal Region Website links to Employee Express • Website Charity Searchable database (step 1) • EEX Transaction (step 2) • Login: https://mypay.dfas.mil/mypay.aspx • Select CFC option • Search for charities (not recommended) • Pledge • Confirmation – Donor may elect to print confirmation but it does not get turned in to keyworker. Donor turns in Appreiation Award Acknowledgement Thank you for partnering with the CFC! 18

  19. Donor Appreciation Award Tracking • PCFO Tracking Form Provided for UPOs & Keyworkers • Each KeyWorker keeps a list of their 25 co-workers with a check box of the donor’s gift request and whether or not they have received it • Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive • Appreciation award provided at turn-ins to ECC for ECC to distribute to Keyworkers as pledge forms/confirmation forms are collected by keyworker • Track requests for gift on Donor Appreciation Award ledger • Tracking system for online contributions in Mypay, EEX & Nexus Thank you for partnering with the CFC! 19

  20. Appreciation Award Thank you for partnering with the CFC! 20

  21. Donor Appreciation Award Tracking Form Get Your Give ON-Line One time credit card, cash or check Reoccurring Payroll deduction __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker Agency/Installation: ________________________Unit Name:________________Unit Code:_________ Donor_____________________________E-Mail________________________________________________ Gift : 2013 Challenge Coin I prefer not to receive a donor appreciation gift. Donor fills out their information and turns in the bottom portion of the form to their keyworker 21

  22. Donor Appreciation Award Tracking Form Back side of Appreciation Award Acknowledgement Form 22

  23. Donor Appreciation Award Tracking • Traditional Form • Record award information from pledge form • myPay & Nexus • Donor fills out and submits donor Appreciation Award confirmation form -------------------------------------------------------- • Agency/Installation ___________Unit Code________ • Donor ______________________E-Mail___________ • Keyworker includes tracking form in report envelope • Keyworker uses tracking form to create list of donor gift needs • Keyworker send tracking form electronically to UPO/ECC • Keyworker reports gifts needed on report envelope for turn-in • KW/UPO/ECC tracks gift needs on master tracking ledger Thank you for partnering with the CFC! 23

  24. Donor Appreciation Award Tracking Ledger 24

  25. KeyWorker Turn-In Pledge Preparation • Collect pledges weekly – All donors should turn in something: • MyPay – Appreciation Award Acknowledgement form only • Employee Express - Appreciation Award Acknowledgement form only • NEXUS • Print out of cash or check contributions and submit with cash or check • Print out of payroll deduction form with wet signature • Do not collect credit card print out – collect appreciation award form • Traditional Pledge forms • Pledges must be reviewed for completeness, accuracy and legibility • Submit Copy 1, Copy 2 for payroll deduction; Copy 2 only for cash or check contributions 25

  26. Contribution Collection Tips • Keyworkers Collect Pledge Forms &/or Appreciation Award Confirmation Forms Weekly • PII & OSI Compliance –remove cover when placing pledge form in envelope to submit to UPO/ECC • Do not staple cash & checks to pledge forms • Verify accuracy & completeness of pledge form information; if any Donor Receipts attached, return to donor. If any corrections or additional information is required contact donor to make changes. • Separate cash, check, payroll deduction & Nexus donations. • KeyWorkers make regular time to turn in report envelope with UPO/ECC • Leaves plenty of time for both KeyWorker and UPO/ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance) • Recommend one day prior to ECC turn-in with LE/PCFO Hub Administrator 26

  27. KeyWorker Turn-In Pledge Preparation • Collect Weekly • myPay pledge appreciation award acknowledgement forms • Collect and verify forms: • Ensure donor’s name and e-mail address is included • Ensure unit/office code is completed • Ensure gift request is completed • Employee Express • Appreciation award acknowledgement form – Collect and verify form • Ensure donor’s name and e-mail address is included • Ensure unit/office code is completed • Ensure gift request is completed • Report totals of each pledge type (cash, check and traditional payroll pledges) on report envelope; • Report number of gifts requested on report envelope 27

  28. Key Worker Turn-In NEXUS Cash & Check Forms Traditional Forms Keyworker: Separates each type of pledge and records # of each pledge and total $ for traditional & Nexus cash, check & traditional/PDF payroll deduction pledge forms. These are the only pledge forms turned in. Appreciation award forms are turned in for of myPay, EEX & Nexus payroll pledges and credit card contributions for online giving. The chain of custody transition statement on the envelope will be signed off on by the all parties at each level of turn-in. ( IG Compliance) 28

  29. KW Pledge Reporting & Verification Keyworker fills out envelope report completely. Keyworker signs for contents of envelope. Keyworker reports donor gifts needed OPM compliance training 29

  30. KW Responsibilities Recap • Prepare and fill-out accounting envelope according to pledges received and gifts requested. • Use Gift Ledger to track all requested donor gifts • Distribute general donor gifts – Collector’s Coin • Meet with UPO/ECC weekly to turn-in reporting envelope. • If donors provided Nexus, myPay or EEX pledge receipts from system, return to donor.

  31. Pledging • Traditional Form IG Audit Findings: OPM Compliance training • Illegible, if it is unreadable, the pledge may not be processed correctly • Monthly gift is listed as the annual gift • Designation to an invalid code; pledges can only be made to agencies listed in this region’s brochure • Form isn’t signed; payroll deduction cannot be authorized if the form isn’t signed • Social security numbers is not provided; payroll deduction can not be authorized without the SSN; USPS employees may use their Employee ID#. 31

  32. Key Worker Turn-Ins NEXUS Forms SPECIAL INSTRUCTIONS Please make sure you print your pledge, and sign with “wet signature.” Turn your pledge form into your keyworker. Campaign ReportingOne copy of the NEXUS payroll deduction form is collected; It is turned in to the ECC. The ECC turns it into the agency finance office for payroll allotment processing. Nexus credit card contributions are NOT collected due to PII. Thank you for partnering with the CFC! 32

  33. Key Worker Turn-In NEXUS cash & Check Forms Traditional Forms Campaign ReportingThe UPO followed by the ECC will collect all KW envelopes, verify the contents with the KW/UPO and turn in to the ECC weekly. The envelope contents will be re-verify by the LE/PCFO representative. A chain of custody transition form on the envelope will be signed by the all parties at each level of turn-in. ( IG Compliance) Thank you for partnering with the CFC! 33

  34. Key Worker Turn-In Pledge Form Gift Request Donor Gift Request Form Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ Gift Level: General Silver (one hour’s pay per pay period) Gold(two hour’s pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. Campaign ReportingTraditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope. Thank you for partnering with the CFC! 34

  35. Key Worker Turn-In Donor Gift Tracking Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ Gift Level: General Silver (one hour’s pay per pay period) Gold(two hour’s pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. Campaign ReportingKeyworker collects all traditional pledge gift information, Nexus, EEX & myPay award appreciation confirmation forms and records them on the appreciation award tracking form. Ledger is submitted electronically to ECC Thank you for partnering with the CFC! 35

  36. Turn-In Flow Chart There may be a Unit Project Officer (UPO) in larger agencies if desired LE or PCFO Hub Administrator 36 Thank you for partnering with the CFC!

  37. KW - UPO/ECC Turn-In • Envelope Verification -Weekly Turn-Ins with KW • UPO/ECC - Collect and Verify Report envelopes each week with keyworker • UPO/ECC - Spot check traditional forms for legibility, accuracy & completeness • Verify # of each type of pledge in envelope • Verify $ of each type of pledges reported • Verify e-pledging appreciation award confirmation forms • Collect and verify forms: • Ensure donor’s name is on form • Ensure donor’s e-mail address is included • Ensure unit/office code is completed • Ensure gift request is completed • Sign off on report envelope once content and report are verified 37

  38. KW Pledge Reporting & Verification UPO/ECC should spot check forms in envelope to ensure the KW has reviewed donor forms for legibility, accuracy and completeness. UPO/ECC verifies accuracy of report on envelope. Once verified, UPO/ECC signs chain of custody and accepts envelope. OPM compliance training 38

  39. Optional Large Agency UPO Turn-In • ECC Collection from UPOs • If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), a UPO may be an additional layer of campaign leadership who will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3.) This ensures proper credit to each part of that organization AND if donor information has to be verified, it provides for a contact closer to the donor to validate. • Each of these subsectionsshould have envelope tracking 1 of 4, 2 of 4, 3 of 4, 4 of 4 on the reporting envelope, which would then be rubber banded together by the UPO. • UPO/ECC will record multiple envelopes on ledger 39

  40. UPO/ECC Tips - Meet with KW • Meet with keyworkers on a weekly basis to receive donations, verify report envelope and sign-off if correct. • Copy 1 of check and cash donations-SHRED. • ALL copy 2’s go back into the envelope for CFC turn-in. If no copy 2, please make a copy and turn-in as usual. • Verify all report envelope calculations and monies received are correct and recorded accurately on the envelope. • Collect electronically and track all gifts to be distributed on your awards tracking ledger. Cut, paste, and consolidate all KW award tracking forms into one master for the organization each week. • Enter all financial information into correct Batch # section of the ledger.

  41. ECC Turn-In ECC/IPO uses financial ledger to record all UPO/KW report turn-in envelopes; If there is a UPO, the ECC may simply cut and paste the UPO ledgers into ECC ledger upon envelope verification. 41

  42. ECC Turn-In ECC/IPO may find envelopes with extraneous myPay, EEX & Nexus pledge receipts; ECC/IPO will remove these receipts and TRACK the removed information on their TRACKING TAB of the ECC ledger 42

  43. After Weekly KW Turn-insECC NEXUS Pledge Processing Procedures • Alphabetize all “wet signature” forms received from keyworkers • Go into Nexus Payroll Coordinator on NORCAL CFC Nexus Payroll Coordinator link • Select BULK process pledge forms in NEXUS & print • Alphabetize all bulk processed forms and assimilate with “wet signature” forms • Compare “wet signature” forms with bulk printed forms and remove duplicate bulk processed forms • Submit all wet signature and remaining bulk processed forms into payroll office along with traditional pledge forms Thank you for partnering with the CFC! 43

  44. CFC NEXUS • Pledge Training link:https://www.cfcnexus.org/_root/ View Payroll Coordinator Pledge Batch Processing 44

  45. CFC NEXUS Pledging 1. Registration – ECC MUST register in NEXUS system • Notify Central Receipt Clerk that you have registered in the system; • your privileges will be upgraded to “Payroll Coordinator.” Thank you for partnering with the CFC! 45

  46. CFC NEXUS Pledging • You will have a drop down menu for the Payroll Coordinator • Confirm receipt of wet signature form for each donor in system • If donor in system that form is not provided from, contact KW to get wet signature form. 46

  47. CFC NEXUS Pledging 4. Once in receipt of all wet signature forms, select Bulk Processing option 5.Print the unprocessed forms Thank you for partnering with the CFC! 47

  48. CFC NEXUS Pledging 4. Select Bulk Processing Thank you for partnering with the CFC! 48

  49. What Happens After Weekly Turn-Ins? ECC Payroll Office Submission of Payroll Deduction Forms • Verify all appropriate payroll office locations • Prepare chain of custody transfer form • Submit copy of Chain of custody transfer form and pledges to appropriate payroll office. • Sign off on transfer with Payroll office clerk • Make copy of signed Payroll Office Transfer Form for record retention Thank you for partnering with the CFC! 49

  50. What Happens After Turn-In? Payroll Office Submission Chain of Custody Transfer Form Thank you for partnering with the CFC! 50