CFC Pledge Report Training Pledge Turn-in Training

Turn-In Flow Chart 2 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

Pledge Reporting 3  Credit Card Giving  Cash  Check  Payroll Deduction Traditional pledge form Nexus cash or check printed pledge form  There are varying reporting requirements for each type of pledge

Pledge Turn-in Overview 4 Thank you for partnering with the CFC! Contribution Collections Tips  Keyworkers Collect Contributions &/or Thank you Gift Confirmation Forms Weekly  PII & OSI Compliance –remove cover when submitting to ECC  Keyworkers make regular time to turn in report envelope with ECC  Ensure your turn-in leaves plenty of time for both Keyworker and 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

Keyworker Turn – In: Pledge Preparation 5  Collect pledges weekly  Traditional pledge forms: cash, check & payroll deduction  Sort each type into separate piles for reporting  Do not staple cash and checks onto pledge form (All pledge forms have to be scanned.)  Verify legibility of forms  Verify civilian or military checked  Verify the Federal agency is listed  Verify mathematical calculations  Verify gift request and record to gift ledger  If cash, verify amount recorded on pledge form  If check, verify check # and amount is recorded  If payroll deduction, verify SS# and signature for payroll deductions  If third copy submitted, return to donor

Key Worker Turn-In 6 Thank you for partnering with the CFC!

Keyworker Turn-In: Pledge Preparation 7  Collect pledges weekly  NEXUS  Donor pledge form for cash or check contributions with cash or check  Add to traditional pledge form piles for reporting  DO NOT collect credit card contributions – collect appreciation award form  Collect donor printed pledge form with wet signature if required by payroll office (Check requirements with payroll office)  If wet signature not required – collect appreciation award form only  DO NOT record Nexus credit card or payroll deductions on reporting envelope (pledges are already reported electronically in real time, reporting them would duplicate the contributions)  Thank you gift confirmation form collection  Collect and verify forms:  Ensure donor’s name and address is included  Ensure unit/office code is completed  Ensure gift request is completed  Report number of gifts requested on report envelope

Keyworker Turn-In: Pledge Preparation 8  Collect pledges weekly  Employee Express (EEX)  DO NOT collect EEX confirmation forms  DO NOT record EEX on reporting envelope  (Double reporting – EEX captures all contributions in real time reporting  Thank you gift confirmation form collection  Collect and verify forms:  Ensure donor’s name and address is included  Ensure unit/office code is completed  Ensure gift request is completed  Report number of gifts requested on report envelope  Not all donors submit their thank you gift request form  Track all requests on thank you gift ledger;  ECC will be provided a periodic report of all EEX contributors;  Report will contain additional names of donors who requested gift electronically.  Keyworker should verify if they have already provided gift on thank you gift ledger tracking form

Keyworker Turn-In: Pledge Preparation 9  Collect pledges weekly  myPay  DO NOT collect donor myPay confirmation forms  DO NOT record myPay on reporting envelope  (Double reporting – myPay captures all contributions in real time reporting)  Thank you gift confirmation form collection  Collect and verify forms:  Ensure donor’s name and address is included  Ensure unit/office code is completed  Ensure gift request is completed  Report number of gifts requested on report envelope  Not all donors submit their thank you gift request form  Track all requests on thank you gift ledger;  ECC will be provided a periodic report of all EEX contributors;  Report will contain additional names of donors who requested gift electronically.  Keyworker should verify if they have already provided gift on thank you gift ledger tracking form

Key Worker Turn-In 10 Thank you for partnering with the CFC! Thank You Gift Reporting Traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are recorded on the reporting 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 RequestGift requests

Donor Appreciation Award Tracking Ledger 11 Thank you for partnering with the CFC! Record each Donor request for thank you gift

Thanks You Awards 12 Thank you for partnering with the CFC!  Available to EVERY contribution no matter the contribution size  Online Contributors print a tracking form and submit it  Keyworkers collect thank you coins requested weekly form next level of turn-in  Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive

Keyworker Turn-In 13 Envelope Verification - Weekly Turn-Ins with next level of team leadership (DPO/UPO/finance Officer or ECC/IPO as set up in agency or at installation)  Collect and Verify Report envelopes for Weekly Turn-In  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 accuracy are verified Thank you for partnering with the CFC!

Key Worker Turn-Ins 14 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 cash & check Forms ONLY Traditional Forms: cash, check & payroll deductions Reporting Envelope

Key Worker Turn-Ins Make sure this ENTIRE top section is completed Accurately 2. Provide a specific breakdown of pledges contained in this envelope. 3. Indicate the number of KNOWN cash, check, and payroll deduction contributions, and the total of each. 4. Add the total number of contributions and insert in the “Totals” column; do the same for the KNOWN monetary totals (some contributions may be in sealed “confidential” envelopes). 5. Sign the Keyworker space. At the time the envelope is turned in, have the person receiving the envelope verify accuracy and sign. 6. Indicate the number of each award requested either on traditional pledge form or award form submitted. These will be validated when you turn in this envelope and awards will be distributed accordingly.

Department/Unit Project Officer Turn-In 16 ECC or IPO Collection from Department or Unit POC  If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), the DPO or UPO will track and turn in those pledges by the corresponding subsection. (ie HR, Finance, Customer Service etc. or Squadron 1, Squadron 2 etc) 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 DPO or UPO.  ECC / IPO or designated Finance officer will record multiple envelopes on organization ledger & turn-in to PCFO.

Key Worker Turn-Ins 17 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) 1 of 6 2 of 64 of 6 3 of 6 5 of 6 6 of 6

Department/Mission Element Turn-In 18 Ledger Record each reporting envelope onto ledger weekly

Why do I have to do All of This 19 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 20 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 21 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 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.

PII Compliance 24 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  Reporting PII Breaches  Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate. cert.gov/federal/reportingRequirements.html

Campaign Reporting 25 Thank you for partnering with the CFC! 2014 Campaign Ledger  Prepare Ledger for Weekly Turn-In  ECCs will have an electronic Ledger to track the contributions each week. They will review this Ledger with CFC Staff at each Weekly Turn-In  Ledger must be verified in person;  ECC and PCFO Account Manager sign off on Ledger  Weekly Turn-In  Weekly Turn-Ins are essential to our PII & OSI safety procedures

CFC NEXUS Pledge Processing 26 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

PII Compliance 27 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

CFC NEXUS Pledge Processing 28 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 29 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 30 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 31 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 32 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 33 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Donor Appreciation Award Tracking 34 Thank you for partnering with the CFC!  PCFO Tracking Form Provided for ECCs & 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  Keyworkers submit contribution envelopes and gift tracking ledger to ECC/IPO or finance officer  Keyworkers also submit thank you gift ledger electronically to ECC/IPO or finance officer  ECC/IPO or finance officer cuts and pastes keyworker ledger info onto master gift tracking ledger

CFC NEXUS Pledge Processing 35 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 36 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 37 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 38 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 39 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 40 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 41 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 42 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 43 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 44 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 45 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 46 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 47 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 48 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC NEXUS Pledge Processing 49 Thank you for partnering with the CFC! ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

CFC Nexus 50 Thank you for partnering with the CFC! ONLINE 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. Thank You Gift Distribution for CFC Nexus:  One Time Credit Card Gift & Payroll deduction contributions  Submit thank you gift request form with contribution reporting envelope  Nexus cash & check contributions can submit this information on their actual pledge form that is turned in to keyworker in reporting envelope

Questions? Q&A: 51 Thank you for partnering with the CFC!

2014 Thank you for leading the CFC!