utah state employees’ charitable fund 2013 campaign training “the giving gateway”

Utah State Employees’ Charitable Fund

2013 Campaign Training“The Giving Gateway”

www.usecf.state.ut.us

2013 Campaign Theme

• October 1• November 2• November 9

• November 13

• Campaign Begins• Campaign Ends• Department Solicitors send paperwork to

Department Coordinators• Department Coordinators send paperwork to

Campaign Treasurer

2013 Campaign Timeline

Utah State Employees Charitable Fund Organization

Governor

Campaign Chair Treasurer

Campaign Director

Department Coordinator

Division Solicitors

Fund Board

2012 Statistics

$375,247 total given1,490 donors

212 donators comprise the 1% Club

*Statistics can be found on the website

“EACH PLEDGE HELPS”

Coordinator Duties

Resource to

Solicitors And

Employees

• “Administration”• “Department Maintenance”• Set yourself up on the website as Coordinator• Study and understand the training material

R e s e t /e d i t

e m p l o ye e

a c c o u nt sa s

n e e d e d

• “Administration”• “Manage Department’s Donators”• Enter 1st 3 letters of employee’s last name (1st letter CAP)• EIN #

M a n u

a l l y e n t e r p l e d ge s a s

n e e d ed

• “Administration”• “Manage Department’s Manual or Paper Donators”• Enter EIN# - Click “Continue”• Enter pledge directly into the employees’ record.

Coordinator DutiesContinued

Monitor Complete

and Incomple

te Reports

• “Administration”• “Campaign Result Reports”• “Completed” or “Incomplete Contributor Donations”• Resolve problems or collect one-time donations

P r o v i de

S t a t u s R e p o r t

s t o y o u r

D e p a r tm e n t

• “Administration”• “Campaign Result Reports”• “Completed Contributor Donations”• Provide discreet totals and percentages

S u b m i t f o r m s

A n d 1 -ti m e

p a y m en t s t o Tr e a s u r

e r

• Submit to Darrell Meier• Summary sheets for one-time donations• Campaign Information Form (signed)• Cash or checks made payable to USECF

Solicitor’s Duties

Learn about the Charitable Fund through your coordinator and our website.

Contact all employees in your area by email, staff meeting, or memo

Follow up/encourage/be positive.

Assist Department Coordinator in collecting cash/checks for one-time pledges.(Be sure to get a copy of the employee’s receipt)

Prepare the Pledge Summary Form for One-time donations (check the math)

Send hard-copy pledge forms with the Pledge Summary Form to your department coordinator(the Department Coordinator will manually enter these pledges for employees)

Send all materials to your coordinator by November 9.

Contact your coordinator if you have any questions during the Campaign.

Getting Started

The link to the Charitable Contribution is www.usecf.state.ut.us .

After going to the website click on “Pledge Online” found on the left hand side.

You will be taken to the login screen where you enter the user ID and password used for your timesheet (your LAN password).

http://www.usecf.state.ut.us/

Selecting Type of Contribution

Once you have logged in, you can select either “Payroll Deduction Contribution” or “One Time Contribution”, which allows you to donate by check or cash.

Payroll Deduction vs. One-time Donation

Payroll Deduction Contribution – This contribution is taken out of your payroll each pay period during the upcoming calendar year. The receipt will also show it is tax deductible for the upcoming year. If you select this option, you can see what the annual donation amount will be as well as what the deduction per paycheck will be.

One-time Contribution – This contribution is given by check or cash and needs to be turned in to your Department Coordinator with a copy of your printed receipt. The receipt will show it is tax deductible for the current year.

Selecting Charities

To copy your contributions from last year’s campaign, click on the box titled “I want to copy last year’s contributions into this year.”

Otherwise, enter or search for charity codes, enter amounts, and add entries.

Submitting Contributions

Once you have selected the charities and the amounts you want to pledge, you will need to confirm your donation before it is final.

Printing Your Receipt

After confirming your donation, a receipt will appear on the screen.

Print the receipt at this time as it will not be available to print again.

When you have printed your receipt, press the “Finished” button and your contribution will be complete.

To Summarize….(for Employees)

Go to the online website to make your pledge – www.usecf.ut.us SAVE YOUR RECEIPT

The payroll deductions occur January 2013 through December 2013

If you choose a one-time contribution: Make checks or money orders payable to: “Utah State Employees’

Charitable Fund”

Attach a COPY of your receipt to your check and take to your Department Coordinator

One-time contributions apply to the 2012 tax year

http://www.usecf.ut.us/

Instructions for Department Coordinators

The following pages include instructions for:

Setting yourself up as a Department Coordinator

Resetting An Employee’s Record

Making Manual Changes

Campaign Result Reports Completed Contributor Donations Reports Incomplete Contributor Donations Reports

Campaign Information Forms Comparing Contributions Pledged to Monies Received Pledge Summary Form for One-time donations Campaign Information Form Campaign Treasurer Contact Information

Setting Yourself up as a Department Coordinator

When you log in on the first day of the Campaign, you will see the following screen.

At this time, update your information in the Department Maintenance screen (see next slide).

Setting Yourself up as a Department Coordinator(continued)

Enter your name, email and phone in the appropriate entry boxes

Press the submit button

This will save your information as the department contact for your agency

Resetting An Employee’s RecordWhen is this used?

When changes need to be made to an employee’s pledge, and when a receipt needs to be printed

Click on “Manage Department’s Donators”

Enter the first 3 characters of the last name with the 1st letter in caps

Enter the EIN#

Click on “Reset Employee Record”

You will get a confirmation that the record has been reset

Changes can now be made manually.

Making Manual ChangesWhen is this used?

When a receipt needs to be re-printed, when changes need to be made to an employee’s pledge, or when you need to enter an employee’s donation yourself

Click on “Manage Department’s Manual or Paper Donators”.

Enter the EIN#

Click “Continue”

You are now in the employee’s record

Select either the “Payroll deduction” option or the “One-time donation” option, depending on their pledge

You are now back to where their original information was entered.

Making Manual Changescontinued

Scroll down until you get to the section which shows their donation/s

Here you can delete charities, edit so you can change an amount, add a charity, etc.

To complete the pledge, you need to submit the donation and then click “confirm”.

After confirming, you can now print a receipt.

Campaign Result Reports

Department Coordinators have access to the Campaign Result Reports which include:

Completed Contributor Donations

Incomplete Contributor Donations

To access these reports on the website:

Sign in as though you were making your own pledge.

Select “Administration”

Select “Campaign Result Reports”

The “Completed Contributor Donations” report shows all of the employees who have contributed from your department

The “Incomplete Contributor Donations” need to be monitored frequently so problems can be resolved throughout the Campaign.

Incomplete Contributor Donation Report

To clear up incomplete pledges:

The Department Coordination should assist the employee in finalizing their contribution:

o To reset an employee’s account

Select “Manage Department’s Donators”

Enter first 3 letters of employee’s last name (1st letter is capitalized)

Enter the employee’s EIN

The Department Coordinator may need to manually delete their pledge

o Select “Manage Department’s Manual or Paper Donators”

o Enter EIN; then click “Continue”

o Enter pledge directly into the employee’s record

At end of Campaign…..Comparing Contributions Pledged to Monies

Received

By Tuesday, following the close of the Campaign, Department Coordinators will receive an email from the Campaign Treasurer. He will provide a list of employees who made one-time pledges on the website.

As you enter the collections on the Pledge Summary Form, mark off the employees who made donations on the website.

If, by the deadline, you have not received a check from employees who pledged online, you must contact them to verify if they want to donate. If they have changed their mind, delete their pledge on the website (this is done by resetting their record and manually adjusting it).

If you receive pledge forms and money for employees who are NOT on the list, you will need to enter their information into the website manually so the website list matches the Pledge Summary Form and money you submit.

Fill Out Pledge Summary Formfor One-time Donations

Dept. Coordinator Information

Employee Information

THIS FORM CAN BE FOUND ON THE WEBSITE ON THE LEFT HAND SIDE UNDER “Forms & Training” FOR DEPARTMENT COORDINATORS.

Enter the name, EIN#, and amounts for each contribution Please mark the cash column or enter the check # received as well.

Filling Out the Campaign Information Form

Verify and complete Campaign Information Form

Sign the form

Send the form with the Pledge Summary and Receipts to the Treasurer

Submitting Campaign Information Formsto the Campaign Treasurer

Deadline: November 13

As soon as the campaign ends, send all Summary sheets and the Campaign Information Form, along with the pledge forms, checks, and cash, to:

Darrell Meier2013 USECF Campaign Treasurer801-545-5622Department of CorrectionsState Mail Box 410014717 Minuteman Drive, Draper, UT.

Fund DriveFrequently Asked Questions

What am I suppose to do as a department coordinator? Be a resource for solicitors and employees Manually enter pledges as needed Reset and edit employee accounts as needed Provide status reports for your department Monitor/resolve incomplete reports Submit one-time payments to Campaign Treasurer

How can I help an employee edit their donations if they’ve already finalized and submitted?

Reset their account

Can I get a status report showing what our agency has donated?

Yes; go into Administration/Campaign Result Reports/Complete Contributor Donations


continued - 2

What if an employee just wants to fill out a hard copy form for payroll deduction and not pledge online?

Have employee submit a hard copy pledge to Department Coordinator Manually enter their pledge on the website anytime during the Campaign

What if an employee changes their mind and doesn’t want to donate?

Reset the employee account and manually delete

What do you do if someone is on the incomplete list? Contact the employee to determine their intent Help them complete or manually delete their entry

How do I submit one-time payments to the Campaign Treasurer? Prepare Summary sheets and Campaign Information Form Attach pledge forms, and checks or cash to these two forms Send to the Campaign Treasurer


continued - 3

Why isn’t the charity I want to donate to listed on your master list?

They did not apply for this year’s campaign but may be invited to apply for 2014

My donations from last year are showing up. What if I don’t want to donate to the same organizations?

Do not check the box “I want to copy last year’s contributions into this year” Be sure to scroll down a little further to enter the charity codes you wish to donate to

How do I know if I’m finished and my donations were processed and completed?

You’ve printed your receipt The Department Coordinator can also check the “Completed Contributor Donations”

report


continued - 4

When will the payroll donations I’m submitting now actually be withdrawn?

January through December 2013

Is there a way to get an official receipt from the charity we donated to so we can claim the deduction on taxes?

This is not possible because checks sent to the charities include a total of all employee pledges designated to that specific charity.

We’ve invited charities to send Thank You letters to be posted on our website

If I failed to print the receipt when I donated, can I still get one? Prior to the close of the Campaign, the Department Coordinator can reset the employee

account to print the receipt. Data is no longer available for printing receipts after the Campaign officially closes.

At tax time, the employee, however, can use the last payroll statement of the previous year which shows the entire amount contributed to charities.

utah state employees’ charitable fund 2013 campaign training “the giving gateway”

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