Activity Representative Guidance Contribution Form to Final Report Pathway for Success 100% contact with ALL active duty personnel * Civilians / Reservists cannot be solicited, but may voluntarily contribute Start Early Store completed Contribution Forms in Secure location (PII) Review this training aid in its entirety. YOU are responsible for financial record keeping and submitting an accurate Activity Weekly Report on time! Thank you for your participation in the 2016 NMCRS Active Duty Fund Drive. This training aid will provide you with reference on how you and your command representatives will fill out the contribution forms, Activity Weekly Report, forms associated with the fund drive, and the final activity audit. 1st Step: Contribution Forms 2 nd Step: Collection Log 3 rd Step: PSD Transmittal Form for Monthly Allotments Chase Bank Deposits for Cash/Check donations 4 th Step: Activity Weekly Report Activity Coordinator must provide weekly report to Sub Area Coordinator by assigned deadline. 5 th Step: Command Audit and Final Report 1st Step: Contribution Form Write Legibly & Press Hard to Transfer Carbon Copies Right Side of Contribution Form Fill out donation slips ahead of time with the persons name, rank, & command Write Legibly & Press Hard to Transfer Carbon Copies John H. Doe E San Diego NRSW / $0.00 The Active Duty Fund Drive manual instructs that one form be completed by each sailor to ensure 100% contact. John H. Doe E San Diego NRSW / Individual fills in contribution type. If contributing by Monthly Payroll Allotment 1) Select monthly amount or fill in Other $____ Minimum $1 monthly/must be whole dollars (1.00 not 1.25) 2) Input 12-Month Allotment Total (12x$__=$___) Ensure 12 month total is divisible by 12 3) Full SSN for Allotments 4) EAOS/ EOS (month/day/year) ___/___/___ 1) 2) 3) 4) $2.00 $ John H. Doe E San Diego NRSW / EAOS/ EOS (month/day/year) ___/___/___ *Minimum of 3 months to process a Monthly Payroll Allotment If EAOS/EOS is less than 12 months but greater than 3 months (after 1 September 2016) the service member may still donate via allotment. Note number of months of allotment on contribution form and PSD transmittal sheet. $2.00 $ months4.00 John H. Doe E NRSW / Individual fills in contribution type. 1) If contributing by Check enter check $ contribution. 2) If contributing by Cash enter cash $ contribution. 3) If contributing Online with Credit Card enter $ contribution.(1 time or monthly recurring)Do not fill out SSN for Check/Cash/Online Contributions 4) Input Total Check, Cash, or Credit Card $ Contribution. Enter $0 if giving by monthly Allotment. 1) 4) 2) 3) Contribution Form Key Person Ensures Form is Completely Filled Out Bottom Signatures Portion Individual Signs and Dates John H. Doe 15 Mar 2016 Key Person Signs Contribution Form Ensure carbon copy transferred to Copy 2 & 3; Handwrite in if needed Copy 1 will go to PSD / Payroll Office (Original to DFAS) Copy 2 will go to Activity Chairperson Give Copy 3 to Individual (after thanking them of course) John H. Doe E San Diego NRSW / $0.00 $24.00 John H. Doe 15 Mar 2016 Lcdr Rob Atienza John H. Doe E Those who do not desire to donate can simply write "Decline", "No Thanks", or put a large "X" on the contribution form. Do not fill out SSN *The Active Duty Fund Drive manual instructs that one form be completed by each sailor to ensure 100% contact. 2 nd Step: Collection Logs (Form 2) Annotate donation from Contribution Forms on Collection Log (Form 2) Use ANNUAL (12x $__) Allotment amount, not monthly amount on Collection Log (Form 2) Place Contribution Forms in order as listed on Collection Log. Activity Chairperson will maintain in secure location for 2 years. PII on Copy 2 of Contribution Form LCDR Rob Atienza NRSW San Diego YN3 John H. Doe 16Mar2016 $24.00 IS1 Adam R. Smith 1 Mar 2015 $ (FORM 2) Mike Smith 3 rd Step: PSD Transmittal (Form 3) *Monthly Payroll Allotments Must be turned in to PSD (Commands pay center) within 5 business days of fund drive completion. Place up to 30 Contribution Forms (Copy 1 ) in order on PSD Transmittal Form. Use multiple Forms as needed. Activity Chairperson signs bottom left PSD Rep signs bottom right Activity Chairperson maintains copy of PSD Transmittal for 2 years Encloses all (Form 3) in Final Report Encloses all (Form 3) in Final Report C. A. America Carl America Ms. Macklin Pam Maklin 20 Apr 2016 Mike Smith Keep cash & checks in a secure place DO NOT put in your personal account Deposits are made at any Chase Bank Make deposits at least weekly and get deposit receipt in duplicate Use preprinted deposit slips NMCRS account# List checks on separate lines-include command and UIC/RUC on check DO NOT send cash through the mail- If you must mail deposit, use money order or exchange cash with Mess/Wardroom for check if possible. CHASE PO Box 36520, Louisville, KY Cash or Check donations Checks paid to: Navy-Marine Corps Relief Society Fund Drive Account Will need to list each deposit on Final Report (Form 6) 4 th Step: Unit Weekly Report (Form 4) Activity Chairpersons must submit Unit Weekly Report to Subarea Coordinator by weekly deadline. Unit Weekly Report (Form 4) Top Half Sub Area Coordinator will provide Activity Chairperson with Subarea number & Unit Code as listed on Subarea Summary Report / RTRMCRD RECRUIT TRAINING REGIMENT 1 / 9 MAR 16 Unit Weekly Report (Form 4) Top Half 1) Enter Total Number of Active Duty Personnel at the unit/command this week. Total Contacted will automatically update each week. 2) Enter in the amount that were contacted this week. Total Contacted will automatically update each week / RTRMCRD RECRUIT TRAINING REGIMENT 1 / 9 MAR ) Fill in the current weeks Weekly Contributions (# of Donors, $ Amount) by type and #/$ of Weekly Bank Deposits as it pertains to each weekly report. 4) Activity Chairperson Initials each line IMA IMA IMA IMA IMA IMA 5) Activity Chairperson provides Name and Phone Number C. A. America, ) 2) 3)4) 5) Unit Weekly Report (Form 4) Each weekly report will automatically combine with the fund drive cumulative total at the bottom half 6) Provide name of person auditing report Bottom Half Each week has its own spreadsheet tab Activity Chairperson sends to Subarea Coordinator 6) Unit Weekly Report (Form 4) Once the weekly report has been submitted there is no going back to correct errors. e.g... Unit X states $120 in Check Contributions were received during week 2 when $220 in Check Contributions were actually received. To correct this error, record the error in correspondence and ensure the $100 is then accounted for during the Week 3 report. DO NOT GO BACK TO CORRECT ERRORS OR CHANGE THE DATA IN PREVIOUS WEEKLY REPORTS! Meticulous record keeping will greatly aid in completing the final audit upon the completion of the Active Duty Fund Drive. 5 th Step: Final Report (Form 6) Due to NRSW COB 5 May 15 Per SECNAV, each commander is responsible for the campaign Every unit commander or OIC will sign their report Activity Chairperson signs bottom left Final Report (Form 6) 3 Enclosures: Bank Receipts Command Audit Report (Form 7) Payroll Transmittal Forms (Form 3) Electronic Copy Provided Final Report (Encl 1) Enclosure (1): Activity Chairperson keeps all original receipts throughout the campaign; maintains for 2 years Provides a scanned copy for Final Report Enclosure (1) Deposit Slip copies are not required, but good to have / show cash / check breakdown Command Audit (Encl 2) Enclosure (2) Enclosure (2) : Activity Chairperson or Auditor should fill out and submit to Unit CO/OIC in Final Report: Lines a. & b. should match Line c. is what Payroll / PSD reports the unit turned in with Copy 1 of Contributions Forms & Transmittal (Form 3) Lines d. & e. should match, and verified by receipts (enclosure 1) Line f. is the amount if receipts are missing Line h. is total cash & check listed in Collection Logs Line i. is the total amount of all funds collected COMMAND AUDIT Command:_______________________ Activity Chairperson:______________________________ a. Total amount of contributions by allotment: _________________ (from copy 2 of contribution cards) b. Total amount of allotments recorded in Collection Log: __________________ c. Total amount credited to NMCRS by PSD/Disbursing: __________________ (Do not assume the Form 3 totals are correct) d. Total amount entered for cash and checks: __________________ (from copy2 of contribution cards) e. Total amount deposited in bank as verified by stamped receipts: __________________ f. Total amount of bank deposits for which there are no receipts: __________________ g. Totalamount of cash and check deposits: __________________ (Sum of lines e and f) h. Total amount of cash and check contributions recorded in Collection Logs: __________________ i. Total of cash, check and allotment contributions: __________________ By my signature, I certify that I have verified the above figures. Name Rank/Rate Signature (FORM 7) Pay Transmittal (Encl 3) Activity Coordinator will provide copies of all Pay Allotment Transmittal Forms as enclosure 3 to Final Report Maintaining Records Activity Coordinator must maintain records for two years. PII must be maintained in Secure location. Recommend coordinating with command admin. Records to maintain Contribution Form (Copy 2 w/ SSN) Copy of PSD Transmittal Forms (Form 3) Copy of Collection Logs (Form 2) Original Chase Deposit Receipts Copy Command Audit Form (Form 7) Copy of Final Report