2015 pikes peak region finance officer training. turn-in flow chart 2 thank you for partnering with...
TRANSCRIPT
2015
Pikes Peak RegionFinance Officer
Training
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
Traditional forms/Nexus cash, check & no myPay payroll deduction contribution
KW verifies completeness, accuracy & legibility of forms; tallies forms and reports tallies on reporting envelope
UPO/ME verifies content; spot checks accuracy; reports envelopes on UPO ledger
Finance Officer verifies envelope content; verifies UPOs ledgers and reports info on master installation ledger.
Finance officer processes NEXUS pledges in NEXUS System.
Finance officer turns in all contributions to PCFO.
Finance Officer tracks myPaydonors for installation using Globalif necessary.
Finance Officer takes traditionaland Nexus forms to payroll office weekly.
Giving Methods Overview
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Reoccurring Gift:
Payroll Deduction – 95% of campaign
myPay
DoD Military and Active Duty Civilians
Independent Defense Agencies
EPA, Dept of Energy, HHS,VA
Nexus Payroll Deduction – All Personnel
Pledging
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myPay Online: Payroll deduction only
Rocky Mountain CFC Website links to myPay
Website Charity Searchable database (step 1)
myPay Transaction (step 2)
Login: https://mypay.dfas.mil/mypay.aspx
Select CFC option
Pledge
Confirmation
Combined Federal Campaign option added to MyPay Main Menu
myPay Pledging
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 Campaign Code 01412.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
Rocky Mountain Region 0141
myPay Pledging
Donor selects donation amount per pay period/month
Key Training Point Maximum allowable total donation for military
personnel is $833/month or $1,000/per month. For donations higher than that, military donors should
use a paper pledge form;
Note: If you see high monthly pledges like this on report, may need to verify it is intended to be a “per
pay period allotment; not the annual total gift.
myPay Pledging
Pledge summary is displayed;undesignated
funds are automatically calculated and
displayedKey Finance Officer
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 website under myPay on online giving page
myPay Pledging
Each KW MUST communicate unit code for their organization to potential donors
myPay Pledging
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Enter Unit Code – Keyworker provides:
HQ NORAD & US NORTHCOM:
NNC/CMDGP NNC/CP NNC/IG NNC/JA
NNC/NG NNC/PA NNC/SOCNORTH NNC/J1
NNC/J2 N/J3 NC/J3 NNC/J4
NNC/J5 NNC/J6 NNC/J7 NNC/J8
NNC/J9 DIAWCRO
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myPay Pledging
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Enter Unit Code – Keyworker provides:
HQ AFSPCHQ AFSPC A1
HQ AFSPC A2/3/6
HQ AFSPC A4/A7
HQ AFSPC A5/8/9
HQ AFSPC CC /CV/DS/CR/CG
Special Staff (HC/SE/SG/JA/FM/IG/IP/PA/SPP)
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myPay Pledging
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Enter Unit Code – Keyworker provides:
21st Space Wing & Mission Partners:21 MDG 21 MSG 21 OG 21 SWDS 721 1SB (first Space Brigade) 302 AW SMDA Other MP & Ten
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myPay Pledging
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Enter Unit Code – Keyworker provides:
Schriever AFB:
SAFB 50SWCGSAFB 50OGSAFB 50NOGSAFB 50MSGSAFB USAFWCSAFB 310SW
SAFB TENANTS
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myPay Pledging
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Enter Unit Code – Keyworker provides:
U.S. Air Force Academy:
USAFA 10ABWUSAFA 10MGUSAFA 10MSGUSAFA ADUSAFA CWUSAFA DFUSAFA PL
USAFA TenantsThank you for partnering with the CFC!
myPay Pledging
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Enter Unit Code – Keyworker provides:
Fort Carson:
HHBN 1BDE 2BDE 3BDE ARTY 4CAB 4SUS 4ENG 0CS 10SF 71OD 759P USAG MEDC OSJA
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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 e-pleding appreciation award acknowledgement form
and turn it in to keyworker.
Changes to the pledge cannot be made in myPay once confirmation button is depressed and pledge is submitted.
Pledging
Pledging
17 Thank you for partnering with the CFC!
Donor receipt copy. Up to five charities are listed on Page 1
myPay Pledging
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• Thirty-minute time limit for transaction• Donor has no ability to change pledges electronically• Work Address field is only an alpha-numeric field for tracking of military
command/unit or Federal agency/office • Some pledges by members of the military were not made in home
geographic campaign area due to personnel records or donor entry• Suggest personal confirmation of pledges $2,500 or higher; • E-Mail Requirements
– The work e-mail address must be official “.mil” or “.gov” address. This is for any official communication within the government about the gift.
– The “acknowledgement e-mail address (if selected) must be personal, not “.mil” or “.gov.” OPM rules bar charities from communicating about the CFC inside official government channels.
myPay Pledging
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• The ‘Campaign Search’ screen is only be shown to active duty Army, Navy, and Air Force Personnel. This information is automatically provided for active duty Marines and Federal civilians.
• Maximum donation amount for military personnel is $833/month; for civilians is $1,000/pay period.
• Donors can designate to a maximum of 30 charities (29 if there are ‘undesignated’ funds remaining).
• Donors must be trained to enter their Command/Unit or Federal Agency/Office name code for pledges to be properly credited.
• There is no paperwork associated with this pledge type. The donor can print a receipt for his/her records. Highly recommend that they print this.
Pledge Report
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CFC Nexus Reporting
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CFC Nexus Pledging
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NEXUS Online Assisted: Available to anyone;
Rocky Mountain Region Website links to NEXUS
One Time Contribution - Credit Card, Cash or Check
Contractors
Reoccurring 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
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1. Registration – Finance Officer MUST register in NEXUS system
Notify Jen Weems, On-line Giving Support, [email protected] or (720) 999-1015 that you have registered in the system; Your privileges will be upgraded to “Payroll Coordinator”All previously registered Nexus users in the Pikes Peak region must register as a new donor due to 2015 merger.
CFC NEXUS Pledging
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Key Training Points: Login – New Donor due to merger
CFC NEXUS Pledging
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Key Training Point: Non myPay Donors with Civilian Payroll Offices Must Sign Pledge
CFC NEXUS Pledging
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Key Training Point: Payroll Office must have signed form turned in
CFC NEXUS Pledging
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SPECIAL INSTRUCTIONS
Key Training Point: Donor must print and turn in pledge form with cash or check to keyworker. CFC finance officer will turn form in to the payroll office for manual processing.
Finance Officer will process & print non myPay payroll office donor’s pledge form and submit to appropriate payroll office for manual processing.
CF NEXUS Pledging
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Key Training Point: Credit Card contributions:Forms are NOT submitted-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.
Finance Officer NEXUS Processing Steps
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• Go into Nexus Payroll Coordinator on Peak CFC NEXUS• Single Pledge Processing of check & cash pledge forms in NEXUS & print• Turn SINGLE PLEDGES processed forms into payroll office • Verify all appropriate payroll offices (AF, Navy, Coast Guard etc.) and turn in each pledge to the appropriate payroll office• Prepare chain of custody transfer form• Submit copy of Chain of custody transfer form and pledges to appropriate payroll office.
CFC NEXUS Pledging
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3. You will have a drop down menu for the Payroll Coordinator
CFC NEXUS
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Pledge Training link: https://www.cfcnexus.org/_root/
View Payroll Coordinator Pledge Batch Processing
Traditional Pledging
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Traditional Pledge form – hard copy/PDF file Payroll Deduction, check or cash
Available for all personnel
Reviewed by KW for legibility, accuracy & completeness
KeyWorker Turn-In Pledge Preparation
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Collect pledges weekly – All donors should turn in something: NEXUS
Print out of cash or check contributions 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 Copy 1, Copy 2
myPay pledge confirmation forms Appreciation award form - Collect and verify forms:
Ensure donor’s name and e-mail 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
34
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Keyworkers Collect Contributions &/or Confirmation Forms Weekly
PII & OSI Compliance –remove traditional form cover when placing in envelope to submit to UPO
Do not staple cash & checks to forms
KeyWorkers make regular time to turn in report envelope with UPO
Leaves plenty of time for both KeyWorker and UPO to verify envelope content and sign off on report envelope for chain of custody (IG compliance)
Recommend one day prior to UPO turn-in
KW Responsibilities Overview• 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 fro traditional & Nexus donations.
• 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.
Key Worker Turn-In
36
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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 cash Forms Traditional
Forms
NEXUS Payroll Forms
NEXUS check Forms
KW Pledge Verification
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OPM compliancetraining
UPO should spot check forms to ensure the KW has reviewed donor forms for legibility, accuracy and completeness.
Pledging
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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#.
Thanks You Awards
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Donor reviews giving level awards and selects the appropriate award for the gift given in myPay
Donor Appreciation Award Tracking Form
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__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker
Installation: ________________________Unit Name:_________________________Unit Code:_________
Donor_____________________________E-Mail________________________________________________
Gift Level: General Silver (one hour’s pay per pay period) Gold (two hour’s pay per pay period)
Philanthropy Gift – recognition coin ($12 - $1199) Leadership Gift – U.S. Mint Proof Set
I prefer not to receive a donor appreciation gift.
Get Your Give ON-Line
One time credit card, cash or check Reoccurring Payroll deduction
myPay Donor fills out their informationand turns in the bottom portion to their keyworker
Donor Appreciation Award Tracking
41
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PCFO Tracking Form Provided for UPOs & 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
Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive
General Gift thank you award provided with materials; distribute as pledge forms/confirmation forms are collected by keyworker
Silver & Gold Thank You Awards - provided electronically
Eagle Level Thank You Awards – provided at conclusion of solicitation through Finance officer
Donor Appreciation Award Tracking Ledger
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Donor Appreciation Award Tracking
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Traditional Form Record award information from pledge form
myPay & Nexus Donor fills out and submits donor contribution confirmation
form
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
Keyworker reports gifts needed on report envelope for turn-in
UPO tracks Unit gift needs on master tracking form
Key Worker Turn-In
44 Thank you for partnering with the CFC!
Campaign ReportingTraditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope.
Donor Gift Request Form
Installatio
n: ____________________________
Do
no
r: _____________________________U
nit N
ame:
____________________U
nit C
od
e:__________________________
Gift L
evel: G
eneral
Silver (one hour’s pay per pay period)
Go
ld (tw
o hour’s pay per pay period)
Eag
le S
ilver Eag
le G
old
en E
agle
I p
refer no
t to receive a d
on
or ap
preciatio
n g
ift.
Pledge Form Gift Request
ME Turn-In
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UPO turns in to MPO (if large organization) MPO uses financial ledger to record envelopes
KeyWorker Turn-In
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Envelope Verification - Weekly Turn-Ins with UPO Collect and Verify Report envelopes for Weekly Turn-In
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 e-mail 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
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 recorded 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 and write batch # assigned when complete.
UPO Turn-In
48
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Mission Element (Group) Collection from UPOs If collecting from larger organizations that have multiple
departments, offices, units or even shifts (sub-sections), the UPO will track and turn in those pledges by the corresponding subsection. (ie Cadet Squadron 1, Cadet 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 UPO.
Finance officer will record multiple envelopes on ledger
ME Turn-In
49
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Collection from ME POs to Finance Officer/Installation Project Officer Verify content of turn-in
Verify ledger
Sign off on ledger
Finance officer will record organizational totals on installation ledger
Finance Officer will turn-in to PCFO
What Happens at a FO &ME / UPO Turn-In?
50
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+
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# of
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# of
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Total
Total
Total
Total
Total
donors
donors
donors
$
$
CFC of the Bay Area (0106)
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Dougl as M. Banni ck
650-712-1988Banni ck @aol .com
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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 recorded on the envelope.
Finance Officer Weekly Ledger
Weekly Ledger Do’s and Don’t ‘s Ledger must be sent to PCFO central receipt clerk by end-of-business
the day prior to turn-in. 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 PCFO finance officer ([email protected]). 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 you 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.
Central Receipt clerk will e-mail all ledgers to Doug directly after turn-in. No changes to the ledger will be accepted after the turn-in for that batch.
NO STAPLES
Finance Officer Donor Tracking
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Track Donors to units using global, award tracking form; update weekly
What Happens After Turn-In?
55
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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?
56
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Payroll Office SubmissionChain of Custody Transfer Form
PII Compliance
57
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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
58
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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
59
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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
60
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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
61
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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
62
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches
In accordance with 5 CFR § 950.104(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) 606-2564 or email at [email protected] to OPM.
Tues: USAFA location: Arnold Hall time: 10:00 am
Wed: SAFB location: Schriever AFB/ HQ bldg time: 10:00 am
Thurs: PAFB HQ AFSPC
time: 9:00 am location: The Club – Palmer Room
21 SW time: 10:00 am location: The Club – Palmer Room
N-NC time: 11:00 am location: The Club – Palmer Room
Friday: Ft. Carson location: Garrison Offices time: 10:00 am
Turn-in Days & Times
Anna Childress [email protected] (719) 623-9688
Barbara Barfield [email protected] (719) 531-5501
Contact Info