2015 pikes peak region finance officer training. turn-in flow chart 2 thank you for partnering with...

2015

Pikes Peak RegionFinance Officer

Training

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

Traditional forms/Nexus cash, check & no myPay payroll deduction contribution

KW verifies completeness, accuracy & legibility of forms; tallies forms and reports tallies on reporting envelope

UPO/ME verifies content; spot checks accuracy; reports envelopes on UPO ledger

Finance Officer verifies envelope content; verifies UPOs ledgers and reports info on master installation ledger.

Finance officer processes NEXUS pledges in NEXUS System.

Finance officer turns in all contributions to PCFO.

Finance Officer tracks myPaydonors for installation using Globalif necessary.

Finance Officer takes traditionaland Nexus forms to payroll office weekly.

Giving Methods Overview

3

Reoccurring Gift:

Payroll Deduction – 95% of campaign

myPay

DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, Dept of Energy, HHS,VA

Nexus Payroll Deduction – All Personnel

Pledging

4

myPay Online: Payroll deduction only

Rocky Mountain CFC Website links to myPay

Website Charity Searchable database (step 1)

myPay Transaction (step 2)

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

Select CFC option

Pledge

Confirmation

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

Combined Federal Campaign option added to MyPay Main Menu

myPay Pledging

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 Campaign Code 01412.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 screen

Rocky Mountain Region 0141

myPay Pledging

Donor selects donation amount per pay period/month

Key Training Point Maximum allowable total donation for military

personnel is $833/month or $1,000/per month. For donations higher than that, military donors should

use a paper pledge form;

Note: If you see high monthly pledges like this on report, may need to verify it is intended to be a “per

pay period allotment; not the annual total gift.

myPay Pledging

Pledge summary is displayed;undesignated

funds are automatically calculated and

displayedKey Finance Officer

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 website under myPay on online giving page

myPay Pledging

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

myPay Pledging

10

Enter Unit Code – Keyworker provides:

HQ NORAD & US NORTHCOM:

NNC/CMDGP NNC/CP NNC/IG NNC/JA

NNC/NG NNC/PA NNC/SOCNORTH NNC/J1

NNC/J2 N/J3 NC/J3 NNC/J4

NNC/J5 NNC/J6 NNC/J7 NNC/J8

NNC/J9 DIAWCRO

Thank you for partnering with the CFC!

myPay Pledging

11


HQ AFSPCHQ AFSPC A1

HQ AFSPC A2/3/6

HQ AFSPC A4/A7

HQ AFSPC A5/8/9

HQ AFSPC CC /CV/DS/CR/CG

Special Staff (HC/SE/SG/JA/FM/IG/IP/PA/SPP)


myPay Pledging

12


21st Space Wing & Mission Partners:21 MDG 21 MSG 21 OG 21 SWDS 721 1SB (first Space Brigade) 302 AW SMDA Other MP & Ten


myPay Pledging

13


Schriever AFB:

SAFB 50SWCGSAFB 50OGSAFB 50NOGSAFB 50MSGSAFB USAFWCSAFB 310SW

SAFB TENANTS


myPay Pledging

14


U.S. Air Force Academy:

USAFA 10ABWUSAFA 10MGUSAFA 10MSGUSAFA ADUSAFA CWUSAFA DFUSAFA PL

USAFA TenantsThank you for partnering with the CFC!

myPay Pledging

15


Fort Carson:

HHBN 1BDE 2BDE 3BDE ARTY 4CAB 4SUS 4ENG 0CS 10SF 71OD 759P USAG MEDC OSJA


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 e-pleding appreciation award acknowledgement form

and turn it in to keyworker.

Changes to the pledge cannot be made in myPay once confirmation button is depressed and pledge is submitted.

Pledging

Pledging


Donor receipt copy. Up to five charities are listed on Page 1

myPay Pledging

18

• Thirty-minute time limit for transaction• Donor has no ability to change pledges electronically• Work Address field is only an alpha-numeric field for tracking of military

command/unit or Federal agency/office • Some pledges by members of the military were not made in home

geographic campaign area due to personnel records or donor entry• Suggest personal confirmation of pledges $2,500 or higher; • E-Mail Requirements

– The work e-mail address must be official “.mil” or “.gov” address. This is for any official communication within the government about the gift.

– The “acknowledgement e-mail address (if selected) must be personal, not “.mil” or “.gov.” OPM rules bar charities from communicating about the CFC inside official government channels.

myPay Pledging

19

• The ‘Campaign Search’ screen is only be shown to active duty Army, Navy, and Air Force Personnel. This information is automatically provided for active duty Marines and Federal civilians.

• Maximum donation amount for military personnel is $833/month; for civilians is $1,000/pay period.

• Donors can designate to a maximum of 30 charities (29 if there are ‘undesignated’ funds remaining).

• Donors must be trained to enter their Command/Unit or Federal Agency/Office name code for pledges to be properly credited.

• There is no paperwork associated with this pledge type. The donor can print a receipt for his/her records. Highly recommend that they print this.

Pledge Report

20

CFC Nexus Reporting

21

CFC Nexus Pledging

22

NEXUS Online Assisted: Available to anyone;

Rocky Mountain Region Website links to NEXUS

One Time Contribution - Credit Card, Cash or Check

Contractors

Reoccurring 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

23

1. Registration – Finance Officer MUST register in NEXUS system

Notify Jen Weems, On-line Giving Support, [email protected] or (720) 999-1015 that you have registered in the system; Your privileges will be upgraded to “Payroll Coordinator”All previously registered Nexus users in the Pikes Peak region must register as a new donor due to 2015 merger.

mailto:[email protected]

CFC NEXUS Pledging

24


Key Training Points: Login – New Donor due to merger

CFC NEXUS Pledging

25

Key Training Point: Non myPay Donors with Civilian Payroll Offices Must Sign Pledge

CFC NEXUS Pledging

26

Key Training Point: Payroll Office must have signed form turned in

CFC NEXUS Pledging

27

SPECIAL INSTRUCTIONS

Key Training Point: Donor must print and turn in pledge form with cash or check to keyworker. CFC finance officer will turn form in to the payroll office for manual processing.

Finance Officer will process & print non myPay payroll office donor’s pledge form and submit to appropriate payroll office for manual processing.

CF NEXUS Pledging

28


Key Training Point: Credit Card contributions:Forms are NOT submitted-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.

Finance Officer NEXUS Processing Steps

29


• Go into Nexus Payroll Coordinator on Peak CFC NEXUS• Single Pledge Processing of check & cash pledge forms in NEXUS & print• Turn SINGLE PLEDGES processed forms into payroll office • Verify all appropriate payroll offices (AF, Navy, Coast Guard etc.) and turn in each pledge to the appropriate payroll office• Prepare chain of custody transfer form• Submit copy of Chain of custody transfer form and pledges to appropriate payroll office.

CFC NEXUS Pledging

30


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

CFC NEXUS

31

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

View Payroll Coordinator Pledge Batch Processing

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

Traditional Pledging

32

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

Available for all personnel

Reviewed by KW for legibility, accuracy & completeness

KeyWorker Turn-In Pledge Preparation

33

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

Print out of cash or check contributions 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

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) on report envelope;

Report number of gifts requested on report envelope

Contribution Collection Tips

34


Keyworkers Collect Contributions &/or Confirmation Forms Weekly

PII & OSI Compliance –remove traditional form 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

KW Responsibilities Overview• 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 fro traditional & Nexus donations.

• 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.

Key Worker Turn-In

36


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 Forms Traditional

Forms

NEXUS Payroll Forms

NEXUS check Forms

KW Pledge Verification

37

OPM compliancetraining

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

Pledging

38

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#.

Thanks You Awards

39

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

Donor Appreciation Award Tracking Form

40

__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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)

Philanthropy Gift – recognition coin ($12 - $1199) Leadership Gift – U.S. Mint Proof Set

I prefer not to receive a donor appreciation gift.

Get Your Give ON-Line

One time credit card, cash or check Reoccurring Payroll deduction

myPay Donor fills out their informationand turns in the bottom portion to their keyworker

Donor Appreciation Award Tracking

41


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 Ledger

42

Donor Appreciation Award Tracking

43


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

Key Worker Turn-In


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

ME Turn-In

45

UPO turns in to MPO (if large organization) MPO uses financial ledger to record envelopes

KeyWorker Turn-In

46

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

ME/UPO 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 calculations and monies received are correct and recorded 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 and write batch # assigned when complete.

UPO Turn-In

48


Mission Element (Group) Collection from UPOs If collecting from larger organizations that have multiple

departments, offices, units or even shifts (sub-sections), the UPO will track and turn in those pledges by the corresponding subsection. (ie Cadet Squadron 1, Cadet 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 UPO.

Finance officer will record multiple envelopes on ledger

ME Turn-In

49


Collection from ME POs to Finance Officer/Installation Project Officer Verify content of turn-in

Verify ledger

Sign off on ledger

Finance officer will record organizational totals on installation ledger

Finance Officer will turn-in to PCFO

What Happens at a FO &ME / UPO Turn-In?

50


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

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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+

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Finance Officer will Cross Check the Envelopes Against the ME/UPO Ledger

Financial Officer/IPO Responsibilities

• Meet with company, battalion, brigade, squadron, wing MEPO or UPO on a weekly basis to receive donations, verify report ledger & envelopes and sign-off if correct.

• Separate copies 1 & 2. Take copy 1 of payroll deductions to payroll office; separated into military and civilian as well as various payroll offices

• 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 calculations and monies received are correct and recorded on the envelope.

Finance Officer Weekly Ledger

Weekly Ledger Do’s and Don’t ‘s Ledger must be sent to PCFO central receipt clerk by end-of-business

the day prior to turn-in. Any changes/errors identified at the time of turn-in will be corrected,

re-printed and signed before you leave. If you have a new unit not listed on the ledger, you need to request

that addition to the ledger from PCFO finance officer ([email protected]). Typically he can make these adjustments and get back to you pretty quick. If for some reason, he cannot get the updated ledger back to you in time for your turn in, then it would be best if you hold that envelope until the next week so it can be properly documented on the ledger.

Envelopes will not be accepted/added to the ledger at the time of turn-in. They need to go on the next weeks batch.

Central Receipt clerk will e-mail all ledgers to Doug directly after turn-in. No changes to the ledger will be accepted after the turn-in for that batch.

NO STAPLES

Finance Officer Donor Tracking

54

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

What Happens After Turn-In?

55


Payroll Office Submission

Verify all appropriate payroll offices (AF, Navy, Coast Guard etc.) 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?

56


Payroll Office SubmissionChain of Custody Transfer Form

PII Compliance

57


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

58


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

59


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

60



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

61



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

62


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.


Tues: USAFA location: Arnold Hall time: 10:00 am

Wed: SAFB location: Schriever AFB/ HQ bldg time: 10:00 am

Thurs: PAFB HQ AFSPC

time: 9:00 am location: The Club – Palmer Room

21 SW time: 10:00 am location: The Club – Palmer Room

N-NC time: 11:00 am location: The Club – Palmer Room

Friday: Ft. Carson location: Garrison Offices time: 10:00 am

Turn-in Days & Times

Anna Childress [email protected] (719) 623-9688

Barbara Barfield [email protected] (719) 531-5501

Contact Info



2015 pikes peak region finance officer training. turn-in flow chart 2 thank you for partnering with...

Documents

mypay pledgingdonor

mypay transaction step

unit code keyworker

mypay pledgingpledge

page mypay pledgingeach

digit campaign code

military donors

vanexus payroll deduction