2014 CampaignOctober 1, 2013 – Nov. 30, 2013

Campaign Coordinator’s Training

September 24 & 26, 2013 @ 1 pm

Webinar address:https://connectmeeting.att.com

Audio Dial in number - 1-877-810-9415

Access code 7298855 

Agenda

Coordinator Overview

Pledging Website Tutorial

How to pledge

Coordinator tools

Pledging Form

Coordinator Report Form

Campaign CalendarKey Dates

– October 1 – Campaign Begins, Website Opens

– November 30 – Send in paper pledges

– December 13 – Online Campaign Ends (updated)

– December 30 – Final paper pledges deadline/Fundraising Money due

– January 31 – Final fundraising money deadline

– January 1-6 – Payroll files sent

Year State Agencies University SystemTotal Campaign

2013 $473,213 $969,504 $1,442,717

2012 $534,156 $958,593 $1,492,749

       2011 $679,497 $1,118,311 $1,857,808        

2010 $848,488 $1,165,461 $2,013,949

       

2009 $1,491,066 $1,364,116 $2,855,183        

2008 $1,386,856 $1,229,482 $2,616,338

2008 – 2013 SCCP Totals

Success depends on you! Lead Your Team

– Pick positive and motivated team members

– Establish buy-in from leadershipEducate

– Teach employees about the program– Communicate info down

Motivate– Have fun with it as a team– Keep employees updated– Share successes!

Goal: 100% Ask#1 reason people don’t give

THEY AREN’T ASKED

“I had no idea...”

Making it Effective

Make it personalTeach – don’t pressureEvery dollar counts

If every state employee gave $1 per paycheck, we’d

raise over $1.5 million.

Recognize the many ways to contribute

Get your team started earlyShow support of senior leadership

1. Send a personalized note to all staff showing support of the campaign

2. Hold informational meetings with leadership participation

3. Include the campaign in all-staff meetings4. Ask senior management to thank donors at

the campaign’s end

Step 1 – Start early and gain senior management support

Four Steps to Remember

Set communications plan: emails, flyers, meetingsShare resources with your local unit coordinatorsDistribute campaign materialsPlan events and include charities where possibleEstablish a timeline and meet with your team

oftenYou are not alone.

Use ALL of your team, including me!

Step 2 – Create and develop your plan

Step 3 – Promote and EducatePublicize anywhere effective for employeesSchedule a kickoff eventDisplay posters and flyers in public areasHave your commissioner or director send a

general endorsement letter to all employeesOrganize charity fairs for employees to learn

more about services providedPlan community building activities to give

employees a variety of ways to give back

Update employees regularly on progress and encourage them to participate

Monitor results and assist unit coordinatorsFollow-up with Unit CoordinatorsSend out final reminder to employees the last

week of open pledgingRemember to say “Thank You” during and afterSend in pledge forms and fundraising money

regularly and before December 30 deadlineCelebrate successes!

Step 4 – Manage the Campaign

Visit www.doas.ga.gov/sccp

Materials available electronicallyEmployee Information Charity listing, pledge form, charityfest schedule

Campaign Coordinator Materials Coordinator Report for Fundraising money, brochure,

posters, template for emails, logos, graphics for emails, charity contacts

Materials available printed Posters, brochures

Materials not provided Preprinted envelopes and forms

Campaign Toolkit

Fundraisers If the proceeds are going to a specific charity, make

sure it states that in the advertising to be transparent. SCCP is not a registered 501c3 charity itself. For questions on whether certain fundraising activities

are ok for your organization, consult your legal council or ethics officer. Each agency/college is different.

Under coordinator materials is a list of 3 frequently used vendors who donate a portion of sales to SCCP.

SCCP has a limited number of charity branded trinkets. It is strongly recommended to use no-cost or low-cost

ideas (bake sales, cook-offs, car wash). SCCP does not reimburse expenses. Often, the funds raised pay for the materials and excess is the donation.

Be mindful of workplace disruption.

Fundraiser Notes

SCCP Online Pledgingwww.giveattheoffice.org/_sccp/

Recover old password

Sign up as first time user by selecting your own username and password

Login and GO!

After clicking Login, enter login info from prior campaign to access historical data. Or click “I forgot my login or password” to recover.

Logging In

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Happy face means you’re doing it right!

Pledging Options

Make a Pledge– Payroll Deduction– Credit Card– E-check

View Pledge HistoryView ProfileMain Menu has theCharity Lookup Tool

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Select Payroll Contribution

Select the correct Payroll Period

Enter Amount Per Pay Period to be deducted

Note the Total Annual Gift amount (automatically calculated)

Click the Payroll Deduction Authorization button

If you’d like acknowledgement of your pledge, select release.

Note that the system calculates the total gift amount.

Payroll Deduction

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Deduction Options State Agency (x12-Once Monthly) – All state agency

employees that have payroll processed by PeopleSoft should choose this option. The schedule for deductions is the mid-month paycheck, so their annual amount is spread out equally over 12 paychecks. This is processed in this way to not fall on the same paycheck that health insurance deductions fall as a convenience to employees. This option is the only way payroll deductions are processed for employees in PeopleSoft agencies. – This option and the Monthly Payroll (x12) options are both

acceptable choices. If employees duplicate last year’s pledge, the general Monthly Payroll (x12) is selected.

Three options customized for the University System Payroll:– Bi-Weekly Payroll (x26) – Monthly Payroll (x12) – Monthly Payroll (x10)

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Select Credit/Debit Card Donation (one time)

Choose Card Type

Enter Card Number (without dashes or spaces)

Enter remaining card fields

Enter Total Pledge Amount to be charged

Credit Card Donation

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Select e-Check Donation (one time)

Enter Bank Routing Number (9 digits)

Enter Bank Account Number

Select Bank Account Type and enter Bank Name

Enter Total Pledge Amount to be debited

E-Check Donation

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Release of Information to Charities• Enter contact information

which will be provided to designated charity(ies)

Tribute Option • In Honor Of or In Memory

Of• This information will be

sent to the designated charity

Defaults to No Tribute

If wish to enter Tribute: Select one of the options and enter contact information for honoree(s) Check the Send Tribute Card if an acknowledgement should be sent to honoree(s)Enter message to be included when acknowledgement is sent

Acknowledgement and Tribute

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Select Charities

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Donors may click on the Click Here to Switch to Search Mode button to search charities by name or key words

OR Donors may browse through charities by clicking on the green symbol before each group of charities or federations to expand each federation’s membership

Donors may also choose to give to the Campaign Undesignated which is dispersed by the campaign to all charities in the campaign.

Distribute Pledge

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Add a charity to your allocation list.

Visit the website to find out more information.

After chosen charity(ies) are listed in the allocation column, the amount to be designated to each charity should be entered in the currency fieldOR

Click on the button which will divide all or remainder of funds among all chosen charity(ies)

When remaining amount is 0 all the pledge has been distributed. Then click Enter Pledge

to complete.

Submitting the Pledge

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Happy face returns, which means you’re

doing it right.

Donors will receive a similar email message after completing pledge or when choosing to email the pledge

Outlook users may need to add the sending address to their safe sender’s list in order for graphics to display properly in email message.

IMPORTANT: Within 2-3 days employees will receive an email verification from our fiscal administrators EarthShare to confirm their payroll deduction pledges. They will need to click YES or NO to confirm their pledge. This is a security measure to ensure all pledges are accurate and valid.

Email Receipt of Pledge

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Coordinator Site

The special section of the G@TO site dedicated to coordinators.

No action is required by coordinators within the site.

Site provides access to donor information and campaign total details.

View Pledges

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• Click on the Coordinator menu option

• You must be logged in before Coordinator menu option will be displayed

• There is nothing to do for Coordinators here. This section is for record keeping and monitoring pledges for your agency.

• View Processed/Completed Pledges will show the detail of pledges and allocations.

• If you do not see the Coordinator option, contact us to add that access to your account

• View Donor Data will take you to a comprehensive list of donors

Summary of donor data is displayed and by clicking on the expands the summary to reveal the detail of each pledge.

Download a CSV to import into Excel.

Employee pledges are confidential. Do not share the amount or to whom employees pledged.

View Donor Data

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Pledge Form

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Check if this is the second page of a single pledge. If employees want to pledge to more than 6 charities, a second page is required.

Complete Top Section: Ensure employee ID is entered and correct.

Choose Payroll Deduction or Check: Select amount per paycheck and payroll schedule. Make sure payroll deductions are signed. Checks should be addressed to GASCCP.

Make sure charities are designated, otherwise the amount will be considered “undesignated.”

The bottom of the form has the tribute options that mimic the website.

For Non-Electronic Gifts

Cash gifts and fundraisers: Donors or Campaign Coordinators can bring to any SunTrust Bank branch, make a deposit, and the deposit slip should be attached to a pledge form and this form and mailed to the Atlanta address on the form.

Check gifts: Campaign Coordinators should copy the checks and mail the checks and this form to the Atlanta address on the form.

New Designation Section to specify charities for fundraiser money. Optional.

Keep copies of checks, pledge forms and Campaign Coordinator Report Forms.

Once the cash and checks are processed by the fiscal agent, the pledge will be visible as a new pledge within the Coordinator menu online and you can compare what you sent in with what has been processed.

Campaign Coordinator Report

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2014 CampaignOctober 1, 2013 – Nov. 30, 2013

Questions Concerning the SCCP Campaign?

DOAS Site – SCCP Pagewww.doas.ga.gov/sccp

Give@The Office – online pledgingwww.giveattheoffice.org/_sccp/

Laynea Allen404-657-5815sccp@doas.ga.gov or laynea.allen@doas.ga.gov

Please contact:

Website For More Information

2014 CampaignOctober 1, 2013 – Nov. 30, 2013

Thank you for your participation and for your efforts to make this year a

success!

“Generosity consists not the sum given, but the manner in which it is bestowed.”

Mahatma Gandhi