1 / 62

Pikes Peak Region Finance Officer Training

2013. Pikes Peak Region Finance Officer Training. Giving Methods Overview. One Time Gifts: Traditional Pledge Form Cash, Check Hard Form - 3 part Soft Form - PDF Fill In Nexus Credit Card, Cash, Check. 2. Traditional Pledging. Traditional Pledge form – hard copy/PDF file

pilis
Download Presentation

Pikes Peak Region Finance Officer Training

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. 2013 Pikes Peak RegionFinance Officer Training

  2. Giving Methods Overview • One Time Gifts: • Traditional Pledge Form • Cash, Check • Hard Form - 3 part • Soft Form - PDF Fill In • Nexus • Credit Card, Cash, Check 2

  3. Traditional Pledging • Traditional Pledge form – hard copy/PDF file • Payroll Deduction, check or cash Cash check Available for all personnel Reviewed by KW for legibility, accuracy & completeness Thank you for partnering with the CFC! 3

  4. CFC Nexus Pledging • NEXUS Online Assisted: Available to anyone; • Pikes Peak Region Website links to NEXUS • One Time Contribution - Cash, Check, • One Time Credit Card – 3% third party convenience banking fee • Continual Gift – Payroll deduction (must renew annually, print & submit form) • NAF,and non myPay personnel: • Register • Search for charities • Complete Pledging • Print & submit • Confirmation 4

  5. CFC NEXUS Pledge Processing • Demo Link: https://www.cfcnexus.org/_root/ 5

  6. CFC NEXUS Pledging 1. Registration – Finance Officer MUST register in NEXUS system 2. Notify Central Receipt Clerk that you have registered in the system; your privileges will be upgraded to “payroll Coordinator Thank you for partnering with the CFC! 6

  7. CFC NEXUS Pledging 2. Login Thank you for partnering with the CFC! 7

  8. CFC NEXUS Pledging 3. Pledging 8

  9. 3. Pledging CFC NEXUS Pledging Payroll Deduction only one for NOW Monthly amount Civilian or Military You must agree to terms!

  10. CFC NEXUS Pledging 3. Sign Pledge 10

  11. CFC NEXUS Pledging 11

  12. CFC NEXUS Pledging SPECIAL INSTRUCTIONS Please make sure you print your pledge and turn your pledge with cash or check into your keyworker. CFC Finance officer will turn your form in to your payroll office for manual processing. Thank you for partnering with the CFC! 12

  13. CF NEXUS Pledging SPECIAL INSTRUCTIONS Credit Card contributions: -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. Thank you for partnering with the CFC! 13

  14. CFC NEXUS Pledging 4. Confirmation 14

  15. CFC NEXUS Pledging 4. Donor E-mail Confirmation – does not get turned in. 15

  16. Giving Methods Overview • Reoccurring Gift: • Payroll Deduction – 95% of campaign • myPay • DoD Military and Active Duty Civilians • Independent Defense Agencies • EPA, Dept of Energy, HHS, VA • Employee Express – Participating Federal agencies • Nexus Payroll Deduction – All Personnel 16

  17. Pledging • myPay Online: Payroll deduction only • Pikes Peak Region Website links to myPay • Website Charity Searchable database (step 1) • myPay Transaction (step 2) • Login: https://mypay.dfas.mil/mypay.aspx • Select CFC option • Search for charities (not recommended) • Pledge • Confirmation Thank you for partnering with the CFC! 17

  18. myPay Pledging Combined Federal Campaign option added to MyPay Main Menu

  19. Pledging This step MUST be reiterated by KW Key Training Point 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 0140 All other donors’ campaign information will be automatically populated

  20. myPay Pledging Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing Other donors will not see this screen Pikes Peak Region 0140

  21. myPay Pledging Donor selects donation amount per pay period/month Key Training Point Maximum allowable total donation for military personnel is $833/month. For donations higher than that, military donors should use a paper pledge form

  22. myPay Pledging Pledge summary is displayed; undesignated funds are automatically calculated and displayed Key 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 Each KW MUST communicate unit code for their organization to potential donors Unit Codes provided on back side of epledging flyer

  23. Pledging 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 epleding appreciation award acknowledgement form and turn it in to keyworker.

  24. Thanks You Awards Donor reviews giving level awards and selects the appropriate award for the gift given in myPay Thank you for partnering with the CFC! 24

  25. Donor Appreciation Award Tracking Form Get Your Give ON-Line One time credit card, cash or check Reoccurring Payroll deduction __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. 25

  26. Donor Appreciation Award Tracking • 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 Thank you for partnering with the CFC! 26

  27. Donor Appreciation Award Tracking Ledger 27

  28. Donor Appreciation Award Tracking • 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 Thank you for partnering with the CFC! 28

  29. KeyWorker Turn-In Pledge Preparation • 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 29

  30. Contribution Collection Tips • Keyworkers Collect Contributions &/or Confirmation Forms Weekly • PII & OSI Compliance –remove 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 Thank you for partnering with the CFC! 30

  31. Turn-In Flow Chart Thank you for partnering with the CFC! 31

  32. KW Responsibilities • Receive/collect traditional pledge forms from donors & 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 make changes. • Separate cash, check, payroll deduction & Nexus donations. • Track Nexus donations received. • 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.

  33. KW Pledge Verification UPO should spot check forms to ensure the KW has reviewed donor forms for legibility, accuracy and completeness. OPM compliance training 33

  34. Pledging • 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#. 34

  35. Key Worker Turn-Ins NEXUS Forms SPECIAL INSTRUCTIONS Please make sure you print your pledge, and sign with “wet signature.” Turn your pledge form into your keyworker. Campaign ReportingOne copy of the NEXUS payroll deduction form is collected; It is recorded on envelope. Nexus credit card contributions are NOT collected due to PII. Thank you for partnering with the CFC! 35

  36. Key Worker Turn-In Appreciation Award Tracking Form NEXUS cash & Check Forms Traditional Forms Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ Gift Level: General Silver (one hour’s pay per pay period) Gold(two hour’s pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. 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) Thank you for partnering with the CFC! 36

  37. Key Worker Turn-In Donor Gift Request Form Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ Gift Level: General Silver (one hour’s pay per pay period) Gold(two hour’s pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. Campaign ReportingTraditional form gift requests, Nexus & myPay award appreciation forms are collected and recorded on the envelope. Thank you for partnering with the CFC! 37

  38. KeyWorker Turn-In • 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 38

  39. 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.

  40. ME Turn-In UPO turns in to MPO (if large organization) MPO uses financial ledger to record envelopes 40

  41. UPO Turn-In • 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 subsectionsshould 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 Thank you for partnering with the CFC! 41

  42. ME Turn-In • 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 Thank you for partnering with the CFC! 42

  43. What Happens at a FO &ME / UPO Turn-In? Finance Officer will Cross Check the Envelopes Against the ME/UPO Ledger Thank you for partnering with the CFC! 43

  44. 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.

  45. 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 (DougBannick@FESforCFC.org).  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

  46. What Happens After Turn-In? 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 Thank you for partnering with the CFC! 46

  47. NEXUS Processing Steps • Go into Nexus Payroll Coordinator on Peak CFC NEXUS • BULK process pledge forms in NEXUS & print • Turn BULK processed forms into payroll office • Verify all appropriate payroll offices (AF, Navy, Coast Guard etc.) and turn in each pledge to the approporate payroll office • Prepare chain of custody transfer form • Submit copy of Chain of custody transfer form and pledges to appropriate payroll office. Thank you for partnering with the CFC! 47

  48. CFC NEXUS • Pledge Training link:https://www.cfcnexus.org/_root/ View Payroll Coordinator Pledge Batch Processing 48

  49. CFC NEXUS Pledging 1. Registration – Finance Officer MUST register in NEXUS system • Notify Central Receipt Clerk that you have registered in the system; • your privileges will be upgraded to “Payroll Coordinator.” Thank you for partnering with the CFC! 49

  50. CFC NEXUS Pledging 3. You will have a drop down menu for the Payroll Coordinator Thank you for partnering with the CFC! 50

More Related