1. State Employees Federated Appeal New York City Campaign Orientation Session 2013 Campaign State Employees are the Heart of New York

2. Agenda Welcome and Introductions SEFA Charity Speaker 2013 Campaign – Role of the Campaign Manager – Steps for Success – Campaign Calendar – SEFANYC website – How to Pledge Online – Submitting paper forms – Participation Incentive Program Question and Answer 2013 State Employees Federated Appeal State Employees are the Heart of New York

3. Role of the Campaign Manager Educate & Motivate Educate – Educate your unit coordinators and your employees about the program using the campaign materials. Awareness by your employees on the needs in the community and the services that are provided is very important. Motivate – Make sure that your team has fun with the campaign and understand that no gift is too small to make an impact. There are two reasons that people give: 1) they are asked 2) they have a personal connection to the cause Make sure that each and every employee is personally asked to make a contribution! 2013 State Employees Federated Appeal State Employees are the Heart of New York

4. Steps for Success Secure Support from your Senior Management Build a Team Set a Timeline Promote and Educate Communicate and Follow up Incorporate Fun Say “Thank You” 2013 State Employees Federated Appeal State Employees are the Heart of New York

5. Get Management Support Support from both senior management and your bargaining unit is critical to the success of your agency’s SEFA Campaign. Their leadership sets an example for other contributors and will emphasize the importance of the campaign. Ways to get your management involved: Ask your facility director or senior manager to send an email to every employee announcing the campaign and asking for their support. Obtain permission to conduct group meetings or rallies. Ask senior management to be part of the program. This can be a separate event or part of a regular meeting. Ask your labor representative to send an endorsement to all members 2013 State Employees Federated Appeal State Employees are the Heart of New York

6. Build a Team Don’t try to do it alone. Recruit a team – whether you are in a small agency or large, it is easier and more fun when you involve more people Plan an event that will help promote SEFA Conduct training for your captains or fund raisers, invite me to attend Schedule dates to report back results 2013 State Employees Federated Appeal State Employees are the Heart of New York

7. Set a Timeline and Goals Plan for a “campaign window” Establish a “clear” Kick-off and closing date Set a goal for total dollars and participation Schedule meetings to collect contributions and to evaluate what’s working and what’s not working Track results 2013 State Employees Federated Appeal State Employees are the Heart of New York

8. Promote and Educate Individuals that get to hear and learn about charities and programs are more likely to get involved and participate. Ways to promote and educate: Publicize your campaign dates and events well in advance through your intranet, bulletin boards and email. Schedule a kickoff event. Use this as an opportunity to bring community awareness to your co-workers and educate them on the value of SEFA. Invite charity speakers. Ensure that posters/flyers are distributed and displayed. Have your facility director send a general endorsement message to all employees. Organize charity fairs for employees to learn more about services provided Include SEFA on the agenda of a staff meetings. Plan a fund raiser like a bake sale or a holiday event BE Enthusiastic! 2013 State Employees Federated Appeal State Employees are the Heart of New York

9. Communicate and Follow up Be Sincere! Make your donation first, then talk about how easy it was Discuss reasons for giving Encourage payroll deduction Remain available as a resource Ask givers to get their friends to give Ways to Maintain Momentum: Communicate with your co-workers weekly to provide an update and encourage them to participate Follow-up with your captains Remember to say “Thank You.” o Post thank you messages BOLDLY in visible areas. Suggestions are bulletin boards, break rooms, or emails. o A simple “thank you” at your staff meeting is a great way to start. 2013 State Employees Federated Appeal State Employees are the Heart of New York

10. Incorporate Fun Food, food, food Bake sale International food festival Chili cook off Holiday themed events Trivia contests Other ideas

11. Say Thank You Last steps to perform before the campaign ends: Make a final request via email for employees to visit the online pledge site and make a contribution Report results to employees Say a final “Thank You” to employees and Captains. These simple words not only show appreciation, but can also set a positive tone for next year’s campaign. 2013 State Employees Federated Appeal State Employees are the Heart of New York

12. Campaign Calendar The pledge site is now open - employees can make a pledge Week of September 23 rd – materials will begin shipping to your agency – Set your campaign kickoff date and request a charitable speaker October 10, 2013– Charitable Champion Kickoff and Awards Ceremony November 29, 2013 - Participation Incentive Program Deadline - – Submit all paper forms to SEFA December 13, 2013 – Submit all paper payroll forms to your payroll office December 20, 2013 – Pledge site closes December 31, 2013 – Campaign ends, submit any additional paper forms to SEFA 2013 State Employees Federated Appeal State Employees are the Heart of New York

13. SEFANYC Website - www.sefanyc.org www.sefanyc.org

14. How to Pledge Online State employees will be able to complete the pledge process through an online system System is secure, simple and paperless Coordinators will be able to track pledging in real time Pledge information will be submitted to the Office of the State Comptroller at the close of the campaign for upload into the payroll system. Online pledges do not need to be sent to payroll or the SEFA office The system eliminates the need to follow up with donors about pledges with invalid code numbers, incorrect calculations or missing information 2013 State Employees Federated Appeal State Employees are the Heart of New York

15. Getting Started.... https://www.giveattheoffice.org/_nycsefa/

16. Signing Up.... Use the keyword search to find your state agency and select “click to expand” to view your location

17. Signing Up.... Select your location from the list and go to step two at right

18. Complete the registration.... Complete the registration by filling in your first and last name as they appear on your paystub Enter your preferred email (it can be office or personal, your choice) Create a username that you will remember and a secure password Click “register me” and you will receive an email confirmation

19. Welcome.... Logging In Enter username Enter password Note that if you forget your password you can reset it by selecting “I forgot my password”

20. Successful Login

21. Pledged last year and want to see it? Begin the Pledge Process Under Pledging drop down to My Pledges and click. Select the pledge you want to see by clicking on it.

22. Seeing Last Year’s Pledge… You can email this pledge to yourself or print it.

23. Begin the Pledge Process Enter your NYS EMPLID as is appears on your paystub Select the pledge type (payroll, credit/debit card or e-check)

24. EMPLID As It Appears On The Paystub Please note that the EMPLID replaces SS# on all paper and electronic pledge forms. SS# or last four will no longer be used.

25. Pledge Type.... 1. Payroll Deduction Select Payroll Contribution Select the Payroll Period Enter Amount Per Pay Period to be deducted Note the Total Annual Gift amount (automatically calculated) Click the Payroll Deduction Authorization button

26. Pledge Type.... 2. Credit Card Donation Select Credit /Debit Card Donation (one time) Choose Card Type Enter Credit Card Number (without dashes or spaces) Enter remaining credit card fields Enter Total Pledge Amount to be charged to credit card Note: Debit cards with a VISA, MasterCard or Discover logo are accepted

27. Select Pledge Type.... 3. e-Check Donation Select e-Check Donation (one time) Enter Bank Routing Number (9 digits) Enter Bank Account Number Select Bank Account Type and enter Bank Name Enter Total Pledge Amount to be debited

28. Request An Acknowledgement

29. Donors may click on the Click Here to Switch to Search Mode button to search charities by name or key words OR Donors may browse through charities by clicking on the green symbol before each group of charities or federations to expand each federation’s membership Donors may also choose to give to the Campaign Undesignated which is dispersed by the campaign to all charities in the campaign. Search Charities/Designations

30. Enter Designations Donors may check out charity websites by clicking on the button Once designations have been made, donors may click on the button to move the charity(ies) to the allocation column Designations after chosen charity(ies) are listed in the allocation column, the amount to be designated to each charity should be entered in the currency field OR click on the gray button which will divide all or remainder of funds among all chosen charity(ies)

31. Completing Pledge/Donation Once the entire pledge amount has been allocated, the Enter Pledge button will be enabled After ensuring allocations are correct, the Enter Pledge button should be clicked to complete the pledging process

32. Success!

33. Donors will automatically receive an email message after completing the pledge Email Confirmation

34. Pledge Summary Donors may return to the site and click on the gray pledge box to print or email themselves a copy of the pledge.

35. Pledge Summary - Detailed Donors can log in at any time to email or print a copy of the pledge detail

36. Coordinator Access New Coordinators Register on the site Email sheila@sefanyc.orgsheila@sefanyc.org Let me know that you have registered on the site and want coordinator access, include your agency name and location in the email The next time you log in (allow 48 hours) you will see a new tab at the top indicating “coordinator” Select “view donor data” from the drop down menu All paper pledges will be entered into this site within 10 days of receipt

37. Campaign Status Donors can log in at any time to email or print a copy of the pledge detail

38. Campaign Materials and Support SEFA Website – www.sefanyc.orgwww.sefanyc.org o You will find Link to the pledge site Charity search tool Stories and photos from charities o To Download Poster Brochure Pledge form Report form Supply order form Image from the poster 2013 State Employees Federated Appeal State Employees are the Heart of New York

39. Newly Designed Paper Form SEFA has returned to the 3-part carbonless form The new form includes instructions for entering NYS EMPLID, Department ID and FCC code

40. 2013 SEFA Pledge Form

41. Make sure all pledge forms have been completed properly. The NYS EMPLID replaces SSN Be sure your state agency payroll ID is entered – communicate the code to employees so they know it Be sure the FCC code is entered (851) Send all part 1 sections to your agency payroll office by December 13 th Complete the coordinator report form and email or fax to me Print the form and mail it with part 2 to SEFA in the envelope provided with your materials Be sure to attach checks to the pledge form with a paper clip Submitting Paper Forms

42. Participation Incentive Program We’re giving away mugs, bags, backpacks and other surprise gifts. Drawings will be held October 15 th, October 31, November 15 th and November 30 th. There are two ways to enter. Goto www.sefanyc.org and click “pledge online”. Follow the instructions to register and make your pledge by December 13 th.www.sefanyc.org Submit a paper pledge by November 30 th. Grand Prize We’ll be giving away an Amazon Kindle WiFi 2013 State Employees Federated Appeal State Employees are the Heart of New York

43. Thank You