After the Canvass ePledge Do Not Print! A tutorial for canvassers: Assisting donors to make their gift online Do Not Print! Note the length of the material Module 2 Version 3

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Table of Content What is ePledge? ePledge — One-time Credit Card donation Things you need to know Logging in ePledge — Monthly Credit Card donation Access Page Elements New user ePledge — Making a PayPal donation Returning user (same department) Returning user (different email) ePledge — Payroll Deduction Creating or Updating My Profile Choosing where to give My Donation History Named recipient organizations Tracking and Reporting Other United Ways Other Canadian registered charities A note on privacy preferences

But what about the Gift Form? What is ePledge? ePledge is the main mechanism used to make a donation to a charitable organization through the GCWCC Use ePledge for donations by Payroll One time Credit card Monthly credit card PayPal (one time) But what about the Gift Form? In organizations that have adopted ePledge, the Gift form must be used for the following gifts: Cash Cheque Upon donor request, the Gift form (see Module 3) can be used for Payroll and Credit Card donations.

ePledge is… A series of 10 pages 2 Access pages 4 donation pages 2 verification pages 1 profile page 1 donation history page

The Login page

The Access Page

A screen that lets you choose how you wish to pay for your donation

Payroll or…

Credit Card

A screen to choose your charities of choice

A screen to verify your gift

A confirmation screen

There is also a profile page that contains information that allows us to issue a receipt!

And (New!) a donation history page

That’s basically ePledge! For a step by step approach, the following slides should answer any and all questions that you might have Welcome to ePledge!

Content In the next 15 minutes, you will learn how to Help someone log on to ePledge Guide donors to make their ePledge gift through Payroll deduction One-time credit card Monthly credit card Help donors view/modify their profile Show donors how to view their donor history Tracking and reporting in an ePledge world

Things you need to know For security purposes, ePledge will automatically logout the user when it is inactive for more than 15 minutes Using the browser “back” button will logout the user – use the left hand menu, or the appropriate button at the bottom of each page (cancel, back, etc.) For Payroll Deductions, the donor must have unique departmental information in addition to the PRI/REG/employee number. This information includes the Dept Code, Pay List Number, and Pay Office and can be found On the donor’s pay stub / PWGSC’s Compensation Web Application; or Some departmental leave system (e.g. PeopleSoft) may also have this information Donors can use ePledge to make any combination of Payroll Deduction, one-time credit card, and monthly credit card donation

National Capital Region (NCR)* ePledge National Capital Region (NCR)* Currently, the GCWCC ePledge is only available to the NCR campaign. Employees working outside of the NCR must still use the National GCWCC Gift form.

ePledge Registration The links provided to employees will direct them directly to their department’s ePledge registration page This is where a donor registers to access ePledge The process is slightly different depending on whether the user is A new user; A returning user, with the same email as the one used last year; or A returning user that gave last year through the GCWCC, at another government department

New User Registration New users are to enter their work email User work email Important Note! In ePledge, the User ID = the work email address This is the only way that ePledge recognizes individuals

Login: New User Registration page If the new user’s email address is NOT recognized, he/she will be asked to provide information like Full name A new password (8 characters, alphanumeric, not case sensitive) and hint Complete home address Branch and division

Login: New User Registration page Finally, type in the verification code provided on the screen it will be different than the one pictured here Then click Register

New User Registration If the new user’s email address is recognized (e.g. has been previously submitted on the Gift form) The verification code provided on the screen must be entered It will be different than the one pictured here Then click Register User work email Important Note! In ePledge, the User ID = the work email address This is the only way that ePledge recognizes individuals

New User Registration page In both cases, a system-generated “Registration Confirmation” email that includes a link to confirm the registration will be sent to the donor When the User clicks the link in that email, their ePledge registration will be confirmed

New User Registration page For the new user whose email address was recognized, a second system-generated “Registration Complete” email will then be sent to the user confirming their User ID and prompting the user to set their password (if not yet done) Click here to set the password, and access ePledge

You’ve made it in!

But what about returning users? Remember! The process is slightly different for returning users Click the links to find out about A returning user, with the same email as the one used last year; or A returning user (OGD) that gave last year through the GCWCC, at another government department

Welcome screen Notice that several elements* are available on this screen! The security certificates The Privacy statement The Technical support There are also new things on this screen! The greeting, with donor name A left side menu where the donor can choose to Pledge now Update their profile View their Donation history Get Help Log out *Click here to find out why these elements are important

Making a Donation

Making a donation To start, click on Pledge Now There are two Pledge Now buttons

Making a donation As you can see, Donors can use ePledge for four methods of donations* Donors simply have to click on the radio button of their preferred method of payment We’ll start by the Payroll Deduction *For cash or cheque donations, donors must use the Gift Form

Making a payroll deduction donation This screen will be tailored specifically to your organization, so it may not look exactly as you see here Not all employee categories (term, casual, etc.) can give through payroll deduction. Find out from your GCWCC campaign team!

Making a payroll deduction donation Typically, the donor can see The amount he/she gave last year The number of pay periods The payroll office requires that the Donor provide this information This information is located on the donor’s pay “stub”* Note that some departmental “Leave systems” may also have this information Please note that the Pledge Amount will be determined according to the sum of the donation Click Next * As of April 2013, donors may need to access this information on PWGSC’s Compensation AppliWeb

Choosing where to give This is where donors indicate to which charitable organization(s) they would like to make their donation Note The amount to be entered in the donation field is the full amount (per year) designated to that charity. It is not the “per pay” amount.

Choosing where to give Before we begin, note that there is a link to Canada Revenue Agency’s Charitable donation tax credit estimator This enables the donor to estimate the reduction on his/her income tax

Choosing where to give The three named recipient organizations for the GCWCC in the National Capital Region are featured here United Way Ottawa Centraide Outaouais Healthpartners $200.00

Choosing where to give The three named recipient organizations for the GCWCC in the National Capital Region are featured here United Way Ottawa Centraide Outaouais Healthpartners $200.00

Choosing where to give The three named recipient organizations for the GCWCC in the National Capital Region are featured here United Way Ottawa Centraide Outaouais Healthpartners $200.00

Choosing where to give Donors can also give to Any other United Way/ Centraide in Canada; and

Choosing where to give Donors can also give to Any other United Way/ Centraide in Canada; and Any other Canadian Registered Charities

Choosing where to give To give to other United Ways, the donor must click on the link, then

Choosing where to give To give to other United Ways, the donor can click on the link, then Scroll through the list of other United Ways Listed numerically, as seen on the calendar Click the “next page” button until you find the United Way that you’re looking for

Choosing where to give To give to other United Ways, the donor can click on the link, then Scroll through the list of other United Ways Listed numerically, as seen on the calendar Click the “next page” button until you find the United Way that you’re looking for Add the amount in the corresponding box $200.00

Choosing where to give To give to other United Ways, the donor can click on the link, then Scroll through the list of other United Ways Listed numerically, as seen on the calendar Click the “next page” button until you find the United Way that you’re looking for Add the amount in the corresponding box Click Add $200.00

Choosing where to give To give to any other Canadian registered charity This section contains information on most charities supported by the GCWCC donors in the past Donors can search by keywords or registered charity number Click Search Pipe Note There is a minimum $26 donation for all other Canadian registered charity.

Choosing where to give Charities containing that search criteria already in the GCWCC database will be listed Enter the amount to designate to this charity Click Add $200.00

Choosing where to give If the donor’s charity is NOT found, donors can manually enter their chosen charity by clicking here

Choosing where to give In the new window, donors can click here to search the CRA registered charity database

How to search for a registered charity Search CRA (a separate web browser window will open) Type in a portion of the Charity name Click Search Children

How to search for a registered charity A list of charities associated with this keyword is displayed Click on the link of the charity of your choice

How to search for a registered charity Information on this charity will be displayed

How to enter a registered charity Enter the charity’s information found on the CRA website in the appropriate boxes Every field MUST be completed

How to enter a registered charity Enter the charity’s information found on the CRA website in the appropriate boxes Every field MUST be completed Don’t forget to enter the amount designated to this charity Click Add $200.00 Note As long as the charity maintains its Canadian registered charity status (in accordance with Canada Revenue Agency policy), it will remain in the GCWCC ePledge database.

Choosing where to give And no matter where a Donor chooses to give, the total gift adds up on the top of the screen $200.00 $200.00 $200.00

Choosing where to give And no matter where a Donor chooses to give, the total gift adds up on the top of the screen $400.00 $400.00 $200.00 $200.00

Choosing where to give And no matter where a Donor chooses to give, the total gift adds up on the top of the screen $600.00 $600.00 $200.00 $200.00 $200.00

Choosing where to give And no matter where a Donor chooses to give, the total gift adds up on the top of the screen $800.00 $800.00 $200.00 $200.00 $200.00

Choosing where to give And no matter where a Donor chooses to give, the total gift adds up on the top of the screen $1000.00 $1000.00 $200.00 $200.00 $200.00

Choosing where to give And no matter where a Donor chooses to give, the total gift adds up on the top of the screen $1200.00 $1200.00 $200.00 $200.00 $200.00

Choosing where to give Once the donor’s choices have been made, click Next

Verifying Before the gift is processed, the donor is asked to verify personal information Donors are to Verify the Honor Roll information will appear only if giving at the Leadership level ($1000+)

Verifying Before the gift is processed, the donor is asked to verify personal information Donors are to Verify the Honor Roll information will appear only if giving at the Leadership level ($1000+) Verify their email and postal address; and

Verifying Before the gift is processed, the donor is asked to verify personal information Donors are to Verify the Honor Roll information will appear only if giving at the Leadership level ($1000+) Verify their email and postal address; and Tick off the check boxes to indicate Their donor status; and Their privacy preference

Verifying Before the gift is processed, the donor is asked to verify personal information Donors are to Verify the Honor Roll information will appear only if giving at the Leadership level ($1000+) Verify their email and postal address; and Tick off the check boxes to indicate Their donor status; and Their privacy preference Then click Next

A note on privacy preference What the donor should know before making their donation If the donor checks these boxes, all the charities designated in this transaction will be provided the donor’s information If the donor only wants some of the charities to be advised of the donation, the donor must make separate transactions One transaction identifying only those charities to be informed of the donation(s) (boxed checked); and One transaction where designated charities will not be informed of the donations (boxes not selected)

Confirmation Donors will then be asked to review and confirm the details of their pledge Note that the “per pay” amount is displayed here Once all information has been reviewed, click Confirm The donor will receive an email confirming the donation And it is done!

Making a Donation: One-Time Credit Card

Making a one-time credit card donation This screen will be tailored specifically to your organization, so it may not look exactly as you see here Typically, the donor can see The amount he/she gave last year The accepted credit cards

Making a one-time credit card donation The donor is to Write the credit card number Indicate the expiry date of the card; and Write the name of the card holder exactly as it is featured on the card Click Next 1234123412341234 Test X User

Choosing where to give The choices as to where to give are the same as in all other methods of payment.

But what’s different for one-time credit card donation?

Verifying As before, prior to the gift being processed, a final verification is required However, given that the donor is making a one-time credit card donation, there is a slight difference on this page The donor can choose to immediately receive a Tax Receipt by email Click Next

Confirmation Final look at gift giving Click confirm Note One-time credit card donations are processed/charged immediately.

Making a Donation: Monthly Credit Card

Making a monthly credit card donation This screen will be tailored specifically to your organization, so it may not look exactly as you see here Typically, the donor can see The amount he/she gave last year The accepted credit cards The payment frequency

Making a monthly credit card donation The donor is to Select the Card type and complete each field Click Next 1234123412341234 Test X User

Choosing where to give The choices as to where to give are the same: Donor choice!

But what’s different for monthly credit card pledges?

Verifying The verification of donor information is the same However, given that this is Monthly credit card donation, donors cannot receive a tax receipt by email Donors will receive their tax receipt once ALL monthly donations have been processed Then click Next

Confirmation Final look at gift giving Click Confirm

Making a PayPal donation

Choosing where to give The choices as to where to give are the same: Donor choice!

But what’s different for PayPal donations?

Verifying Given that the donor is making a one-time PayPal donation The donor can choose to immediately receive a Tax Receipt by email Click Next

Confirmation Note that the Check Out with PayPal button allows the donor to proceed to the PayPal site Note PayPal donations are processed/charged immediately.

Please note that the “merchant” name is United Way Ottawa, the manager of the GCWCC in the NCR

And that’s how to use ePledge to make a donation! But what about…

But what about… Remember the left side menu? ePledge allows the donor to do more than make a donation! Donors can also Update their profile View their Donation history Get help Log out

Updating My Profile

Why update my profile? The information provided here enables the GCWCC to Identify the donor for authentication (security) purposes Issue receipts to donors making credit card gifts Important Note Inaccurate information could mean that the donor does not receive a receipt for their donation.

My profile By selecting My Profile on the left hand menu, the donor can make modifications to their account Note that only the fields with asterisks (*) are required

My profile Donors can modify their Name Honor roll information Email addresses and preference Home address Telephone numbers and preference

My profile Donors can modify their Click Save Name Honor roll information Email addresses and preference Home address Telephone numbers and preference Work information User ID (work email) Password (8 characters, alphanumeric, not case sensitive) Click Save

My profile Training Tip Continue to Donation History, or If you were viewing the “Returning User (OGD)” and jumped to “My Profile”, please click here to return to where you left off.

Donation History

View donation history Donors can view past and current donations on this screen Note Donations given through the Gift Form/paper pledge may not be visible here.

View donation history By selecting these icon, donors can also

View donation history By selecting these icon, donors can also View previous transaction details This enables the donor to see where they have given in the past (e.g. the name of the charities and the corresponding amount)

View donation history By selecting these icon, donors can also View previous transaction details This enables the donor to see where they have given in the past (e.g. the name of the charities and the corresponding amount) Reissue a receipt for a One-time credit card donation

View donation history Also, only if in the same calendar month of a donation, by clicking Update, donors can Change the charity they want to support (e.g. give to Charity B rather than to Charity A); and Increase a donation Note This feature is not applicable for a one-time credit card donation

How to Log Out

How to log out To exit ePledge, donors should click the Log Out button

Congratulations!

Tracking and Reporting

Tracking and reporting It is very important that you track the decision (Gift, Regret, Pending) of the colleagues you canvass, and that you follow up with those that have signaled “come back later” or that have yet to respond Tracking donor responses is a little more complicated given the two ways (form and electronic) of giving An ePledge Administrator in your organization can produce a report of ePledge donors Ask your GCWCC team captain or coordinator to find out who will provide you with this report, and when you can expect to receive it But please, remember to give everyone the chance to give!

Remember! For security purposes, ePledge will automatically logout the user when it is inactive for more than 15 minutes Using the browser “back” button will logout the user – use the left hand menu, or the appropriate button at the bottom of each page (cancel, back, etc.) For Payroll Deductions, the donor must have unique departmental information in addition to the PRI/REG/employee number. This information includes the Dept Code, Pay List Number, and Pay Office. These can be found on the donor’s pay stub a department’s leave system (e.g. PeopleSoft) or PWGSC’s Compensation Web Application Donors can use ePledge to make any combination of Payroll Deduction, one-time credit card, and monthly credit card donation

Other Modules 1. Be a “Star Canvasser” 3. After the Canvass: Gift form 4. Canvasser Toolbox FAQ Links Dates 5. Quiz, certification and evaluation

Supplementary content This section includes Login in: returning user Login in: returning user (OGD) Access page elements

Login in: Returning User With the same email as the one used last year

ePledge: Returning User For a returning ePledge user at the same department (with the same email address) Click here to go to the log on page

Login in: Returning user Please note The User ID is the email used by the donor last year The password is the one chosen by the donor last year There is also 2 password recovery options Then click Login Your e-mail Your password

Training Tip Continue to find out more about a returning ePledge donor from another department (OGD) or with a different email address, or Please click here to return to “New User Registration” and find out more about how to use the ePledge

Login in: Returning User (different email) Has previously used ePledge, within another organization

ePledge: Returning User (different email) If a returning ePledge donor from another organization or with a different email address Click here to go to the log on page

Login in: Returning User (different email) Please Login using the User ID and Password established last year Click Login If the user has forgotten his/her password, the Forgot My Password feature will be of little use (the generated email will be sent to the user’s registered (old) email address) Click on password hint, or Call or Click on Technical Support Last year’s email address Last year’s password

Login in: Returning User (different email) Next, and most importantly, the returning user (different email) must then edit his/her user profile and Update their work email address to their new one; and Change their User ID to match their new email address To see “Updating My Profile,” click here. You will be able to return to this exact spot and continue the training.

Login in: Returning user (different email) Next, to link the returning user (different email) to their new department, the user must then log out

Login in: Returning user (different email) Next, to link the returning user (different email) to their new department, the user must then log out Return to the User Registration page (using the link provided to employees) Enter Their work email address Verification code Then click Register

Training Tip If you were viewing the “New User Registration” and jumped ahead to “Returning User”, please click here to return to where you left off and find out more about how to use ePledge.

Access Page Elements Language choice Technical Support Security Certificates Links to named recipient organizations Privacy Statement

Language choice If the user selects “Français”, then The language displayed on the following screens will be in French; and All future correspondence will be sent to the user in French This feature will be available throughout the ePledge session

GeoTrust: website security certificate A Website Security Certificate provides assurance to the user that communications between his/her browser and this site's web servers are private and secure the communication (transaction is encrypted) This feature will be available throughout the ePledge session

TRUSTe: website security certificate Provides assurance to the user/donor regarding the website’s privacy policy, and that the organization meets established standards for protecting personal information This feature will be available throughout the ePledge session

Privacy statement Provides information on the privacy policy of the manager of the GCWCC (United Way / Centraide Ottawa), and how it collects, uses and discloses personal information This feature will be available throughout the ePledge session

Technical support This is the user’s HELP! button Enables the user to send an email directly to ePledge technical support experts Alternatively, call the help line! This feature will be available throughout the ePledge session

Named recipient organizations As always, the three named recipient organizations for the NCR are displayed Each icon links to the organization’s website

Thank you! Training Tip If you jumped ahead to “access page elements”, and want to return to where you left off, click on the appropriate link Welcome Screen Returning User