2019 campaign Coordinator instructions Utah state employees’ charitable fund

1. Lend a helping hand 2019 campaignCoordinator instructionsUtah state employees’ charitable fund

2. 2019 Campaign theme & timeline • Campaign theme: Lend a helping hand • Campaign timeline: • Thursday, September 13, 2018 – Campaign Kickoff Event • Monday, September 24, 2018 – Campaign Begins • Friday, November 2, 2018 – Campaign Ends • Friday, November 9, -- Department coordinators submit paperwork in-person to the Division of Finance

3. This presentation has instructions for: • Setting yourself up as the administrator for your department – slide 4 • Donating through the USECF website – slide 8 • Resetting and changing an employee’s donation record – slide 18 • Accessing campaign reports – slide 24 • Resolving incomplete donations – slide 27 • Campaign completion and follow-up – slide 30 • FAQs -- slide 37

4. ADMINISTRATION OF THE ONLINE SYSTEM FOR YOUR DEPARTMENT

5. Department coordinator duties • Your department’s campaign begins with you! • Department coordinator responsibilities: • Be a resource to division solicitors and department employees • Reset/edit/delete employee accounts as needed • Manually enter pledges as needed • Provide status reports to your respective department • Deliver in-person all forms and one-time payments to the Division of Finance • Monitor complete and incomplete reports

6. Setting yourself up as the administrator • Once logged in to the USECF system, click the “Administration” tab • Select “Department Maintenance” and follow the prompts • Ensure you set yourself up as the coordinator on Thursday, September 18, 2018

7. Setting yourself up as the administrator • As the administrator for your department, you can: Reset, edit, delete employee accounts as needed • Select “Manage Department’s Donators” • Enter the first three letters of the employee’s last name (ensuring the first letter is capitalized) • Enter the employee’s EIN and reset, edit, or delete the employee’s donation as needed Manually enter pledges as needed • Select “Manage Department’s Manual or Paper Donators” • Enter the employee’s EIN and click “Continue” • Enter the pledge directly into the employee’s record

8. DONATING THROUGH THE USECF WEBSITE

9. GETTING STARTED • The website: www.usecf.utah.gov • Click on “Pledge Online” • Log with your LAN user ID and password • (the password you use to access your timesheet)

10. Select A contribution type • Payroll Deduction orOne-Time Contribution

11. Payroll deduction • Contributions through payroll deduction are taken out of your paycheck each pay period during the upcoming calendar year. • Selecting this option and entering an amount produces the annual donation amount, and deduction per paycheck • After donating, receipt will show donation as tax deductible for the upcoming year

12. One-time contribution • A one-time contribution is given by check or cash, and is turned in to the department coordinator • Cash or check, along with a copy of receipt, are given to division solicitor or department coordinator • One-time contributions are deductible for the current tax year

13. Select a charity • To copy previous year’s contribution – simply click the box that says “I want to copy last year’s contributions”

14. Select a charity • Choose a different charity by searching by charitable agency code • Enter the agency code or name and click search • Enter the donation amount • (Sorry, USECF is not able to accept write-in charities)

15. Submit contribution • Confirm your donation • To make changes, click “Edit” • Once your donation is correct, click “Confirm Donation” to submit & finalize your donation

16. Print your receipt • After confirming your donation, a receipt will appear • PRINT NOW …receipt will not be available after you leave the page • Click the “Finished” button After you print your receipt and to complete contribution

17. Summary:Making a donation • To participate in the campaign and make a pledge, go to the USECF website: www.usecf.state.ut.us • If you choose to make a one-time contribution: • Make checks payable to Utah State Employees’ Charitable Fund • Attach a copy of your receipt to your check when you submit it to your division solicitor or department coordinator • One-time contributions are deductible for the current tax year • If you choose to make a payroll deduction: • The payroll deductions will occur during the upcoming year, January 2019 through December 2019 • Payroll deductions are tax deductible for the upcoming tax year • Remember , print and save the receipt after making a contribution

18. RESETTING AND CHANGING EMPLOYEE’S DONATION RECORD

19. Resetting an employee’s donation record To changes an employee’s pledge and to print a receipt… • from the Administration section of the USECF homepage, select “Manage Department’s Donators”

20. Resetting an employee’s donation record • Next, enter the first three letters of the last name of the employee • Remember, the first letter must be capitalized • Enter the employee’s ID number (EIN) • Click “Reset Employee Record” • You will then receive confirmation that the record has been reset and changes can be made

21. changing an employee’s donation record • To re-print a receipt or change and employee’s pledge, or manually enter a donation… • From the Administration section of the USECF homepage, select “Manage Department’s Manual or Paper Donators”

22. changing an employee’s donation record • Enter the employee’s ID number (EIN), click “Continue” to access the employee’s record • Select “Payroll Deduction” or“One-Time Donation” depending on pledge type • You will then be on the correct page to make a change

23. changing an employee’s DONATION record • After accessing the employee’s record, scroll to employee donations • Delete or add charities, edit amounts, etc. • After making and reviewing changes, “Submit Donation” then “Confirm” • A receipt can then be printed

24. ACCESSING CAMPAIGN REPORTS

25. Accessing the campaign result reports Department coordinators have access to the following Campaign Result Reports: • Completed contributor donations • Incomplete contributor donations • From the Administration section of the USECF homepage, select “Campaign Result Reports”

26. Accessing the campaign result reports • The “Completed Contributor Donations” report shows all of the employees who have contributed from your department • The “Incomplete Contributor Donations” report should be monitored frequently so problems can be resolved throughout the campaign

27. RESOLVING INCOMPLETE DONATIONS

28. Resolving incomplete donations • After reviewing the “Incomplete Contributor Donation” report, resolve incomplete donations • Click on the “Manage Department’s Manual or Paper Donators” from the Administration section of the USECF homepage

29. Resolving incomplete donations • Department coordinators can manually delete or confirm employees’ pledges • After selecting “Manage Department’s Manual or Paper Donators” from the administration tab, enter the employee ID number (EIN) and click “Continue” • The completed pledge can be entered directly into the employee’s record

30. CAMPAIGN COMPLETION & FOLLOW-UP

31. Wrapping up a successful campaign • At the conclusion of the campaign: • Compare contributions pledged to monies received • Complete the Pledge Summary Form • Complete the Campaign Information Form A guide dog gives a wet kiss. Donations can benefit a wide variety of charities.

32. COMPARING CONTRIBUTIONS PLEDGED TO MONIES RECEIVED • Monday following the close of the campaign, check the “Incomplete” list and resolve any issues • Print the “Complete” list of donations to use as a comparison when receiving funds and completing the Campaign Summary Form • 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, contact them to verify if they would like to donate • If an employee no longer wants to donate, delete the pledge from the website by manually resetting and adjusting their record • If you receive pledge forms and money for employees who are not on the list, enter their information manually so the website list matches the Pledge Summary Form and money you submit

33. Completing Campaign forms • Campaign forms can be found on the USECF website in the left menu bar under “Forms and Training”

34. The pledge summary form • The top of the Pledge Summary Form is for the department coordinator information • The body of the form is for employee information, including the employee’s name, EIN, and amount for each contribution • Please make sure to either check the cash column or enter the check number in the “Check” • Enter total check amount, cash amount, and grand total of pledges on the bottom of the last

35. The campaign CONTRIBUTIONS REPORT • After printing the Campaign Contributions Report from the USECF website, verify your department’s campaign information • Once you’ve completed the form, make sure you sign it as the department coordinator • Submit a copy of the form, along with a copy of the Pledge Summary Form, to the campaign treasurer, Brian Brand.

36. Submitting campaign forms • Pledge Summary Form and Campaign Contributions Report) must be delivered in-person to the Division of Finance by November 9, 2018 • The receptionist at the Division of Finance will verify the amounts of checks and cash being delivered and provide a receipt • Questions: contact the Campaign Treasurer, Brian Brand, bsbrand@utah.gov or 801 297-4609 • All forms, checks, and cash must be delivered in person to the following address: Utah State Employees’ Charitable Fund Department of Administrative Services – Division of Finance 2110 State Office Building 450 N State Street, Salt Lake City, UT 84114 Parking map: https://finance.utah.gov/contact/parking-at-the-capitol-building/

37. CAMPAIGN FAQs

38. Frequently asked questions • What am I supposed to do as a department coordinator? • Be a resource for division 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 the campaign treasurer • How can I help employees edit their donations if they have already been finalized and submitted? • After logging into the USECF website, an employee’s record can be manually reset by the department coordinator. To manually reset a record, select “Manage Department Donators” under the Administration tab of the USECF homepage, and you will then be able to reset the employee’s account so the donation can be edited.

39. Frequently asked questions • Can I get a status report showing what our agency has donated? • Yes, a status report is available to department coordinators. To access the report, select “Campaign Result Reports” from the Administration tab of the USECF homepage. You can then select “Complete Contributor Donations” to see the donations submitted by your agency’s employees. • What if an employee just wants to fill out a hard-copy form for payroll deduction instead of pledging online? • Employees can choose to submit a hard-copy form instead of submitting their donation online. To do so, employees can access the hard-copy form from the USECF website and then submit the form to the department coordinator. The department coordinator can then enter the employee’s pledge manually on the campaign website anytime during the campaign.

40. Frequently asked questions • What if an employee changes his/her mind and doesn’t want to donate? • Even after being submitted, an employee’s donation can be manually deleted/removed by the department coordinator. The employee should contact the department coordinator directly to have the pledge deleted, and the coordinator will then complete the action. • What do you do if someone is on the incomplete list? • Department coordinators should contact all employees on the incomplete list to determine their interest in participating in the campaign. Coordinators can then either assist employees in completing their donations or manually delete the donations from the campaign system.

41. Frequently asked questions • How do I submit one-time payments at the conclusion of the campaign? • Department coordinators should prepare the Pledge Summary and Campaign Information Forms. The forms should then be submitted, along with the applicable cash and checks, in-person to the Division of Finance. • Why isn’t the charity I want to donate to listed on the master list of charities? • If a charity is not on the list, that means they have not applied to participate in the USECF. While employees may not be able to donate to that charity this year, the charities may apply to participate in subsequent campaigns. Write-in charities are not accepted

42. Frequently asked questions • My donations from last year are showing up for this year. What if I don’t want to donate to the same organizations? • This typically occurs after an employee checks the “I want to copy last year’s contributions into this year.” Make sure this box is not checked when entering your contribution. You can then scroll down to enter the charity codes for the organizations you want to donate to this year. • How do I know if I’m finished and my donations were processed and completed? • Your donation is complete is when you receive your receipt page after submitting your donation. If you cannot remember or did not print your receipt page, your department coordinator can check the “Completed Contributor Donations” report on the USECF website.

43. Frequently asked questions • When will the payroll donations I’m submitting be taken from my paycheck? • If an employee chooses to donate through payroll deduction, the deductions will occur from January 2017 through December 2017. • Is there a way to get an official receipt from the charity an employee donated to in order to claim a tax deduction? • Unfortunately, this is not possible as checks sent to the charities include all employee pledges designated to that charity. For the purposes of tax deductions, employees can use the last payroll statement of the previous year, which will show the entire amount contributed to charities. • If I didn’t print my receipt when I donated, can I still get one? • Prior to the close of the campaign, the department coordinator can reset an employee’s record so they can re-enter the donation and print a receipt. Data is not available for printing after the campaign closes.