2014 Combined Federal Campaign Training “Giving From My Heart to Yours… Heart2Heart”

Organizational Structure CFC Chairperson – Scott Raymond CFC Director – Nickie Hand Loaned Executives Division Chairperson Division Coordinators Be polite at all times. Encourage Key Workers to make a one-on-one ask. Develop interest. Learn as much as you can about how the campaign works. Encourage payroll deductions. Remind people that deductions won’t start until next year. Pledge now and pay later. View objections as opportunities. Do not use coercion. Always say “thank you”. Agency Coordinators Key Workers

CFC MAP Be polite at all times. Baker Crisp Dougherty Lee Mitchell Terrell Worth Appling Ben Hill Berrien Brooks Bulloch Butts Calhoun Candler Catoosa Chattahoochee Chattooga Clay Cook Crawford Dade Decatur Dooly Early Echols Elbert Emanuel Evans Glascock Gordon Grady Greene Hancock Harris Hart Irwin Jasper Jeff Davis Jefferson Jenkins Johnson Lamar Long Macon Marion McIntosh Miller Monroe Montgomery Murray Putnam Quitman Randolph Schley Screven Seminole Stewart Sumter Talbot Taliaferro Tattnall Taylor Telfair Toombs Treutlen Turner Upson Walker Warren Washington Webster Wheeler Whitfield Wilcox Wilkes Wilkinson Atkinson Bacon Brantley Camden Charlton Clinch Coffee Glynn Pierce Ware Wayne Banks Bartow Carroll Cherokee Clayton Cobb Coweta Dawson De Kalb Douglas Fannin Fayette Floyd Forsyth Fulton Gilmer Gwinnett Habersham Hall Haralson Heard Henry Lumpkin Meriwether Newton Paulding Pickens Pike Polk Rabun Rockdale Spalding Stephens Towns Troup Union Walton White Burke Columbia Lincoln McDuffie Richmond Muscogee Colquitt Lanier Lowndes Tift Baldwin Bibb Bleckley Dodge Houston Jones Laurens Peach Pulaski Twiggs Bryan Chatham Effingham Liberty Barrow Clarke Franklin Jackson Madison Morgan Oconee Oglethorpe Thomas Be polite at all times. Encourage Key Workers to make a one-on-one ask. Develop interest. Learn as much as you can about how the campaign works. Encourage payroll deductions. Remind people that deductions won’t start until next year. Pledge now and pay later. View objections as opportunities. Do not use coercion. Always say “thank you”.

Strategies for Running a Fun and Enthusiastic Campaign Show appreciation for your key workers and your agency coordinators How do you show appreciation- when someone is “volunteering” to do your work for you

Keys to a Successful Campaign Be polite at all times Encourage Key Workers to make a one-on-one ask Share your personal stories Learn as much as you can about how the campaign works Encourage payroll deductions View objections as opportunities Do not use coercion Make it FUN! Always say “Thank You” Be polite at all times. Encourage Key Workers to make a one-on-one ask. Develop interest. Learn as much as you can about how the campaign works. Encourage payroll deductions. Remind people that deductions won’t start until next year. Pledge now and pay later. View objections as opportunities. Do not use coercion. Always say “thank you”.

Role of Division Coordinator Work closely with the Agency Coordinators Attend training and become familiar with how the campaign works Build enthusiasm Attend rallies and other CFC events Recruit Agency Coordinators Keep Agency Coordinators informed Distribute campaign materials to Agency Coordinators Audit key worker envelopes Turn over pledge cards and key worker envelopes to a Loaned Executive Attend training and become familiar with how the campaign works. Help train others. Build enthusiasm. Attend rallies and other CFC events. Recruit Agency Coordinators and work closely with them to plan, organize, and direct campaign efforts. Keep Agency Coordinators informed. Distribute campaign materials to Agency Coordinators (i.e.: Books, pledge cards, Key Worker envelopes, incentive items, posters, etc.). Audit key worker envelopes. Turn over pledge cards and key worker envelopes to a Loaned Executive.

Role of Agency Coordinator Manage the campaign for employees who work for your agency, department, installation. Attend training and become familiar with how the campaign works Recruit and train Key Workers (Recommend one Keyworker for each 15-20 employees). Obtain campaign materials for agency locations. Organize rallies and other CFC events Distribute campaign materials to Key Workers Verify each pledge card for completeness and accuracy, check that all copies of the pledge cards have been properly distributed. Secure money in a safe or locked cabinet until turned in to Division Coordinator or CFC staff. Collect and audit Report Envelope(s) Audit contributions in a timely manner Turn in pledge cards and Report Envelope(s) Ensure that each donor receives a recognition item based on the level of giving. Attend training and become familiar with how the campaign works Assist in training Key Workers Explain CFC and answer questions Organize rallies and other CFC events Recruit Key Workers Distribute campaign materials to Key Workers (i.e. books, pledge cards, report envelopes, incentive items, posters, etc.) Collect and Report Envelopes. Turn in pledge cards and report envelopes to the Division Coordinator or Loaned Executive

Role of Key Worker Become Knowledgeable about the CFC process and be able to answer questions Ensure that each employee has an opportunity to donate Display CFC posters, brochures, and flyers Assist employees when completing pledge cards Fill out report envelopes and maintain a copy Turn over pledge cards and other paperwork to Agency Coordinator Distribute incentive items to employees Knowledgeable of the CFC process and be able to answer questions. Personally contact each employee and make the one-on-one presentation within the first two weeks of the campaign. Display CFC posters, brochures, and flyers in their agency’s Assist employees when completing pledge cards by entering as much agency information as possible.

Pledge Card FIRST BOX – CIVILIAN/MILITARY, NAME & FEDERAL AGENCY CODE Please use a Ball Point Pen & Write Firmly so that writing goes through to the GOLD copy. Ensure that all information is legible. Check the civilian/military Fill in your area code and phone number Print your name neatly. Fill in your federal agency code number Is the agency number entered and correct? Knowledgeable of the CFC process and be able to answer questions. Personally contact each employee and make the one-on-one presentation within the first two weeks of the campaign. Display CFC posters, brochures, and flyers in their agency’s Assist employees when completing pledge cards by entering as much agency information as possible.

Pledge Card SECOND BOX – CONTRIBUTION INFORMATION Enter per pay period amount in Military or Civilian Payroll box Enter total (annual) gift amount for Military or Civilian If making a pledge by check or cash enter the amount, check number and date of contribution

Pledge Card THIRD BOX – CHARITY CODE AND DONOR RECOGNITION Enter 5-digit charity codes. If you are pledging to more than five (5) charities, use an additional pledge card and number them accordingly and staple them together. The total will only go on the last pledge card. Select your Donor Recognition item. A donor can select not to receive an incentive item. FOURTH BOX – INFORMATION RELEASE The release of your gift amount and name are optional, however if a donor wants to receive an acknowledgement letter and/or tax letter; you must provide your address. Did information come through? For payroll deduction, is the card signed and dated? For payroll deduction, is SS Number provided? For cash or checks, throw away payroll copy Agency Coordinators turn payroll copies into their payroll office. Please do not turn into the CFC Office

Pledge Card WHITE COPY Deliver to CFC for audit YELLOW COPY Deliver to donors payroll office This copy must include donors signature and SS number, unless you are with the U.S. Postal Service. Postal employees should use the EIN number. PINK COPY This is the donor’s copy. Please have donor keep this for their records. GREEN COPY This is the weekly drawing copy. This has a perforation, tear off and turn in with pledge cards in Report Envelope. This will be put into the drawing bin.

Pledge Card GOLD COPY Return this page to the CFC Keyworker. This will be used to track your incentive item. Key Worker should maintain this copy and use as tracking until incentive items are received and distributed. If donor does not want a gift, ensure that they checked the correct box to decline the gift FINAL PLEDGE CARD CHECK LIST Did information come through? Information is legible Is the card signed? Required for payroll deduction SS Number is provided, required for payroll deduction. Postal employees must provide EIN number instead of SS number. Division and/or Agency Coordinators turn in payroll copies to appropriate payroll office

Pledge Card Items included with the Report Envelope: White audit copy Drawing (green) copy All cash and checks Confidential envelopes The payroll office copy (yellow) should be given to the Agency Coordinator Did the key worker keep the last page (gold copy)? Did the donor keep their copy (pink)?

Q & A Is at least one agency code listed? If not, money will be undesignated. Do the individual gifts equal the total pledged? Does the payroll deduction multiply correctly? Is appropriate box for “DONOR RECOGNITION” checked? Did the donor check a “Name Release Authorization” box? If the donor chooses to release their name or e-mail address, are the correct boxes completed.

Filling out Report Envelope and Compiling Pledge Cards for Report Envelope(s)

Report Envelope Ensure that the date is entered in the upper right box of the envelope Provide the Organization/Agency code Ensure that the Agency Coordinator and Division Coordinator information is entered on the envelope

Keyworkers will use a copy of the Report Envelope Agency Coordinators will fill out the actual envelope and turn it in for auditing Key Workers are provided photo copies of a report envelope which is a big cost savings Agency Coordinators are provided the actual envelopes The Report Envelope must be dated and complete Enter the Key Worker’s name on the photocopy of Report Envelope

Key Workers are provided photo copies of a report envelope which is a big cost savings Agency Coordinators are provided the actual envelopes The Report Envelope must be dated and complete Enter the Key Worker’s name on the photocopy of Report Envelope

Key Worker Envelope Ensure that copies are separated by category (cash and payroll deduction) Attach a calculator tape listing donations in numerical order or Excel spreadsheet. Ensure that the number of givers is correct in each category Check the amounts and totals Check incentives to ensure that they are captured Be sure to initial envelope NOTE: Donations are NOT limited to 5 designations. For more than 5 designations fill out additional pledge cards and staple together.

Preparing Pledge Cards Separate CFC pledge cards by category (Cash, Check, Payroll) Provide calculator tape or excel spreadsheet listing donations in denominational order for each category The amounts and totals must be reconciled Separate CFC pledge cards by category (Military Payroll, Military Cash, Civilian Payroll, and Civilian Cash) and in denominational order - Be sure to include a separate listing for each category Provide calculator tape listing donations for each category and in denominational order in denominational order The amounts and totals must be reconciled

Envelope Review/Submission INCLUDE WITH ENVELOPE: Pledge card audit (white) copy Pledge card raffle (green) copy All cash and checks Confidential envelopes Ensure that the donor keeps the pink copy Checks are made out to “Combined Federal Campaign or CFC” These items should be included with/in the Report Envelope The pledge card payroll office copy should be given to the Agency Coordinator or designate individual(s), who will submit it to your payroll office

Preparation Cont’d Once calculations are completed, separate as follows (by category): Items included in the Report Envelope Pledge card Drawing Copy (green) Pledge card Audit Copy (white) All cash and checks Confidential envelopes The pledge card, payroll office copy should be given to the agency coordinator, who will submit it to your payroll office. Make sure checks are made payable to “Combined Federal Campaign or CFC”

Incentive Items The incentive items must be totaled and entered in corresponding boxes Write in the choices of each Eagle Leadership (Eagle leadership givers can select down) The Envelope copy must be initialed by the Key Worker(s), Coordinator (s) and/or Loaned Executives

Incentive Items Eagle Leadership Givers - $2,000+ Pewter or Bronze Eagle (Based on availability) or Super Weekender Duffel Bag Hero Giver - $1,001 - $1,999 “56 Auto Folding Golf Umbrella Pacesetter Giver - $501 - $1,000 Messenger Bag Patriot Giver - $150 - $500 Deluxe ID/Badge Holder Pioneer Giver - $45 - $149 Bottle Opener/Flash Light Key Chain

Online Giving A limited number of agencies have the capability to use employee express. For a list of those agencies check the website www.cfcaaga.org. All employees who are part of DOD and paid by DFAS can make their pledge through My Pay. Both Employee Express and My Pay can be accessed from the link below. NOTE: FOR 2014 - EPA IS NOT A PARTICIPATING AGENCY IN MYPAY www.employeeexpress.gov Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Universal Giving What is it? Universal Giving (UG) permits donors to pledge to any approved CFC charity no matter where the donors or the charity is geographically located. Previously, only Local charities specific to our campaign area were available to our donors. Universal Giving now makes all Local agencies in all CFC regions everywhere accessible as well. Thus, donors who wish to stay involved with a favorite charity or charities elsewhere may do so through UG. How does Universal Giving work? Universal Giving charities will only be listed as an on-line search tool, and are not included in paper publication. If you wish to donate to an approved CFC charity elsewhere, log in to our on-line giving tool at www.cfcaaga.org and link on the link titled “Universal Giving List” to search the UG charity list. Then enter the charity’s 5-digit code on your paper pledge form. Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Universal Giving Universal Giving charities will only be listed as an on-line search tool, and are not included in paper publication. If you wish to donate to an approved CFC charity elsewhere, log in to our on-line giving tool at www.cfcaaga.org and link on the link titled “Universal Giving List” to search the UG charity list. Then enter the charity’s 5-digit code on your paper pledge form. Website Search Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Online Giving – MyPay Highlights The ‘Campaign Search’ screen will only be shown to active duty military personnel (Army, Navy, Air Force and Commission Corps. Personnel). This information is automatically provided for active duty Marines and Federal civilians. Maximum donation amount for military personnel is $833/month. Donors can designate to a maximum of 30 charities (29 if there are ‘undesignated’ funds remaining). Please enter your agency number in the Command/Unit or Federal Agency/Office box so that pledges will be properly credited to your agency. There is no paperwork associated with this pledge type. The donor can print a receipt for his/her records. The pledge goes straight to your payroll office. If there is an error once you have completed your transaction in the MyPay system, the donor will need to contact their payroll office to make changes.

Online Giving - MyPay The platform will be used across three payroll systems: DCPS (Civilians) – 26 deductions DJMS (Army, Navy, Air Force and Commission Corps) – 12 deductions MCTFS (Marines) – 12 deductions Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Online Giving - MyPay DOD MilPay Civ Pay Others (subject to change) Veterans Affairs Executive Office of the President Department of Energy Health and Human Services Broadcasting Board of Governors Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Online Giving - MyPay System is available September 1 – December 15 MyPay ePledge allows military and DOD personnel to establish a CFC allotment within the CFC open season. Log on at www.employeeexpress.gov Combined Federal Campaign option added to MyPay Main Menu Loaned Executives handle this reporting on a separate envelope for those agencies that participate

“Add New Contribution” Online Giving - MyPay Loaned Executives handle this reporting on a separate envelope for those agencies that participate Donor selects “Add New Contribution”

Online Giving - MyPay Key Training Point The campaign code for the Atlanta-Athens Campaign is “0211”. Active Army, Navy and Air Force must enter this code. All over federal agencies will not see this screen. 0211 Loaned Executives handle this reporting on a separate envelope for those agencies that participate Key Training Point The screen will ONLY be shown to active duty Army, Navy, Air Force and Commission Corps Personnel . Those donors must be provided their 4-digit Campaign Code All other donors’ campaign information will be automatically populated

Entering an invalid campaign code will result in an error message Online Giving - MyPay Loaned Executives handle this reporting on a separate envelope for those agencies that participate Entering an invalid campaign code will result in an error message

Online Giving - MyPay Loaned Executives handle this reporting on a separate envelope for those agencies that participate Active duty Army, Navy, Air Force and Commission Corps personnel must “Confirm Campaign” prior to continuing Other donors will not see this screen

Online Giving - MyPay PLEASE ENTER THE PER PAY AMOUNT, NOT THE ANNUAL AMOUNT. 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 Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Online Giving - MyPay Donors can search for charities in multiple ways. The donor can specify the 5-digit Charity Code. Universal Giving codes will be integrated into the MyPay system Loaned Executives handle this reporting on a separate envelope for those agencies that participate

Online Giving - MyPay The donor can search for a specific charity by name. NOTE: There is a 20-30 time limit to complete your pledge, so it would be helpful to perform your search before getting here. If you go past the time allotted, the system will shut you out and you will have to start over.

The donor can search for a charity by service type Online Giving - MyPay The donor can search for a charity by service type

Online Giving - MyPay The donor can also search for charities using Administrative Overhead rate and/or by Keyword The donor can limit the search to National and/or International Charities

Online Giving - MyPay The donor can select charities or return to search for additional charities Key Training Point Donor can select a maximum of 30 charities. Donors wishing to designate more than 30 charities should use paper pledge forms

The donor enters the per pay period or per month donation amount Online Giving - MyPay The donor enters the per pay period or per month donation amount

Online Giving - MyPay Balance remaining is automatically calculated Donor has the option to continue or add / delete charities

Online Giving - MyPay Pledge summary is displayed; undesignated funds are automatically calculated and displayed Key Training Point For an organization’s pledges to be properly credited the donor MUST enter the Command/Unit or Federal Agency/Office in the box that says “Command/Unit Name (Alphanumeric Field). Please enter you unit location or code provided by campaign worker” Please enter your agency code. Each federal agency is assigned an agency code. For a list of agency codes, check with your Agency Coordinator or check the website www.cfcaaga.org

Final review and opportunity for donor to confirm intent Online Giving - MyPay Final review and opportunity for donor to confirm intent

Online Giving - MyPay Please print this page for your records. Key Training Point No forms will be submitted to Keyworker. Donor can view print PDF pledge form for recordkeeping. Please print this page for your records.

Donor receipt copy. Up to five charities are listed on Page 1 Online Giving - MyPay Donor receipt copy. Up to five charities are listed on Page 1

Additional donation information Online Giving - MyPay Additional donation information

Q & A Is at least one agency code listed? If not, money will be undesignated. Do the individual gifts equal the total pledged? Does the payroll deduction multiply correctly? Is appropriate box for “DONOR RECOGNITION” checked? Did the donor check a “Name Release Authorization” box? If the donor chooses to release their name or e-mail address, are the correct boxes completed.

Campaign Awards Outstanding Excellence Award An agency recognized for meeting their monetary goal plus having a participation level of at least 50% or 5% higher than last year’s participation rate by November 21, 2014. Soaring To New Heights Award A Division recognized for meeting their monetary goal plus having a participation level of at least 50% or 5% higher than last year’s participation rate by November 21, 2014. Outstanding Agency Coordinator/Volunteer Award The Agency Coordinator or Volunteer who best exhibited the spirit of the CFC in completing their job which includes organizing, planning and implementing their workplace campaign and/or in volunteering to assist in the campaign and made a valuable contribution to the overall success of the campaign. No more than four (4) nominations per division.

Campaign Awards Leadership Award Share The Care Award An agency recognized for meeting or exceeding their monetary goal by November 21, 2014. Leadership Award An agency head that provides support to the overall success of the campaign through providing Loaned Executives, administrative support and/or resources.   CFC Chairperson’s Award A Division, agency, or individual selected by the CFC Chairperson recognizing distinguished and exceptional performance or contribution to the overall success of the campaign.  

Key Dates/Points to Remember Do not ask for donations or pledges before the Kick-Off date, September 1, 2014. Make sure all givers get their incentive gifts CFC books contain: Color coded pages for Local (yellow), National (blue) and International (pink) charities Percentage of charity overhead expenses 25 word description of the services that the organization provides CFC Universal Giving Beginning this year, donors will be allowed to donate to any approved charity regardless to its location. OPM will develop a searchable “Universal Giving List”. The list will only be online, at www.cfcaaga.org or www.opm.gov/cfc.

Dates to Remember August 14 – Bus Tour August 19 – Key Worker Training (Carrie Steele Pitts) August 20 – Division Coordinator Training (Christian City) August 21 – Key Worker Training (Atlanta Food Bank) August 26 – Key Worker Training (Sheltering Arms) August 28 – Leadership Summit (St. Joseph Mercy Care) September 9 – Key Worker Training - Athens September 10 – Key Worker Training (Chattahoochee Nature Center) September 13 – GA. State vs. Air Force Academy – Ga. Dome) September 16 – CFC Kick Off/Health Fair September 17 – CFC Open House at Ron Clark Academy September 18 – CFC Kickoff - Athens September 25 – Bus Tour September 26 – Six Flags Corporate Event

Dates to Remember October 1 – Key Worker Training (Richard B. Russell Bldg. Rm 78A) October 8 – Bus Tour October 15 – Key Worker Training (Sam Nunn – 2nd Floor) October 16 – CFC Masquerade Jewelry Fundraiser October 29 – CFC Awareness- Halloween Party - Athens October 30 – Key Worker Appreciation (Location TBD) December 15 – CFC Campaign Ends December 18 – Victory Celebration (Location TBD)

Web Site Address www.cfcaaga.org Participating charities will be online. Key Worker Handbook Photos and events Incentive items and drawing prizes Local website links to CFC National site. All regulations and guidelines are available online. Much more

Thank You! Thank You! Thank You!