Pikes Peak Region
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Report
Transcript Pikes Peak Region
2014
IPO, UPO & Keyworker Training
Overview:
2
CFC Overview
Pikes Peak CFC Overview
Campaign Team Overview
Team Member Role & Responsibilities
Campaign Timeline
Solicitation Tips, Tools & Activities
Giving Methods
Break
Pledge Collection & Reporting
PII & OSI Security
Tips & Tools
Q&A
Thank you for partnering with the CFC!
CFC
Established by Executive
Order in 1961. Signed by
President John F. Kennedy
Largest workplace giving
campaign in the world and
only campaign authorized
to solicit and collect
contributions from federal
employees on behalf of
charitable organizations
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Thank you for partnering with the CFC!
CFC Regulations Rules Overview
4
100% Awareness
100% Opportunity
100% Follow-Up
No Coercion
PII & OSI Compliance
5CFR Part 950
OPM Directives
OPM Memorandum
GAO Directive
Agency Ethics Rules
Thank you for partnering with the CFC!
3 Cs of CFC
– Employees designate to the charity
than means the most to them
Choice
– Most agencies provide
electronic pledging through payroll deduction
which make larger gifts possible
Convenience
Confidence
- OPM and LFCC oversight;
annual independent audit; random OIG audits
Thank you for partnering with the CFC!
Campaign Timeline
Recommended Timeline
(Most Effective & Efficient)
Plan for a “campaign solicitation window”
Establish a kick-off and closing date
Include a mid campaign and final blitz
Schedule regular meetings to collect contributions and to
evaluate what’s working and what’s not working
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For PII compliance contribution collections should be
weekly
Thank you for partnering with the CFC!
Pikes Peak CFC Organizational Chart
Executive Committee
Regional Military Installation Senior Commanders & Federal Agency Directors
PCFO
LFCC
Board of Directors
Campaign Director
Regional Military and Federal Agency Reps
Installation Project Officers
Volunteer Assistants
Unit Project Officers
100 or more employees
Charitable Organizations
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Key Workers
1 per every 25
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Campaign Team Overview
Military Installation Project
Officer (IPO)
Department or Mission Element
Project Officers (MEPO/UPOs)
Keyworkers (1:25)
Event & Activities Volunteers
Finance Officer//Payroll
Coordinator
Communications Officer
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Campaign Team Roles
Installation Project Officer (IPO)
Installation Team Leader!
Recruit the Department/Directorate/Division Chairs
Create the Campaign Plan for Facility/Installation
Implement Campaign Activities
Kick Off Event
Rally
Fundraisers
Oversee Keyworkers (solicitors)
Recruit Volunteer Assistants
Finance Officer
Public Relations/communications Coordinator
Events Coordinator
Motivate & Inspire Team
Contribution Collections, Reconciliation & Reporting
Campaign Reporting
Overall Campaign Activities
Pledge & Giving Activities
9
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Campaign Team
Mission Element & Unit Project Officers
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Mission Team Leader!
Recruit the Department/Agency/Division Team
Create the Campaign Plan
Inspire
Motivate
Campaign Reporting
Campaign Follow Up
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Campaign Team Roles
Keyworker
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Solicits Mission Personnel
Inspires & Motivates Giving
Group Presentation
Charity Speakers
Employee Testimonials
One-on-One Solicitation
One-on-One Follow up
Collect Traditional Pledge Form
Prepare Reporting Envelope
Verify Contents with Finance Officer/ECC/IPO
Distribute Thank You Gifts
Donor Follow Up
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Campaign Team Roles
Support Volunteers
Finance Officer
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Collect Contribution Envelopes from Keyworkers
Verifies Content
Provides Thank You Recognition Gifts
Records Envelope Contents on Ledger
Reconciles myPay Donor Report
Processes NEXUS Payroll Contributions
Maintain PII Compliance
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Campaign Team Best Practices
Secure Top-Down Support
Set a Timeline and Goal
Create Awareness
Coordinate a Solicitation Process
Incorporate Fun
Say “Thank You”
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Pikes Peak CFC Strategic Plan
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4
Stephen Covey – The 8th Habit “From Effectiveness to Greatness”
Create culture for giving
Create campaign ownership
Educate donors on the impact, benefit and effectiveness of
their contribution through the CFC (increase donor awareness)
Integrate workplace and personal core values into campaign
(“service before self,” “leaving a legacy”.)
Increase participation by attracting/cultivating new donors
Increase donations
Enhance the giving experience
Link donors and human health & welfare program recipients
Pikes Peak Region CFC Strategic Plan
Strategic Plan Implementation
Stephen Covey: “When you engage in
work that taps your talent and fuels
your passion—that rises out of a great
need in the world that you feel drawn
by conscience to meet—therein lies
your voice, your calling, your soul’s
code.”
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5
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CFC Strategic Plan
The 8th Habit Applied:
“Find your voice”… and inspire others to find theirs.”
1
6
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2014 Campaign Theme
Website
Printed Materials
My Story…My Choice…My Pledge
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Designed to connect federal employees
with charity services and benefits.
This theme will be on all promotional
material that goes to the Federal employees.
Thank you for partnering with the CFC!
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Promotional Materials
Poster
Thermometer
Online Flyer
Post It Note
Pikes Peak CFC
www.peakcfc.com
Get Your Give ON-Line
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Thank you for partnering with the CFC!
Videos:
Tools
Training – “More Than Just a Bill”
Answers
FAQs
Promoting – My Story Testimonials
“Thank you Feds”
Additional - “I Make It Possible”
link
to CFC National Foundation website CFCToday:
http://www.cfctoday.org/_root/index.php?main_menu_id=1&content_
id=5259
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Thank you for partnering with the CFC!
Campaign Activities
IPO/UPO Campaign Implementation:
Receive materials
Coordinate delivery & distribution
Post promotional posters
Distribute pledging tools
Charity brochure
Pledge form
Begin promotional e-blasts
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Thank you for partnering with the CFC!
Solicitation Activities
Promote Campaign: 1 Oct – 21 Nov
Event Implementation
Staff Meetings or Commander’ Call
“Mini Kick-Offs” at Staff Meetings or Commanders
Calls
Target timeframe: Oct
Videos
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Thank You Feds video
I Make It Possible
Coordinate Charity Speaker logistics (base security entrance)
Charity Speakers list – www.peakcfc.com
Terri’s Poem – Posted on website
Peer Testimonials
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Solicitation Timeline
Consolidated Solicitation Window
(Most Effective & Efficient)
Solicitation Compliance
Week 1 – 100% Awareness (Installation wide)
Week 2 – 100% Opportunity
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Kickoff Event/Activity
Group Presentation (KW Department/Unit)
Week 3 – 100% Follow Up
One-on-One Follow UP
Collect Pledges
Thank you for partnering with the CFC!
Week 4 – 6 Follow Up
Solicitation Timeline
Recommended Six Week Solicitation
(Most Effective & Efficient)
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Solicitation:
Week 4 – Mid Campaign Blitz
Week 5 – Reporting & Campaign Assessment
Week 6 – Final Blitz & Collections
Thank you for partnering with the CFC!
Solicitation Activities
National Mid Campaign Blitz: November 17 - 21
Get Your Give ON-Line
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4
National campaign promotion
E-blasts
Flyers
Simplest means of giving
CFC Nexus
Employee Express
myPay
Thank you for partnering with the CFC!
Campaign Activities
Final Blitz
December 1- December 15
Regulated end of solicitation on Dec 15
Online systems turned off
Last call to submit your pledge reminder
Any outstanding contributions should be received by finance
officer by December 16
PCFO final turn-in on December 17
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Solicitation Tools
Tools
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CFC Website: www.peakcfc.com
Searchable Charity Database
Links to online giving sources (myPay, EEX & Nexus)
PDF Brochure Fill in Pledge Form
All Support materials
Speakers’ List for Charity Speakers at group
presentation
Template E-Blasts
All Training materials
Links to OPM
Links to CFC National Foundation Website
Thank you for partnering with the CFC!
Solicitation Tips
Tips
The Number One Reason People don’t Give…they
weren’t asked
Ask
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sincerely
Discuss reasons for giving
Personal, Family, Friend Service/Benefit Impact
Pay Forward – Future Impact
Encourage Payroll Deduction
Remain available as a resource
Say “Thank you” often
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Solicitation Tips
Tips
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CFC Focus Group Results
Newer employees need education about what CFC is
Employees felt inundated with too long of a solicitation
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Charity Structure:
Local
Federations
Fed Members
National
Independents
Federations
International
Independents
Fed Members
Federations
Fed Members
Online Universal Giving
Includes local charities for all CFC geographic regions
Thank you for partnering with the CFC!
Independents
Universal Giving
Beginning with the 2014 Combined Federal Campaign, all campaign
regions must offer donors the opportunity to give through Universal
Giving—the ability to donate to any national, international, or local
charity not denied participation in the CFC.
Universal giving provides federal employees with the option to give
to any participating CFC charity they choose, without regard to
geographic boundaries.
Universal Giving is available in the Federal eGiving portal: myPay
It is also available in the web-based NEXUS eGiving platform.
For traditional paper pledging the universal charity list is located
at the OPM link: https://apps3.opm.gov/CFC/CharitySearch/Main.jsp
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Giving Methods
Online: MyPay
Online: CFC Nexus
Credit Card Giving
CFC Paper Pledge Form
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Giving Methods
One Time Gifts:
Credit Card ONLY
Cash, Check
Traditional pledge form (hard copy or PDF)
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Thank you for partnering with the CFC!
Online Giving
CFC is moving towards 100% online giving
Why:
Increased donor confidentiality
Reduced administrative workload
Reduced possibility of administrative errors associated with
paper pledge form processing
Reduces campaign costs
Fewer donor dollars spent on overhead and more donor
dollars directed to CFC-supported charities
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Pledging Materials
Online Giving Flyer
Pledge Form
Pikes Peak CFC
Get Your Give ON-Line
www.peakcfc.com
Brochure
Appreciation Award Confirmation
Get Your Give
ON-Line
__ __ __ __ __ __ __
__ __ __
One time credit card, cash or check Reoccurring Payroll deduction
Installation: ___________________
Unit Name:
____________________
Turn
in the portion of form to Keyworker
Donor: _____________________
Unit Code: __________________
Gift Level)
Eagle Silver Eagle Golden Eagle
I prefer not to receive a donor appreciation gift.
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Thank you for partnering with the CFC!
Giving Methods
Reoccurring Gift:
Payroll Deduction – 90% of campaign
myPay
DoD
Military and Active Duty Civilians
Independent
EPA,
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Defense Agencies
Dept of Energy, HHS, VA
Nexus Payroll Deduction – All Other Personnel
Thank you for partnering with the CFC!
Pledging Online
CFC Website: www.peakcfc.com
To practice:
https://emssdemo.dfas.mil/MYPAY.ASPX
Login ID 999999991, Password 36
Xma$1225
Pledging
Ways to Contribute
myPay Online: Payroll deduction only
myPay ePledge allows military and civilian personnel to
establish a CFC allotment within the CFC open season
Pikes Peak CFC Website links to myPay
myPay Overview
Login: https://mypay.dfas.mil/mypay.aspx
Select
CFC option
Search for charities (not recommended; times out)
Pledge
Confirmation
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Pledging
Ways to Contribute
myPay - The platform will be used until national systems
are introduced by OPM in the future.
DOD
Military
Civilian
myPay - Used across three payroll systems:
DCPS (Civilians)
DJMS (Army, Navy and Air Force)
MCTFS (Marines)
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myPay Pledging
Combined Federal Campaign on
Main Menu
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myPay Pledging
Donor selects
“Add New Contribution”
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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 (0140)
2. All other donors’ campaign information will be
automatically populated
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Thank you for partnering with the CFC!
myPay Pledging
Entering an invalid campaign code
will result in an error message;
Enter 0140
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myPay Pledging
Pikes Peak Region 0140
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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
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myPay Pledging
The donor enters
the per pay period
or per month
donation amount
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myPay Pledging
Balance remaining
is automatically
calculated
Donor has the option
to continue or add /
delete charities
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myPay Pledging
Key Training Point
For an organization’s
pledges to be
properly credited the
donor MUST enter
the Command/Unit or
Federal
Agency/Office Code
your code, enter
here:
DCAA,
DCMA,
FCCO,
HQ AFSPC,
N-NC
21SW & MS,
SAFB
USAFA
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Pledge summary
is displayed;
undesignated
funds are
automatically
calculated and
displayed
Unit Codes provided website: http://www.Pikes Peakcfc.org/_root/index.php?content_id=5119
Pledging
Final review and
opportunity for
donor to confirm
intent
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Pledging
Donor receipt copy. Up to five
charities are listed on Page 1
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Pledging
Key Training
KeyPoint
Training Point
Donor
No forms
can view
will be
print PDF pledge form
submitted
for recordkeeping.
to
Keyworker.
Donor will Donor
complete epleding flyer
can view
pledge
print confirmation
PDF
form
pledge form for
recordkeeping.
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Thank you for partnering with the CFC!
Pledging
Online Assisted Giving:
NEXUS Online: Available to anyone that myPay is not
available to
Pledging Overview
One
Time Contribution - Cash, Check, Credit Card
Time Credit Card – 3% third party
convenience banking fee
Register
Search for charities
Complete Pledging
Confirmation
One
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Pledging
Online Assisted Giving:
Pikes Peak Website links to NEXUS
NEXUS IS WEB-BASED;
DOES NOT TIE DIRECTLY TO A GOV’T
PAYROLL SYSTEM
PAYROLL ALLOTMENT NOT
RECOMMENDED
PLEDGES MUST STILL BE MANUALLY
PROCESSED
Nexus was originally developed because of donor demand
to give electronically
Nexus has the capability to upload directly into any payroll
system BUT OPM does not authorize it to do so
Manual processing means it is currently functions as “online
assisted giving”
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CFC NEXUS
Pledge Training link: https://www.cfcnexus.org/_root/
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Thank you for partnering with the CFC!
CFC Nexus
CFC NEXUS
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Pledging
Demo Link: https://www.cfcnexus.org/_root/#
Opportunity for Coordinator or Keyworker to try out
the pledging process by creating a “fake” pledge on
the demo account.
Thank you for partnering with the CFC!
Traditional Pledge Form
Pledging
Hard copy/PDF Fill-in - Payroll Deduction, check or cash
Available both in hard form and online as PDF fill-in form
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Pledge Form
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Pledging
Traditional Form IG Audit Findings:
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#.
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Thank you for partnering with the CFC!
Thank You Awards
Any Gift Level
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$759 - $999
$1000 - $1249
$1250+
Online contributors print a tracking form and submit it
Traditional pledge form – request on pledge form
Donors don’t give for the donor gift, though they can easily feel slighted if
promised something they don’t receive
Thank you for partnering with the CFC!
Donor Appreciation Award Tracking
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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
Keyworkers submit contribution envelopes and gift tracking ledger to
UPO
Keyworkers also submit Thank you gift ledger electronically to UPO
Finance officer cuts and pastes keyworker ledger info onto master
gift tracking ledger
Thank you for partnering with the CFC!
Donor Appreciation Award Tracking
Get Your Give ON-Line
One time credit card, cash or check
Installation: _______________
Reoccurring Payroll deduction
Unit Name:_____________________ Unit Code:________
Donor Name:____________________ E-Mail:__________________________
Gift Level: General Eagle Silver Eagle Golden Eagle
I prefer not to receive a donor appreciation gift.
Provided online for donor to print out and submit
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Donor Appreciation Award Tracking
61
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Donor Appreciation Award Tracking
Traditional Form
Donor fills out and submits donor contribution confirmation
form when contributing online
Keyworker uses tracking ledger to create list of donor gift needs
Keyworker send tracking ledger electronically to UPO
Keyworker reports gifts needed on report envelope for turn-in
UPO tracks Unit gift needs on master tracking form and submits
to finance officer
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Donor Appreciation Award Tracking Ledger
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Turn-In Flow Chart
DONORS
3 5,0 00 Pro sp e c ts (Assig ne d Person ne l)
1 3,0 00 t o 14,0 00 d o no rs re g io n wid e .
Ro ug hly 1 ,00 0 re g io nwid e
KEYWORKERS
P
roject Officers(optional)
Assig ne d a s ne e d e d a t la rg e r
in sta lla tio n s to m a inta in a
m a na g e a b le n um b er o f ke ywo rke rs
re p o rting to o n e ind ivid ua l.
Base R
epresentative/POC
1 p e r b a se /lo c a tio n - Usua lly the
in sta lla tio n LFCC Re p re se nta tive, Ba se
Proje c t Office r o r his/he r d e sig n ee .
P
CFO(regional CFCoffice)
Proc e sse s a ll p le d g e s
Distrib u tes a ll p led g es to d e sig n a te d
c ha rita b le o rg a n iza t ion s..
Federal P
ayroll Office
Auth o rize s a n d im p lem e nts a ll p a yro ll
d e d u ct ion re q ue sts (o ve r 95 % of CFC
d e sig na tio ns a re p a yro ll d e d uc tio n ).
Fo rwa rd s m o n ey to PCFO a s a va ila b le
Charitable Organizations
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4
Ro ug hly 1 ,70 0 e lig ib le o rg a niza tio ns.
Re c e ive s d e sig na t ed fund s m o n thly.
Pe rform s sp e cifie d c ha rita b le servic e s.
Thank you for partnering with the CFC!
KeyWorker Turn-In Pledge Preparation
Collect pledges weekly
myPay pledge Thank you gift confirmation form collection ONLY
NEXUS
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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
Print outs of cash or check contributions with cash or check
Do not collect credit card contributions – collect appreciation award
form
Traditional Pledge forms
Pledges must be reviewed for completeness, accuracy and legibility
DO NOT make changes to form; contact donor
Report totals of each pledge type (cash, check and traditional payroll
pledges) on report envelope ONLY;
Report number of gifts requested on report envelope
Campaign Reporting
Contribution Collections Tips
Keyworkers Collect Contributions &/or Confirmation Forms
Weekly
PII & OSI Compliance –remove cover when submitting
in envelope
KeyWorkers make regular time to turn in report
envelope with UPO
Ensure your turn-in 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 Finance Officer turn-in
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KeyWorker Turn-In
Envelope Verification - Weekly Turn-Ins with UPO
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Collect and Verify Report envelopes for Weekly Turn-In
Verify # of each type of pledge in envelope
Verify $ of each type of pledges reported
Confirm # of gifts requested
Sign off on report envelope once content and report
accuracy are verified
Thank you for partnering with the CFC!
Key Worker Turn-Ins
NEXUS cash & Check
Forms ONLY – Not
Promoting but may receive
Traditional Forms
Campaign Reporting
The 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)
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Thank you for partnering with the CFC!
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!
69
Donor Gift Request Form
Pledge Form Gift Request
Campaign Reporting
Traditional form gift requests, Nexus, EEX & myPay award appreciation
confirmation forms are collected and recorded on the envelope.
Keyworker retains confirmation form with ledger
Key Worker Turn-Ins
70
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Mission/Unit Project Officer Turn-In
Finance Officer Collection from Mission/Unit POC
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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.
Department/Mission Element Turn-In
Ledger
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Why do I have to do All of This
1. OIG tracking
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All pledge envelopes must be accounted for at all times
If pledge envelopes were to be misplaced, the ECC/IPO
would know from the ledger what envelopes were
unaccounted for
If the PCFO were to misplace envelopes the hub director
could go back to the Ledger to track the date of the turnin.
Thank you for partnering with the CFC!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
Campaign Responsibilities
74
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
Reporting PII Breaches
75
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
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6
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!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
Reporting PII Breaches
7
7
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.uscert.gov/federal/reportingRequirements.html) and
providing notification to victims of PII or OSI breaches, as
appropriate.
Thank you for partnering with the CFC!
Solicitation Conclusion
Electronic Giving turned off COB Dec 15 (regulations)
All Contributions Received by DPO or UPO: December 16
Final Turn-Ins scheduled with PCFO Dec 16- 20
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8
Ensure CFC Staff has your totals for Awards
Ensure Donors receive appreciations awards
Thank you for partnering with the CFC!
Campaign Recognition
2014 Agency Hero Nominations
All Federal Agency Campaign Team members may be
nominated
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Submit Hero Nominations by December 15
Nominate anyone you see going above and beyond
during the Campaign
Heroes are selected by the LFCC and honored at the
Campaign Celebration
Heroes may also be submitted to National Awards
Committee for National recognition
Thank you for partnering with the CFC!
Q&A:
Questions?
8
0
Thank you for partnering with the CFC!
2014
Thank you for leading the campaign