2013 Norcal Turn-In Training Keyworker, Unit Project Officer, Employee Campaign Chair, Loaned Executive, Hub Administrator

Giving Methods Overview 2 One Time Gifts:  Traditional Pledge Form  Cash, Check  Hard Form - 3 part  Soft Form - PDF Fill In  Nexus  Credit Card, Cash, Check

Traditional Pledging 3 Thank you for partnering with the CFC!  Traditional Pledge form – hard copy/PDF file  Payroll Deduction, check or cash Cash Check Payroll Deduction Available for all personnel Reviewed by KW for legibility, accuracy & completeness

CFC Nexus Pledging 4 NEXUS Online Assisted: Available to anyone; Norcal Website links to NEXUS  One Time Contribution - Cash, Check,  One Time Credit Card – 3% third party convenience banking fee  Continual Gift – Payroll deduction (must renew annually, print & submit form)  NAF, and non myPay personnel:  Register  Search for charities  Complete Pledging  Print & submit  Confirmation

CFC NEXUS Pledging 5 Thank you for partnering with the CFC! SPECIAL INSTRUCTIONS Please make sure you print your pledge and turn your pledge with cash or check into your keyworker. ECC will turn your form in to your payroll office for manual processing.

CF NEXUS Pledging 6 Thank you for partnering with the CFC! SPECIAL INSTRUCTIONS Credit Card contributions: -Fill in thank you gift award information online -Complete thank you gift confirmation form and submit to keyworker. Pledge will be processed by your bank card.

Giving Methods Overview 7 Reoccurring Gift:  Payroll Deduction – 95% of campaign  myPay  DoD Military and Active Duty Civilians  Independent Defense Agencies  EPA, Dept of Energy, HHS, VA  Employee Express – Participating Federal agencies  Nexus Payroll Deduction – All Personnel

Pledging 8 Thank you for partnering with the CFC! myPay Online: Payroll deduction only  Norcal Region Website links to myPay  Website Charity Searchable database (step 1)  myPay Transaction (step 2)  Login:  Select CFC option  Search for charities (not recommended)  Pledge  Confirmation

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 NORCAL Campaign Code All other donors’ campaign information will be automatically populated Pledging This step MUST be reiterated by KW

1.Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing 2.Other donors will not see this screen Norcal Region 0106 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 myPay Pledging

Pledge summary is displayed; undesignated funds are automatically calculated and displayed Key Turn-In Training Point For an organization’s pledges to be properly credited the donor MUST enter the Command/Unit or Federal Agency/Office Code Unit Codes provided on back side of epledging flyer myPay Pledging Each KW MUST communicate unit code for their organization to potential donors

Key Training Point Donor can view print PDF pledge form for recordkeeping. Donor will not turn this receipt in to the Keyworker. They will complete epleding appreciation award acknowledgement form and turn it in to keyworker. Pledging

Employee Express Log In Screen Enter your login ID and Password then click “Sign In”. EEX Pledging 14 Thank you for partnering with the CFC!

EEX Pledging 15 Thank you for partnering with the CFC! EEX Online: Payroll deduction only  Norcal Region Website links to Employee Express  Website Charity Searchable database (step 1)  EEX Transaction (step 2)  Login:  Select CFC option  Search for charities (not recommended)  Pledge  Confirmation – Donor may elect to print confirmation but it does not get turned in to keyworker. Donor turns in Appreiation Award Acknowledgement

Appreciation Award 16 Thank you for partnering with the CFC!

Donor Appreciation Award Tracking Form 17 __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker Agency/Installation: ________________________Unit Name:________________Unit Code:_________ Donor_____________________________ ________________________________________________ Gift :  2013 Challenge Coin  I prefer not to receive a donor appreciation gift. Get Your Give ON-Line One time credit card, cash or check Reoccurring Payroll deduction Donor fills out their information and turns in the bottom portion of the form to their keyworker

Donor Appreciation Award Tracking 18 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 the donor’s gift request 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  Appreciation award provided at turn-ins to ECC for ECC to distribute to Keyworkers as pledge forms/confirmation forms are collected by keyworker  Track requests for gift on Donor Appreciation Award ledger

Donor Appreciation Award Tracking 19 Thank you for partnering with the CFC! Traditional Form  Record award information from pledge form myPay & Nexus Donor fills out and submits donor Appreciation Award confirmation form Agency/Installation ___________Unit Code________ Donor ______________________ ___________  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/ECC  Keyworker reports gifts needed on report envelope for turn-in  KW/UPO/ECC tracks gift needs on master tracking ledger

Donor Appreciation Award Tracking Ledger 20 Epledging Donor Confirmation Tracking LedgerEpledging Donor Confirmation Tracking Ledger

KeyWorker Turn-In Pledge Preparation 21  Collect pledges weekly – All donors should turn in something:  NEXUS  Print out of cash or check contributions and submit 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  Submit Copy 1, Copy 2 for payroll deduction; Copy 2 only for cash or check contributions

KeyWorker Turn-In Pledge Preparation 22  Collect Weekly  myPay pledge confirmation forms  Appreciation award form - Collect and verify forms:  Ensure donor’s name and address is included  Ensure unit/office code is completed  Ensure gift request is completed  Employee Express  Appreciation award form – Collect and verify form  Ensure donor’s 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) on report envelope;  Report number of gifts requested on report envelope

Contribution Collection Tips 23 Thank you for partnering with the CFC!  Keyworkers Collect Pledge Forms &/or Confirmation Forms Weekly  PII & OSI Compliance –remove cover when placing pledge form in envelope to submit to UPO/ECC  Do not staple cash & checks to pledge forms  KeyWorkers make regular time to turn in report envelope with UPO/ECC  Leaves plenty of time for both KeyWorker and UPO/ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance)  Recommend one day prior to ECC turn-in with LE/PCFO Hub Administrator

Turn-In Flow Chart 24 Thank you for partnering with the CFC! DonorsKeyworkerECC Federal Payroll Office CFC Staff (Regional PCFO Office) Charitable Organizations There may be a Unit Project Officer (UPO) in larger agencies if desired LE or PCFO Hub Administrator

KW 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.

KW Pledge Verification 26 OPM compliance training UPO/ECC should spot check forms to ensure the KW has reviewed donor forms for legibility, accuracy and completeness.

Pledging 27 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 28 Thank you for partnering with the CFC! Campaign Reporting One copy of the NEXUS payroll deduction form is collected; It is turned in to the ECC. The ECC turns it into the agency finance office for payroll allotment processing. Nexus credit card contributions are NOT collected due to PII. 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 29 Thank you for partnering with the CFC! Campaign Reporting The UPO followed by the ECC will collect all KW envelopes, verify the contents with the KW/UPO and turn in to the ECC weekly. The envelope contents will be re-verify by the LE/PCFO representative. 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

Key Worker Turn-In 30 Thank you for partnering with the CFC! Campaign Reporting Traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope. Donor Gift Request Form 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. Pledge Form Gift Request

KeyWorker Turn-In 31 Envelope Verification -Weekly Turn-Ins with UPO/ECC  UPO/ECC - Collect and Verify Report envelopes each week  UPO/ECC - 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 address is included  Ensure unit/office code is completed  Ensure gift request is completed  Sign off on report envelope once content and report are verified

UPO/ECC 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 report envelope calculations and monies received are correct and recorded accuractely on the envelope. Collect electronically and track all gifts to be distributed on your awards tracking ledger. Cut, paste, and consolidate all UPO award tracking forms into one master for the organization each week. Enter all financial information into correct Batch # section of the ledger.

Optional Large Agency UPO Turn-In 33 Thank you for partnering with the CFC! ECC Collection from UPOs  If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), a UPO may be an additional layer of campaign leadership who will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3.) 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 UPO.  UPO/ECC will record multiple envelopes on ledger

ECC Turn-In 34 ECC/IPO uses financial ledger to record all UPO/KW report envelopes; If there is a UPO, the ECC may simply cut and paste the UPO ledgers into ECC ledger upon envelope verification.

LE Turn-In 35 Thank you for partnering with the CFC! Collection from ECC/IPO to LE/PCFO Hub Administrator  Verify content of envelopes during turn-in  Verify accuracy of ledger  Sign off on ledger  LE will convert cash into money order and will turn-in envelopes and ledger to PCFO Hub administrator

What Happens at a ECC / LE Turn-In 36 LE will cross check all envelopes against the ECC turn-in ledger Upon verification of envelope content and ledger accuracy LE will sign off on ledger and accept envelopes from ECC

After Weekly Turn-ins ECC NEXUS Pledge Processing Procedures 37 Thank you for partnering with the CFC!  Alphabetize all “wet signature” forms received from keyworkers  Go into Nexus Payroll Coordinator on NORCAL CFC Nexus Payroll Coordinator link  Select BULK process pledge forms in NEXUS & print  Alphabetize all bulk processed forms and assimilate with “wet signature” forms  Compare “wet signature” forms with bulk printed forms and remove duplicate bulk processed forms  Submit all wet signature and remaining bulk processed forms into payroll office along with traditional pledge forms

CFC NEXUS 38  Pledge Training link: View Payroll Coordinator Pledge Batch Processing

CFC NEXUS Pledging 39 Thank you for partnering with the CFC! 1. Registration – ECC MUST register in NEXUS system 2.Notify Central Receipt Clerk that you have registered in the system; your privileges will be upgraded to “Payroll Coordinator.”

CFC NEXUS Pledging 40 Thank you for partnering with the CFC! 3. You will have a drop down menu for the Payroll Coordinator

CFC NEXUS Pledging 41 Thank you for partnering with the CFC! 4. Select Bulk Processing 5. Print the unprocessed forms

CFC NEXUS Pledging 42 Thank you for partnering with the CFC! 4. Select Bulk Processing

What Happens After Weekly Turn-Ins? 43 Thank you for partnering with the CFC! ECC Payroll Office Submission of Payroll Deduction Forms  Verify all appropriate payroll office locations  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? 44 Thank you for partnering with the CFC! Payroll Office Submission Chain of Custody Transfer Form

EEX & myPay Donor Tracking 45 Track Donors to units using global, award tracking form; update weekly AgencyCode DOE - Berkeley Site Office2009 DOE - Livermore Site Office2008 DOE - Office of the Inspector General Livermore2010 DOE - Western Area Power Administration7014 HHS - ACF Administration for Children and Families1120 HHS - ACL Administration for Community Living (formerly AOA Administration on Aging, per Steve Pedrin & Ken Shapiro 11/02/2012)1115 HHS - ASPR Assistant Secretary for Preparedness and Response1132 HHS - ATSDR Agency for Toxic Substances & Disease Registry1131 HHS - California Area Indian Health Service7005 HHS - CMS Centers for Medicare & Medicaid Services - Division of Medicaid & Children's Health7007 HHS - CMS Centers for Medicare and Medicaid Services1024 HHS - DCA Division of Cost Allocation1122 HHS - FDA - Food and Drug Administration Office of Criminal Investigations2074 HHS - FOH Federal Occupational Health1126 HHS - HRSA Health Resources and Services Administration1121

HUB Administrator Weekly Turn-In  Hub Administrator compiles all LE ledgers into on HUB ledger by cutting and pasting LE ledger into HUB ledger after verifying content of envelopes and accuracy of ledger  PCFO personnel are prohibited by OPM memorandum from taking any PII information off of Federal premises.  Ledger must be sent to PCFO central receipt by end-of-business week COB of last weekly turn-in day. (Friday)  Use priority mailer, priority mail box, or flat rate box depending on volume of turn-in.  Mail box via certified mail to: CFC c/o NORCAL Central Receipts Clerk 6660 Delmonico Drive #503D Colorado Springs, CO  Central Receipt clerk will deposit all money orders and checks, compile all regional hub ledgers upon receipt.  ECC contact information will be updated for master account ledger

PII Compliance 47 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 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 48 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 donor’s home address, bank account number or routing number would constitute other sensitive information.

PII Compliance 49 Thank you for partnering with the CFC! 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 50 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 51 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 52 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.