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2013
Pikes Peak RegionKeyworker Turn-in Steps
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
Collect contributions each week from donors
KeyWorker Turn-In Pledge Preparation
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Collect pledges weekly – All donors should turn in something: NEXUS
Donor prints out pledge for cash or check contributions and submits 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 submitted; Copy 3 returned to donor (receipt)
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, Nexus Payroll pledge forms) on report envelope;
Report number of gifts requested on report envelope
KW Turn-In Responsibilities• Receive/collect traditional pledge forms from donors & tear off
cover.
• 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.
• Track Nexus donations received.
• 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.
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
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
6 Thank you for partnering with the CFC!
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
Thanks You Awards
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Donor reviews giving level awards and selects the appropriate award for the gift given
Keyworker provides general donor gift (sticker) upon receipt of pledge form or award appreciation acknowledgement form
Donor Appreciation Award Tracking Form
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__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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)
Eagle Silver Eagle Golden Eagle
I prefer not to receive a donor appreciation gift.
Get Your Give ON-Line
One time credit card, cash or check Reoccurring Payroll deduction
NEXUS & myPay Donor fills out their information and turn in the bottom portion of this form to their keyworker. Kewyorker submits form in report envelope and maintains ledger of gift recipients.
Donor Tracking
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Donor puts unit code on Appreciation Award Acknowledgementform; Keyworker verifies code and/or adds it to form.
Donor Appreciation Award Tracking Ledger
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KW fills out foreachTurn-in
KW Pledge Verification
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OPM compliancetraining
UPO should spot check forms to ensure the KW has reviewed donor forms for legibility, accuracy and completeness.
Key Worker Turn-In
12
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Campaign ReportingTraditional form gift requests, Nexus & myPay award appreciation 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.
Pledging
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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#.
Key Worker Turn-Ins
14
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Campaign ReportingOne copy of the NEXUS payroll deduction form is collected from donor to be submitted to the payroll office by finance officer. It is recorded on envelope. Nexus credit card contributions are NOT collected due to PII and not recorded. Additionally, for administrative record of awards, the appreciation award acknowledgement form is collected from donor and place with contribution form in envelope.
NEXUS Forms
SPECIAL INSTRUCTIONS
Please make sure you print your pledge,and sign with “wet signature.” Turn your pledge form into your keyworker.
Key Worker Turn-In
15
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Campaign ReportingThe UPO will collect all KW envelopes, verify the contents with the KW. 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
Traditional Forms
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.
Appreciation Award Tracking Form
KeyWorker Turn-In
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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
Contribution Collection Tips
17
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Keyworkers Collect Contributions &/or Confirmation Forms Weekly
PII & OSI Compliance –remove 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
PII Compliance
18
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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
19
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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
20
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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
21
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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
22
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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.