2013 Pikes Peak Region Keyworker Turn-in Steps. Turn-In Flow Chart 2 Thank you for partnering with...

2013

Pikes Peak RegionKeyworker Turn-in Steps

Turn-In Flow Chart

2 Thank you for partnering with the CFC!

35,000 Prospects (Assigned Personnel)13,000 to 14,000 donors region wide.

Roughly 1,000 regionwide

Assigned as needed at larger installations to maintain a manageable number of keyworkers reporting to one individual.

1 per base/location - Usually the installation LFCC Representative, Base Project Officer or his/her designee.

Processes all pledgesDistributes all pledges to designated charitable organizations..

Authorizes and implements all payroll deduction requests (over 95% of CFC designations are payroll deduction).Forwards money to PCFO as available

Roughly 1,700 eligible organizations.Receives designated funds monthly.Performs specified charitable services.

DONORS

KEYWORKERS

Project Officers (optional)

Base Representative/POC

PCFO (regional CFC office) Federal Payroll Office

Charitable Organizations

Collect contributions each week from donors

KeyWorker Turn-In Pledge Preparation

3

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

Donor prints out pledge for cash or check contributions and submits 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 Copy 1, Copy 2 submitted; Copy 3 returned to donor (receipt)

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

Report totals of each pledge type (cash, check and traditional payroll pledges, Nexus Payroll pledge forms) on report envelope;

Report number of gifts requested on report envelope

KW Turn-In 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.

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 what gift that donor requests 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

General Gift thank you award provided with materials; distribute as pledge forms/confirmation forms are collected by keyworker

Silver & Gold Thank You Awards - provided electronically

Eagle Level Thank You Awards – provided at conclusion of solicitation through Finance officer

Donor Appreciation Award Tracking


Traditional Form Record award information from pledge form

myPay & Nexus Donor fills out and submits donor contribution confirmation

form

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

Keyworker reports gifts needed on report envelope for turn-in

UPO tracks Unit gift needs on master tracking form

Thanks You Awards


Donor reviews giving level awards and selects the appropriate award for the gift given

Keyworker provides general donor gift (sticker) upon receipt of pledge form or award appreciation acknowledgement form

Donor Appreciation Award Tracking Form

8

__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker

Installation: ________________________Unit Name:_________________________Unit Code:_________

Donor_____________________________E-Mail________________________________________________

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.

Get Your Give ON-Line

One time credit card, cash or check Reoccurring Payroll deduction

NEXUS & myPay Donor fills out their information and turn in the bottom portion of this form to their keyworker. Kewyorker submits form in report envelope and maintains ledger of gift recipients.

Donor Tracking

9

Donor puts unit code on Appreciation Award Acknowledgementform; Keyworker verifies code and/or adds it to form.

Donor Appreciation Award Tracking Ledger

10

KW fills out foreachTurn-in

KW Pledge Verification

11

OPM compliancetraining

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

Key Worker Turn-In

12

Thank you for partnering with the CFC!

Campaign ReportingTraditional form gift requests, Nexus & myPay award appreciation 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.

Pledging

13

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

14


Campaign ReportingOne copy of the NEXUS payroll deduction form is collected from donor to be submitted to the payroll office by finance officer. It is recorded on envelope. Nexus credit card contributions are NOT collected due to PII and not recorded. Additionally, for administrative record of awards, the appreciation award acknowledgement form is collected from donor and place with contribution form in envelope.

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

15


Campaign ReportingThe UPO will collect all KW envelopes, verify the contents with the KW. 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

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.

Appreciation Award Tracking Form

KeyWorker Turn-In

16

Envelope Verification - Weekly Turn-Ins with UPO Collect and Verify Report envelopes for Weekly Turn-In

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 accuracy are verified

Contribution Collection Tips

17


Keyworkers Collect Contributions &/or Confirmation Forms Weekly

PII & OSI Compliance –remove cover when placing in envelope to submit to UPO

Do not staple cash & checks to forms

KeyWorkers make regular time to turn in report envelope with UPO

Leaves plenty of time for both KeyWorker and UPO to verify envelope content and sign off on report envelope for chain of custody (IG compliance)

Recommend one day prior to UPO turn-in

PII Compliance

18


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

19


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

20


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

21



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

22



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

23


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 Pikes Peak Region Keyworker Turn-in Steps. Turn-In Flow Chart 2 Thank you for partnering with...

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