2014 2014 cfc pledge report training pledge turn-in training

2014

2014 CFC Pledge Report Training

Pledge Turn-in Training

Turn-In Flow Chart

2Thank you for partnering with the CFC!

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

LE or PCFO Hub Administrator

Pledge Reporting

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Credit Card Giving

Cash

Check

Payroll Deduction Traditional pledge form Nexus cash or check printed pledge form

There are varying reporting requirements for each type of pledge

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Pledge Turn-in Overview

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Thank you for partnering with the CFC!

Contribution Collections Tips Keyworkers Collect Contributions &/or Thank you Gift

Confirmation Forms Weekly

PII & OSI Compliance –remove cover when submitting to ECC

Keyworkers make regular time to turn in report envelope with ECC

Ensure your turn-in leaves plenty of time for both Keyworker and 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

Keyworker Turn – In: Pledge Preparation

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Collect pledges weekly Traditional pledge forms: cash, check & payroll deduction

Sort each type into separate piles for reporting Do not staple cash and checks onto pledge form (All

pledge forms have to be scanned.) Verify legibility of forms Verify civilian or military checked Verify the Federal agency is listed Verify mathematical calculations Verify gift request and record to gift ledger If cash, verify amount recorded on pledge form If check, verify check # and amount is recorded If payroll deduction, verify SS# and signature for payroll

deductions If third copy submitted, return to donor

Key Worker Turn-In

6 Thank you for partnering with the CFC!

Keyworker Turn-In: Pledge Preparation

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Collect pledges weekly NEXUS

Donor pledge form for cash or check contributions with cash or check Add to traditional pledge form piles for reporting

DO NOT collect credit card contributions – collect appreciation award form

Collect donor printed pledge form with wet signature if required by payroll office (Check requirements with payroll office)

If wet signature not required – collect appreciation award form only DO NOT record Nexus credit card or payroll deductions on

reporting envelope (pledges are already reported electronically in real time, reporting them would duplicate the contributions)

Thank you gift confirmation form collection 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 number of gifts requested on report envelope


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Collect pledges weekly Employee Express (EEX)

DO NOT collect EEX confirmation forms DO NOT record EEX on reporting envelope

(Double reporting – EEX captures all contributions in real time reporting Thank you gift confirmation form collection

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 number of gifts requested on report envelope Not all donors submit their thank you gift request form

Track all requests on thank you gift ledger; ECC will be provided a periodic report of all EEX contributors; Report will contain additional names of donors who requested gift

electronically. Keyworker should verify if they have already provided gift on thank

you gift ledger tracking form


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Collect pledges weekly myPay

DO NOT collect donor myPay confirmation forms DO NOT record myPay on reporting envelope

(Double reporting – myPay captures all contributions in real time reporting)

Thank you gift confirmation form collection 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 number of gifts requested on report envelope Not all donors submit their thank you gift request form

Track all requests on thank you gift ledger; ECC will be provided a periodic report of all EEX contributors; Report will contain additional names of donors who requested gift

electronically. Keyworker should verify if they have already provided gift on thank

you gift ledger tracking form

Key Worker Turn-In

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Thank You Gift ReportingTraditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are recorded on the reporting 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 Gift requests

Donor Appreciation Award Tracking Ledger


Record each Donor request for thank you gift

Thanks You Awards


Available to EVERY contribution no matter the contribution size Online Contributors print a tracking form and submit it Keyworkers collect thank you coins requested weekly form next level of turn-in Donors don’t give for the donor gift, they can easily feel slighted if promised

something they don’t receive

Keyworker Turn-In

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Envelope Verification - Weekly Turn-Ins with next level of team leadership (DPO/UPO/finance Officer or ECC/IPO as set up in agency or at installation)

Collect and Verify Report envelopes for Weekly Turn-In 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


Key Worker Turn-Ins


Campaign ReportingThe UPO followed by the ME will collect all KW envelopes, verify the contents with the KW/UPO and turn in to IPO/Finance Officer weekly. IPO/finance officer will re-verify the content of the envelopes with the ME project officer. 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 ONLY

Traditional Forms: cash, check & payroll deductions

Reporting Envelope

Key Worker Turn-Ins

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1. Make sure this ENTIREtop section is completedAccurately

2. Provide a specificbreakdown of pledgescontained in thisenvelope.

3. Indicate the number ofKNOWN cash, check,and payroll deductioncontributions, and thetotal of each.

4. Add the total number ofcontributions and insertin the “Totals” column;do the same for theKNOWN monetarytotals (somecontributions may be insealed “confidential”envelopes).

5. Sign the Keyworkerspace. At the time theenvelope is turned in,have the personreceiving the envelopeverify accuracy and sign.

6. Indicatethe number of eachaward requested eitheron traditional pledge form or award form submitted. These will bevalidated when you turnin this envelope andawards will be

distributed accordingly.

Department/Unit Project Officer Turn-In

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ECC or IPO Collection from Department or Unit POC If collecting from larger organizations that have multiple

departments, offices, units or even shifts (sub-sections), the DPO or UPO will track and turn in those pledges by the corresponding subsection. (ie HR, Finance, Customer Service etc. or Squadron 1, Squadron 2 etc) 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 DPO or UPO.

ECC / IPO or designated Finance officer will record multiple envelopes on organization ledger & turn-in to PCFO.

Key Worker Turn-Ins


Campaign ReportingThe UPO followed by the ME will collect all KW envelopes, verify the contents with the KW/UPO and turn in to IPO/Finance Officer weekly. IPO/finance officer will re-verify the content of the envelopes with the ME project officer. A chain of custody transition form on the envelope will be signed by the all parties at each level of turn-in. ( IG Compliance)

1 of 6

2 of 6 4 of 6

3 of 6 5 of 6

6 of 6

Department/Mission Element Turn-In

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Ledger

Record each reporting envelope onto ledger weekly

Why do I have to do All of This


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


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


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



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

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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.

PII Compliance

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Reporting PII Breaches

Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at http://www.us-cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate.

Campaign Reporting

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2014 Campaign Ledger Prepare Ledger for Weekly Turn-In

ECCs will have an electronic Ledger to track the contributions each week. They will review this Ledger with CFC Staff at each Weekly Turn-In

Ledger must be verified in person; ECC and PCFO Account Manager sign off on Ledger

Weekly Turn-In Weekly Turn-Ins are essential to our PII & OSI safety

procedures

CFC NEXUS Pledge Processing


ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

PII Compliance



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

Donor Appreciation Award Tracking


PCFO Tracking Form Provided for ECCs & 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

Keyworkers submit contribution envelopes and gift tracking ledger to ECC/IPO or finance officer

Keyworkers also submit thank you gift ledger electronically to ECC/IPO or finance officer

ECC/IPO or finance officer cuts and pastes keyworker ledger info onto master gift tracking ledger

CFC Nexus


ONLINE 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.

Thank You Gift Distribution for CFC Nexus: One Time Credit Card Gift & Payroll deduction

contributions Submit thank you gift request form with contribution

reporting envelope Nexus cash & check contributions can submit this

information on their actual pledge form that is turned in to keyworker in reporting envelope

Questions?

Q&A:

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2014

Thank you for leading the CFC!

2014 2014 cfc pledge report training pledge turn-in training

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