2013 norcal turn-in training keyworker, unit project officer, employee campaign chair, loaned...

2013

NorcalTurn-In Training

Keyworker, Unit Project Officer, Employee Campaign Chair, Loaned Executive, Hub Administrator

Giving Methods Overview

2

One Time Gifts:

Traditional Pledge Form

Cash, CheckHard Form - 3 part

Soft Form - PDF Fill In

Nexus

Credit Card, Cash, Check

Traditional Pledging

3 Thank you for partnering with the CFC!

Traditional Pledge form – hard copy/PDF file Payroll Deduction, check or cash

Cash CheckPayroll DeductionAvailable for all personnel

Reviewed by KW for legibility, accuracy & completeness

CFC Nexus Pledging

4

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

CFC NEXUS Pledging


SPECIAL INSTRUCTIONS

Please make sure you print your pledge andturn your pledge with cash or check into your keyworker.ECC will turn your form in to your payroll office for manual processing.

CF NEXUS Pledging



Credit Card contributions:-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.

Giving Methods Overview

7

Reoccurring Gift:

Payroll Deduction – 95% of campaign

myPay DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, Dept of Energy, HHS, VA

Employee Express – Participating Federal agencies

Nexus Payroll Deduction – All Personnel

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

https://mypay.dfas.mil/mypay.aspx


Key Training Point 1.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 01062.All other donors’ campaign information will be automatically populated

Pledging

This step MUST be reiterated by KW

1. Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing

2. Other donors will not see this screenNorcal Region 0106

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

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

Unit Codes provided on back side of epledging flyer

myPay Pledging

Each KW MUST communicate unit code for their organization to potential donors

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.

Pledging

Employee Express Log In Screen

Enter your login ID and Password then click “Sign In”.

EEX Pledging


EEX Pledging

15

Thank you for partnering with the CFC!

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



Appreciation Award

16


Donor Appreciation Award Tracking Form

17

__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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.

Get Your Give ON-Line

One time credit card, cash or check Reoccurring Payroll deduction

Donor fills out their information and turns in the bottom portion of the form to their keyworker

Donor Appreciation Award Tracking

18


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

Donor Appreciation Award Tracking

19


Traditional Form Record award information from pledge form

myPay & NexusDonor 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

Donor Appreciation Award Tracking Ledger

20

KeyWorker Turn-In Pledge Preparation

21

Collect pledges weekly – All donors should turn in something: NEXUS

Print out of cash or check contributions and submit with cash or check

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

KeyWorker Turn-In Pledge Preparation

22

Collect Weekly myPay pledge confirmation forms

Appreciation award form - 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 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

Contribution Collection Tips

23


Keyworkers Collect Pledge Forms &/or 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

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

Turn-In Flow Chart

24Thank you for partnering with the CFC!

There may be a Unit Project Officer (UPO) in larger agencies if desired

LE or PCFO Hub Administrator

KW Responsibilities• Receive/collect traditional pledge forms from donors & tear off

cover.

• 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.

• Track Nexus donations received.

• 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

• Eagle & Gold gifts provided at the end of the campaign

• Meet with UPO weekly to turn-in reporting envelope.

KW Pledge Verification

26

OPM compliancetraining

UPO/ECC should spot check forms to ensure the KW has reviewed donor forms for legibility, accuracy and completeness.

Pledging

27

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#.

Key Worker Turn-Ins

28


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.

NEXUS Forms


Please make sure you print your pledge,and sign with “wet signature.” Turn your pledge form into your keyworker.

Key Worker Turn-In

29


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)

NEXUS cash & Check Forms

Traditional Forms

Key Worker Turn-In

30


Campaign ReportingTraditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope.

Donor Gift Request Form

Installatio

n: ____________________________

Do

no

r: _____________________________U

nit N

ame:

____________________U

nit C

od

e:__________________________

Gift L

evel: G

eneral

Silver (one hour’s pay per pay period)

Go

ld (tw

o hour’s pay per pay period)

Eag

le S

ilver Eag

le G

old

en E

agle

I p

refer no

t to receive a d

on

or ap

preciatio

n g

ift.

Pledge Form Gift Request

KeyWorker Turn-In

31

Envelope Verification -Weekly Turn-Ins with UPO/ECC UPO/ECC - Collect and Verify Report envelopes each week

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

UPO/ECC Responsibilities - 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 accuractely on the envelope.

• Collect electronically and track all gifts to be distributed on your awards tracking ledger. Cut, paste, and consolidate all UPO award tracking forms into one master for the organization each week.

• Enter all financial information into correct Batch # section of the ledger.

Optional Large Agency UPO Turn-In

33


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 subsections should 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

ECC Turn-In

34

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

LE Turn-In

35


Collection from ECC/IPO to LE/PCFO Hub Administrator Verify content of envelopes during turn-in

Verify accuracy of ledger

Sign off on ledger

LE will convert cash into money order and will turn-in envelopes and ledger to PCFO Hub administrator

What Happens at a ECC / LE Turn-In

36

donors $

donors $

donors $

KEYWORKER REPORT FORM

THIS REPORT IS: FIRST ADDITIONAL FINAL

AGENCY OR INSTALLATION:

UNIT NAME:

UNIT CODE:

KEYWORKER:

Total Numberof Employeesin Your Unit:

Total Numberof EmployeesContactedto Date:

TELEPHONE:

E-MAIL:

Keyworker Instructions1. Fill in the summary information requested

below for those contributions containedin this envelope. DO NOT include any information previously submitted.

2. Place all completed pledge cards, cash,and checks in this envelope and deliverto your CFC Point of Contact.

4.

3.

With your LE, Coordinator or Chairperson,validate the contents of this envelope, and sign at the bottom.

If Employee Express is available in your office, fill in the number of new donations (do not include previously reported donations).

5. Make a copy of the face of this envelopefor your records.

U.S.CURRENCY

CHECKS

PAYROLLDEDUCTION

ENVELOPETOTALS

# of CONFIDENTIALDONATIONS Enclosed(not reported above)

Employee ExpressContributions

METHOD OFPAYMENT

NUMBER OFDONORS AMOUNT ($)

We have validated the contents of this envelopeand confirm that it contains the cash, checksand payroll deduction amounts reported above.

Keyworker

LE / Coordinator

Chairperson

PCFO

Date

CF

C#

BA

TC

H#

DA

TE

PR

OC

ES

SE

DB

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CH

12

34

56

78

9

DO NOT WRITE INTHIS SPACE

FOR USE BY CFCACCOUNTING

AGENT

Number

Amount

Processed

Verified

Payroll Deduction

Cash Contributions

Total

Silver Award

Gold Award

Eagle Club

Golden Eagle Club

1 hours pay per month

2 hours pay per month

$900-$1,499

$1,500+

# of

do

nors

inth

is e

nvel

ope

# of

gift

sre

qu

este

d in

this

env

elo

pe

# of

gift

sd

eliv

ered

Total

Total

Total

Total

Total

donors

donors

donors

$

$

CFC of the Bay Area (0106)

1011

1213

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troph

y c

oins

troph

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VA Pal o A l toA dmini str ati on

Bob Smi th

Dougl as M. Banni ck

650-712-1988Banni ck @aol .com

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1112220111

31926

18.00

52

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210.002908.003136.00

LE will cross check all envelopes against the ECC turn-in ledger

Upon verification of envelope content and ledger accuracy LE will sign off on ledger and accept envelopes from ECC

After Weekly Turn-insECC NEXUS Pledge Processing Procedures

37


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 & printAlphabetize 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

CFC NEXUS

38

Pledge Training link: https://www.cfcnexus.org/_root/

View Payroll Coordinator Pledge Batch Processing

https://www.cfcnexus.org/_root/



CFC NEXUS Pledging

39


1. Registration – ECC MUST register in NEXUS system

2. Notify Central Receipt Clerk that you have registered in the system; your privileges will be upgraded to “Payroll Coordinator.”

CFC NEXUS Pledging

40


3. You will have a drop down menu for the Payroll Coordinator

CFC NEXUS Pledging

41


4. Select Bulk Processing

5. Print the unprocessed forms

CFC NEXUS Pledging

42


4. Select Bulk Processing

What Happens After Weekly Turn-Ins?

43


ECC Payroll Office Submission of Payroll DeductionForms

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

What Happens After Turn-In?

44


Payroll Office SubmissionChain of Custody Transfer Form

EEX & myPay Donor Tracking

45

Track Donors to units using global, award tracking form; update weekly

Agency Code

DOE - Berkeley Site Office 2009

DOE - Livermore Site Office 2008

DOE - Office of the Inspector General Livermore 2010

DOE - Western Area Power Administration 7014

HHS - ACF Administration for Children and Families 1120

HHS - ACL Administration for Community Living (formerly AOA Administration on Aging, per Steve Pedrin & Ken Shapiro 11/02/2012) 1115

HHS - ASPR Assistant Secretary for Preparedness and Response 1132

HHS - ATSDR Agency for Toxic Substances & Disease Registry 1131

HHS - California Area Indian Health Service 7005

HHS - CMS Centers for Medicare & Medicaid Services - Division of Medicaid & Children's Health 7007

HHS - CMS Centers for Medicare and Medicaid Services 1024

HHS - DCA Division of Cost Allocation 1122

HHS - FDA - Food and Drug Administration Office of Criminal Investigations 2074

HHS - FOH Federal Occupational Health 1126

HHS - HRSA Health Resources and Services Administration 1121

HUB Administrator Weekly Turn-In Hub Administrator compiles all LE ledgers into on HUB ledger by

cutting and pasting LE ledger into HUB ledger after verifying content of envelopes and accuracy of ledger

PCFO personnel are prohibited by OPM memorandum from taking any PII information off of Federal premises.

Ledger must be sent to PCFO central receipt by end-of-business week COB of last weekly turn-in day. (Friday)

Use priority mailer, priority mail box, or flat rate box depending on volume of turn-in.

Mail box via certified mail to: CFC c/o NORCAL Central

Receipts Clerk 6660 Delmonico Drive #503D

Colorado Springs, CO 80919

Central Receipt clerk will deposit all money orders and checks, compile all regional hub ledgers upon receipt.

ECC contact information will be updated for master account ledger

PII Compliance

47


OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM generally defines PII as information that:

Can be used to discern or trace a person’s or entity’s identity; and alone or combined with other information can be used to compromise the integrity of agency records relating to a person by permitting access to unauthorized disclosure of these records

Pledge form

PII Compliance

48


OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information:

Related to the Federal donor or charitable entity that could alone, or combined with other information, be used to commit fraudulent acts against the Federal donor or charitable entity. For example, a donor’s home address, bank account number or routing number would constitute other sensitive information.

PII Compliance

49


OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

Campaign Responsibilities

It is the local campaign’s responsibility to ensure it has implemented adequate controls to protect against the unauthorized release and misuse of personally identifiable and other sensitive information. Local campaigns are responsible for the proper handling of PII and OSI, regardless of location.

PII Compliance

50



Campaign Responsibilities

Restricting access to PII and OSI to only those individuals who have a business need for it

Keeping paper documents with PII or OSI in locked storage rooms or safes which can only be accessed by authorized users or security personnel

PII Compliance

51



Reporting PII Breaches

A breach of PII or OSI includes the actual or suspected loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of PII or OSI whether physical or electronic

PII Compliance

52


OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches

In accordance with 5 CFR § 950.104(b)(13) a LFCC is required to immediately report to OPM all potential PII data and OSI breaches -- whether they involve paper documents or electronic information. Potential PII data and OSI breaches must be reported within 30 minutes of discovery via telephone on (202) 606-2564 or email at [email protected] to OPM.

mailto:[email protected]

2013 norcal turn-in training keyworker, unit project officer, employee campaign chair, loaned...

Documents

personnel slide

check slide

pledge confirmation

mypay personnel

cfc nexus

traditional pledging

paper pledge form mypay

traditional pledge form