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2013 Norcal Turn-In Training Keyworker, Unit Project Officer, Employee Campaign Chair, Loaned Executive, Hub Administrator Giving Methods Overview One Time Gifts: Traditional Pledge Form Cash, Check Hard Soft Form - PDF Fill In Nexus 2 Form - 3 part Credit Card, Cash, Check Giving Methods Overview Reoccurring Gift: Payroll Deduction – 95% of campaign 3 myPay DoD Military and Active Duty Civilians Independent Defense Agencies EPA, DOE, HHS, VA Employee Express – Participating Federal Agencies Nexus Payroll Deduction – All Personnel Giving Methods Overview Donor Information: Website Screenshot Making Your Pledge You have the option to contribute to more than 3,000 charities through the Norcal CFC. Pledges can be made by credit card, cash, check, or payroll deduction. Credit Card contributions are one time contributions. They may be made using CFC NEXUS online assisted giving. Cash and check contributions may be made using CFC NEXUS or the Traditional Pledge Form and CFC Charity Search. These pledges MUST be printed and turned in to your keyworker to be processed. EEX and myPay online contributions are reoccurring payroll allotment contributions. If your agency doesn't provide EEX or myPay or you prefer, you may make a reoccurring payroll deduction pledge using CFC NEXUS. However, this pledge MUST be printed and turned in to your keyworker to be processed. Except for documented expenses for the operation of the Norcal CFC and uncollected pledges, all contributions are distributed as designated. All funds contributed to the Norcal CFC that are not designated to a specific charity or federation will be distributed to all organizations listed in the charity catalog in the same proportion as they received designations. If a charity does not receive a donation it will not get any portion of the undesignated funds. Please do not designate any organization not listed in the Searchable Database or charity catalog. Write-ins are prohibited and cannot be accepted. If you desire, you may donate to the CFC anonymously by placing your confidential gift in a sealed envelope. Any contribution made to the CFC should be freely given. Coercion is strictly prohibited. Thank You! Traditional Pledging Traditional Pledge form – hard copy/PDF file Payroll Deduction, check or cash Cash Check Payroll Deduction Available for all personnel Reviewed by KW for legibility, accuracy & completeness 5 Thank you for partnering with the CFC! Giving Methods Overview Reoccurring Gift: Website Screenshot Make Your CFC Pledge Online 3 Ways to Pledge Online CFC Nexus Employee Express myPay agencies serviced all FAA, Dept. of Interior, State, Transportation, EEOC, FDIC, FTC, GSA, GAO, Rail Road Retirement Board, SEC, SSA DFAS payroll office agencies active duty military, DOE, EPA, VA, HHS link pledge here pledge here pledge here pledge types payroll deduction, credit card payroll deduction payroll deduction make a test pledge to practice, visit the demonstration account, demo to practice, log in with 999999994 and password Demo#444. Beale AFB Unit Codes Civilian Agency Unit Codes Codes DoD Miscellaneous Unit Codes Travis AFB Unit Codes Norcal Campaign Code: 0106 US Army Unit CFC Nexus Pledging NEXUS Online Assisted: Available to anyone; Norcal Website links to NEXUS One Time Contribution - Cash, Check, Credit Card 3% third party banking convenience fee for credit card contributions deducted from contribution by issuing bank. Continual Gift – Payroll deduction (must renew annually, print & submit form) NAF, and non myPay personnel: Register Search for charities Complete Pledging Print & submit Confirmation 7 Key Worker Turn-Ins NEXUS Forms SPECIAL INSTRUCTIONS Please make sure you print your pledge and sign with a wet signature. Turn your pledge with cash or check into your keyworker. ECC will turn your payroll deduction form in to your payroll office for manual processing. 8 Campaign Reporting One 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 deduction processing. Nexus credit card contributions are NOT collected. Do not report Nexus payroll deduction contributions on turn-in report envelope. These contributions are uploaded from the system; Reporting them on the envelope will result in a duplication of the pledge. Thank you for partnering with the CFC! CF NEXUS Pledging SPECIAL INSTRUCTIONS Credit Card contributions: -Do not submit your credit card receipt to keyworker -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. Return confirmation receipts to donor if turned in; Do not report these Contributions on the report envelope. They are uploaded from the system and recording them on the report envelope will result in a duplication of the contribution. 9 Thank you for partnering with the CFC! Pledging 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 1 0 Thank you for partnering with the CFC! Pledging This step MUST be reiterated by KW 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 0106 2. All other donors’ campaign information will be automatically populated myPay Pledging Norcal Region 0106 1. Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing 2. Other donors will not see this screen 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 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 Pledge summary is displayed; undesignated funds are automatically calculated and displayed Each KW MUST communicate agency/unit code for their organization to potential donors Pledging 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 instead. Agency Code Tracking Track Donors to units using appreciation award tracking agency codes: Appreciation Award Acknowledgement form back side of hard copy or as multiple pages on electronic version. Website hyperlinks Beale AFB Unit Codes 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 Civilian Agency Unit Codes DoD Miscellaneous Unit Codes 1121 Travis AFB Unit Codes Norcal Campaign Code: 0106 US Army Unit Codes EEX Pledging Employee Express Log In Screen Enter your login ID and Password then click “Sign In”. 17 Thank you for partnering with the CFC! EEX Pledging 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 – Donor may elect to print confirmation but it does not get turned in to keyworker. Donor turns in Appreiation Award Acknowledgement Confirmation 1 8 Thank you for partnering with the CFC! Donor Appreciation Award Tracking PCFO Tracking Form Provided for UPOs & Keyworkers 1 9 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 Tracking system for online contributions in Mypay, EEX & Nexus Thank you for partnering with the CFC! Appreciation Award 2 0 Thank you for partnering with the CFC! Donor Appreciation Award Tracking Form Get Your Give ON-Line One time credit card, cash or check Reoccurring Payroll deduction __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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. Donor fills out their information and turns in the bottom portion of the form to their keyworker 2 1 Donor Appreciation Award Tracking Form Back side of Appreciation Award Acknowledgement Form 2 2 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 Key Worker Turn-In Donor Gift Tracking Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ 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. Campaign Reporting Keyworker collects all traditional pledge gift information, Nexus, EEX & myPay award appreciation confirmation forms and records them on the appreciation award tracking form. Ledger is submitted electronically to ECC 23 Thank you for partnering with the CFC! KeyWorker Turn-In Pledge Preparation Collect pledges weekly – All donors should turn in something: MyPay – Appreciation Award Acknowledgement form only Employee Express - Appreciation Award Acknowledgement form only NEXUS 2 4 Print out of cash or check contributions and submit with cash or check Print out of payroll deduction form with wet signature Do not collect credit card print out – collect appreciation award form only 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 Contribution Collection Tips 25 Keyworkers Collect Pledge Forms &/or Appreciation Award 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 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. 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 KeyWorker Turn-In Pledge Preparation Collect Weekly myPay pledge appreciation award acknowledgement forms Ensure donor’s name and e-mail address is included Ensure unit/office code is completed Ensure gift request is completed Employee Express 2 6 Collect and verify forms: Appreciation award acknowledgement 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 KW Pledge Reporting & Verification Overview Keyworker fills out envelope report completely. Keyworker signs for contents of envelope. Keyworker reports donor gifts needed OPM compliance training 2 7 Key Worker Turn-In Nexus Cash Forms NEXUS Check Forms Traditional Forms Keyworker: Separates each type of pledge and records # of each pledge and total $ for traditional & Nexus cash, check & traditional/PDF payroll deduction pledge forms. These are the only pledge forms turned in. Appreciation award forms are turned in for of myPay, EEX & Nexus payroll pledges and credit card contributions for online giving are not turned in. The chain of custody transition statement on the envelope will be signed off on by the all parties at each level of turn-in. ( IG Compliance) 28 Key Worker Turn-In Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ 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. Thank you for partnering with the CFC! 2 9 Donor Gift Request Form Pledge Form Gift Request Campaign Reporting Confirm traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope by keyworker. KW Responsibilities Recap 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 – Collector’s Coin Meet with UPO/ECC weekly to turn-in reporting envelope. If donors provided Nexus credit card, myPay or EEX pledge receipts from system, return to donor. Pledging 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#. 3 1 Key Worker Turn-In Reminder NEXUS Payroll Forms SPECIAL INSTRUCTIONS FOR PAYROLL DEDUCTIONS Please make sure you print your pledge, and sign with “wet signature.” Turn your pledge form into your keyworker. 3 2 Campaign Reporting One copy of the NEXUS payroll deduction form is collected; It is turned in to the ECC though not recorded on report envelope. The ECC turns it into the agency finance office for payroll allotment processing. Nexus credit card contributions are NOT collected due to PII. Both Nexus payroll and credit card contributions are uploaded from the system and back reported to ECC— otherwise there is duplication in the reporting of these contributions. Thank you for partnering with the CFC! Turn-In Flow Chart Keyworker Donors Federal Payroll Office There may be a Unit Project Officer (UPO) in larger agencies if desired LE or PCFO Hub Administrator ECC CFC Staff (Regional PCFO Office) Charitable Organizations 33 Thank you for partnering with the CFC! ECC Pledge Reporting Verification Envelope Verification: UPO/ECC should spot check forms in envelope to ensure the KW has reviewed donor forms for legibility, accuracy and completeness. UPO/ECC verifies accuracy of report on envelope. Once verified, UPO/ECC signs chain of custody and 3 accepts envelope. 4 OPM compliance training UPO/ECC Tips - 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 accurately on the envelope. Collect electronically and track all gifts to be distributed on your awards tracking ledger. Cut, paste, and consolidate all KW award tracking forms into one master for the organization each week. Enter all financial information into correct Batch # section of the ledger. PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum 3 6 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 Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information: 3 7 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. Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Campaign Responsibilities 3 8 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. Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum 3 9 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 Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches 4 0 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 Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches 4 1 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. Thank you for partnering with the CFC! 2013