2013 Norcal Turn-In Training Keyworker, Unit Project Officer, Employee Campaign Chair, Loaned...
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Transcript of 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
5 Thank you for partnering with the CFC!
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
6 Thank you for partnering with the CFC!
SPECIAL INSTRUCTIONS
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
8 Thank you for partnering with the CFC!
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
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
14 Thank you for partnering with the CFC!
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
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
SPECIAL INSTRUCTIONS
Please make sure you print your pledge,and sign with “wet signature.” Turn your pledge form into your keyworker.
Key Worker Turn-In
29
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
AT
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
14
troph
y c
oins
troph
y c
oins
VA Pal o A l toA dmini str ati on
Bob Smi th
Dougl as M. Banni ck
650-712-1988Banni ck @aol .com
0
4
1112220111
31926
18.00
52
X
52
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
Thank you for partnering with the CFC!
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
CFC NEXUS Pledging
39
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
3. You will have a drop down menu for the Payroll Coordinator
CFC NEXUS Pledging
41
Thank you for partnering with the CFC!
4. Select Bulk Processing
5. Print the unprocessed forms
What Happens After Weekly Turn-Ins?
43
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
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
Thank you for partnering with the CFC!
OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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
Thank you for partnering with the CFC!
OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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
Thank you for partnering with the CFC!
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.