2012 Pikes Peak Region Finance Officer Training 2012

Turn-In Flow Chart 2 Thank you for partnering with the CFC!

KW/PO Responsibilities Receive/collect pledge forms & 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 changes. Separate cash, check, payroll deduction & Nexus donations. Prepare and fill-out accounting envelope according to pledges received and gifts requested. Track and receive Nexus donations. Use Gift Ledger to track all requested donor gifts Distribute general, silver and gold donor gifts Eagle & Gold gifts provided at weekly turn-in Meet with PO or Financial Officer weekly basis to turn-in.

Pledge Card IG Compliance: Check completeness & legibility of donor information

Key Worker Turn-Ins 5 Thank you for partnering with the CFC! 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) NEXUS Forms

Key Worker Turn-Ins 6 Thank you for partnering with the CFC! 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) NEXUS Forms SPECIAL INSTRUCTIONS Please make sure you print your pledge, and sign with “wet signature.” Turn your pledge into your keyworker.

Thanks You Awards 7 Thank you for partnering with the CFC!  Donor Gifts:

UPO Turn-In 8 Thank you for partnering with the CFC! Thank You Gifts Tracking Provide thank you gift ledger with report envelope at turn- in each week. Also provide electronic version to ECC so they can add it to their master gift ledger.

ME/UPO Responsibilities 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 calculations and monies received are correct and notated on the envelope. Track all Eagle and Gold Eagle gifts to be distributed in your Awards Tracking Sheet. Notating name, keyworker, and award level. Enter all financial information into correct Batch # section of the ledger and write batch # assigned when complete.

ME/UPO Turn-In 10 Thank you for partnering with the CFC! Master Ledger of all Keyworkers

What Happens at a FO &ME / UPO Turn-In? 11 Thank you for partnering with the CFC! Finance Officer will Cross Check the Envelopes Against the ME/UPO Ledger

Financial Officer/IPO Responsibilities Meet with company, battalion, brigade, squadron, wing MEPO or UPO on a weekly basis to receive donations, verify report ledger & envelopes and sign-off if correct. Separate copies 1 & 2. Take copy 1 of payroll deductions to payroll office; separated into military and civilian as well as various payroll offices 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 calculations and monies received are correct and notated on the envelope.

NEXUS Processing Steps 13 Thank you for partnering with the CFC! Go into Nexus Payroll Coordinator on Peak CFC NEXUS Verify each pledge in system, is in envelope process & print PCFO copy (no PII) Track pledges in system but not turned in Notify ME/UPO to notify KW to have donor print and turn in form ALL printed copy go into the envelope for CFC turn-in. All signed forms from turn-in envelope go to Payroll Office Verify all appropriate payroll offices (AF, Navy, Coast Guard etc.) Prepare chain of custody transfer form Submit copy of Chain of custody transfer form and pledges to appropriate payroll office.

NEXUS Processing 14 Thank you for partnering with the CFC! Nexus Processing Video CFC NEXUS DEMO 20 2nd St. NE Suite 2005 Minneapolis, MN (612) phone fax USING CFC NEXUS ONLINE PLEDGING 2012 New Visitors to CFC Nexus: Registration Returning Donors: Login and Password Recovery All Donors: Pledging Payroll Coordinators: Processing Pledges Payroll Coordinators: Processing Pledges *Donor Print Method TOUR CFC NEXUS» MAIN MENU» PLEDGING» MY PLEDGES & PROFILE» Copyright © 2012, CFC Nexus. All rights reserved. Payroll Coordinators: Processing Pledges Watch Video Payroll Coordinator Functions (MP4 36MB) Payroll Coordinator Functions (MP4 36MB) (depending on browser, you may need to right click and "Save As") CFC Nexus Payroll Coordina tors (DOC 7MB) CFC Nexus Payroll Coordina tors (PDF 4MB) Payroll Coordinators: Processing Pledges *Donor Print Method Watch Video Payroll Coordinator Functions Donor Print Method (MP4 29MB) Payroll Coordinator Functions Donor Print Method (MP4 29MB) (depending on browser, you may need to right click and "Save As") CFC Nexus Payroll Coordina tors Donor Print Method (DOC 6MB) CFC Nexus Payroll Coordina tors Donor Print Method (PDF 3MB)

Prepare IPO/Finance Officer Ledger for Turn-In 15 Thank you for partnering with the CFC! Finance Officer will Cross Check the Envelopes Against the ME/UPO Ledger

Weekly Ledger Do’s and Don’t ‘s  Ledger must be sent to me by end-of-business the day prior to turn-in.  Eagle/Gold Eagle coin sets must be tracked on Awards Log Sheet and signed off on the day of turn-in. No awards sheet….no awards.  Any changes/errors identified at the time of turn-in will be corrected, re-printed and signed before you leave.  If you have a new unit not listed on the ledger, you need to request that addition to the ledger from Doug. Typically he can make these adjustments and get back to you pretty quick. If for some reason, he cannot get the updated ledger back to you in time for your turn in, then it would be best if they hold that envelope until the next week so it can be properly documented on the ledger.  Envelopes will not be accepted/added to the ledger at the time of turn-in. They need to go on the next weeks batch.  I will be ing all ledgers to Doug directly after turn-in. No changes to the ledger will be accepted after the turn-in, unless you notify myself or Doug prior to making the change.  NO STAPLES

Turn-in Times/Days Wednesday - 10:00a.m. Thursday- Peterson AFB, Bldg :00 a.m. - 10:00 a.m. - HQ 11:00 a.m. - 21SW/Chey Mtn 12:00 Friday – Ft. 10:00 a.m.

What Happens After Turn-In? 18 Thank you for partnering with the CFC! Payroll Office Submission Verify all appropriate payroll offices (AF, Navy, Coast Guard etc.) Prepare chain of custody transfer form Submit copy of Chain of custody transfer form and pledges to appropriate payroll office. Sign off on transfer with Payroll office clerk Make copy of signed Payroll Office Transfer Form for record retention

What Happens After Turn-In? 19 Thank you for partnering with the CFC! Payroll Office Submission Chain of Custody Transfer Form

Contact Info Anna Childress (719) Doug Bannick (650) Barbara Barfield (719)