2013 Pikes Peak Region Keyworker Turn-in Steps

Turn-In Flow Chart 2 Thank you for partnering with the CFC! Collect contributions each week from donors

KeyWorker Turn-In Pledge Preparation 3 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 donors name and 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 5 Thank you for partnering with the CFC! 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 dont give for the donor gift, they can easily feel slighted if promised something they dont 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 7 Thank you for partnering with the CFC! 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 8 __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker Installation: ________________________Unit Name:_________________________Unit Code:_________ Donor_____________________________ ________________________________________________ Gift Level: General Silver (one hours pay per pay period) Gold (two hours 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 9 Donor puts unit code on Appreciation Award Acknowledgement form; Keyworker verifies code and/or adds it to form.

Donor Appreciation Award Tracking Ledger 10 KW fills out for each Turn-in

KW Pledge Verification 11 OPM compliance training UPO should spot check forms to ensure the KW has reviewed donor forms for legibility, accuracy and completeness.

Key Worker Turn-In 12 Thank you for partnering with the CFC! Campaign Reporting Traditional form gift requests, Nexus & myPay award appreciation forms are collected and recorded on the envelope. Donor Gift Request Form Installation: ____________________________ Donor: _____________________________ Unit Name:____________________ Unit Code: __________________________ Gift Level: General Silver (one hours pay per pay period) Gold (two hours pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift.

Pledging 13 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 regions brochure Form isnt signed; payroll deduction cannot be authorized if the form isnt 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 Thank you for partnering with the CFC! Campaign Reporting One 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 Thank you for partnering with the CFC! Campaign Reporting The 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 Installation: ____________________________ Donor: _____________________________ Unit Name:____________________ Unit Code: __________________________ Gift Level: General Silver (one hours pay per pay period) Gold (two hours pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. Appreciation Award Tracking Form

KeyWorker Turn-In 16 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 donors name is on form Ensure donors 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 Thank you for partnering with the CFC! 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 Thank you for partnering with the CFC! 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 persons or entitys 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 Thank you for partnering with the CFC! 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 donors home address, bank account number or routing number would constitute other sensitive information.

PII Compliance 20 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Campaign Responsibilities It is the local campaigns 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 Thank you for partnering with the CFC! 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 Thank you for partnering with the CFC! 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 23 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches In accordance with 5 CFR § (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) or at to OPM.