2012 pikes peak region finance officer training 2012
TRANSCRIPT
2012
Pikes Peak RegionFinance Officer
Training 2012
Turn-In Flow Chart
2 Thank you for partnering with the CFC!
35,000 Prospects (Assigned Personnel)13,000 to 14,000 donors region wide.
Roughly 1,000 regionwide
Assigned as needed at larger installations to maintain a manageable number of keyworkers reporting to one individual.
1 per base/location - Usually the installation LFCC Representative, Base Project Officer or his/her designee.
Processes all pledgesDistributes all pledges to designated charitable organizations..
Authorizes and implements all payroll deduction requests (over 95% of CFC designations are payroll deduction).Forwards money to PCFO as available
Roughly 1,700 eligible organizations.Receives designated funds monthly.Performs specified charitable services.
DONORS
KEYWORKERS
Project Officers (optional)
Base Representative/POC
PCFO (regional CFC office) Federal Payroll Office
Charitable Organizations
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 CardIG Compliance:
Check completeness & legibility of donor information
Key Worker Turn-Ins
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Campaign ReportingThe 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
NEXUS Forms
Key Worker Turn-Ins
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Campaign ReportingThe 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
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Donor Gifts:
UPO Turn-In
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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
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Master Ledger of all Keyworkers
What Happens at a FO &ME / UPO Turn-In?
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donors $
donors $
donors $
KEYWORKER REPORT FORM
THIS REPORT IS: FIRST ADDITIONAL FINAL
AGENCY OR INSTALLATION:
UNIT NAME:
UNIT CODE:
KEYWORKER:
Total Numberof Employeesin Your Unit:
Total Numberof EmployeesContactedto Date:
TELEPHONE:
E-MAIL:
Keyworker Instructions1. Fill in the summary information requested
below for those contributions containedin this envelope. DO NOT include any information previously submitted.
2. Place all completed pledge cards, cash,and checks in this envelope and deliverto your CFC Point of Contact.
4.
3.
With your LE, Coordinator or Chairperson,validate the contents of this envelope, and sign at the bottom.
If Employee Express is available in your office, fill in the number of new donations (do not include previously reported donations).
5. Make a copy of the face of this envelopefor your records.
U.S.CURRENCY
CHECKS
PAYROLLDEDUCTION
ENVELOPETOTALS
# of CONFIDENTIALDONATIONS Enclosed(not reported above)
Employee ExpressContributions
METHOD OFPAYMENT
NUMBER OFDONORS AMOUNT ($)
We have validated the contents of this envelopeand confirm that it contains the cash, checksand payroll deduction amounts reported above.
Keyworker
LE / Coordinator
Chairperson
PCFO
Date
CF
C#
BA
TC
H#
DA
TE
PR
OC
ES
SE
DB
AT
CH
12
34
56
78
9
DO NOT WRITE INTHIS SPACE
FOR USE BY CFCACCOUNTING
AGENT
Number
Amount
Processed
Verified
Payroll Deduction
Cash Contributions
Total
Silver Award
Gold Award
Eagle Club
Golden Eagle Club
1 hours pay per month
2 hours pay per month
$900-$1,499
$1,500+
# of
do
nors
inth
is e
nvel
ope
# of
gift
sre
qu
este
d in
this
env
elo
pe
# of
gift
sd
eliv
ered
Total
Total
Total
Total
Total
donors
donors
donors
$
$
CFC of the Bay Area (0106)
1011
1213
14
troph
y c
oins
troph
y c
oins
VA Pal o A l toA dmini str ati on
Bob Smi th
Dougl as M. Banni ck
650-712-1988Banni ck @aol .com
0
4
1112220111
31926
18.00
52
X
52
210.002908.003136.00
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
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• 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
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Nexus Processing Video
Payroll Coordinators:Processing Pledges
Watch Video
Payroll Coordinator Functions(MP4 36MB)
(depending on browser, you may need to right click and "Save
As")
CFC Nexus Payroll Coordinators(DOC 7MB)
CFC Nexus Payroll
Coordinators
(PDF 4MB)
Payroll Coordinators:Processing Pledges *Donor Print Method
Watch Video
Payroll Coordinator Functions
Donor Print Method(MP4 29MB)(depending on
browser, you may need to right click and "Save
As")
CFC Nexus Payroll
Coordinators
Donor Print
Method(DOC 6MB)
CFC Nexus Payroll
Coordinators
Donor Print
Method(PDF 3MB)
Prepare IPO/Finance Officer Ledger for Turn-In
15
Thank you for partnering with the CFC!
donors $
donors $
donors $
KEYWORKER REPORT FORM
THIS REPORT IS: FIRST ADDITIONAL FINAL
AGENCY OR INSTALLATION:
UNIT NAME:
UNIT CODE:
KEYWORKER:
Total Numberof Employeesin Your Unit:
Total Numberof EmployeesContactedto Date:
TELEPHONE:
E-MAIL:
Keyworker Instructions1. Fill in the summary information requested
below for those contributions containedin this envelope. DO NOT include any information previously submitted.
2. Place all completed pledge cards, cash,and checks in this envelope and deliverto your CFC Point of Contact.
4.
3.
With your LE, Coordinator or Chairperson,validate the contents of this envelope, and sign at the bottom.
If Employee Express is available in your office, fill in the number of new donations (do not include previously reported donations).
5. Make a copy of the face of this envelopefor your records.
U.S.CURRENCY
CHECKS
PAYROLLDEDUCTION
ENVELOPETOTALS
# of CONFIDENTIALDONATIONS Enclosed(not reported above)
Employee ExpressContributions
METHOD OFPAYMENT
NUMBER OFDONORS AMOUNT ($)
We have validated the contents of this envelopeand confirm that it contains the cash, checksand payroll deduction amounts reported above.
Keyworker
LE / Coordinator
Chairperson
PCFO
Date
CF
C#
BA
TC
H#
DA
TE
PR
OC
ES
SE
DB
AT
CH
12
34
56
78
9
DO NOT WRITE INTHIS SPACE
FOR USE BY CFCACCOUNTING
AGENT
Number
Amount
Processed
Verified
Payroll Deduction
Cash Contributions
Total
Silver Award
Gold Award
Eagle Club
Golden Eagle Club
1 hours pay per month
2 hours pay per month
$900-$1,499
$1,500+
# of
do
nors
inth
is e
nvel
ope
# of
gift
sre
qu
este
d in
this
env
elo
pe
# of
gift
sd
eliv
ered
Total
Total
Total
Total
Total
donors
donors
donors
$
$
CFC of the Bay Area (0106)
1011
1213
14
troph
y c
oins
troph
y c
oins
VA Pal o A l toA dmini str ati on
Bob Smi th
Dougl as M. Banni ck
650-712-1988Banni ck @aol .com
0
4
1112220111
31926
18.00
52
X
52
210.002908.003136.00
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 e-mailing 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 - USAFA @ 10:00a.m.• Thursday- Peterson AFB, Bldg 670
- Schriever @ 9:00 a.m.- Norad/NC @ 10:00 a.m.- HQ AFSPC @ 11:00 a.m.- 21SW/Chey Mtn 12:00
• Friday – Ft. Carson @ 10:00 a.m.
What Happens After Turn-In?
18
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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
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Payroll Office SubmissionChain of Custody Transfer Form
Contact Info• Anna Childress [email protected] (719) 623-9688
• Doug Bannick [email protected] (650) 712-1988
• Barbara Barfield [email protected] (719) 531-5501