2013

NorcalTurn-In Training

Keyworker, Unit Project Officer, Employee Campaign Chair, Loaned Executive, Hub Administrator

Giving Methods Overview

2

One Time Gifts:

Traditional Pledge Form

Cash, CheckHard Form - 3 part

Soft Form - PDF Fill In

Nexus

Credit Card, Cash, Check

Giving Methods Overview

3

Reoccurring Gift:

Payroll Deduction – 95% of campaign

myPay DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, DOE, HHS, VA

Employee Express – Participating Federal Agencies

Nexus Payroll Deduction – All Personnel

Giving Methods OverviewDonor Information: Website Screenshot

Making Your PledgeYou have the option to contribute to more than 3,000 charities through the Norcal CFC.  Pledges can be made by credit card, cash, check, or payroll deduction.Credit Card contributions are one time contributions.  They may be made using CFC NEXUS online assisted giving. Cash and check contributions may be made using CFC NEXUS or the Traditional Pledge Form and CFC Charity Search.  These pledges MUST be printed and turned in to your keyworker to be processed. EEX and myPay online contributions are reoccurring payroll allotment contributions.  If your agency doesn't provide EEX or myPay or you prefer, you may make a reoccurring payroll deduction pledge using CFC NEXUS.  However, this pledge MUST be printed and turned in to your keyworker to be processed.Except for documented expenses for the operation of the Norcal CFC and uncollected pledges, all contributions are distributed as designated. All funds contributed to the Norcal CFC that are not designated to a specific charity or federation will be distributed to all organizations listed in the charity catalog in the same proportion as they received designations.  If a charity does not receive a donation it will not get any portion of the undesignated funds.

Please do not designate any organization not listed in the Searchable Database or charity catalog. Write-ins are prohibited and cannot be accepted.If you desire, you may donate to the CFC anonymously by placing your confidential gift in a sealed envelope. 

Any contribution made to the CFC should be freely given. Coercion is strictly prohibited.Thank You!

Traditional Pledging

5 Thank you for partnering with the CFC!

Traditional Pledge form – hard copy/PDF file Payroll Deduction, check or cash

Cash CheckPayroll DeductionAvailable for all personnel

Reviewed by KW for legibility, accuracy & completeness

Giving Methods OverviewReoccurring Gift: Website ScreenshotMake Your CFC Pledge Online

3 Ways to Pledge Online

CFC Nexus

                                                                                       

        

Employee Express

                                                

                                  

myPay

                                              

        

agencies serviced

all

FAA, Dept. of Interior, State, Transportation, EEOC, FDIC, FTC, GSA, GAO, Rail Road

Retirement Board, SEC, SSA

 DFAS payroll office agencies - active duty military, DOE, EPA, VA, HHS

link pledge here pledge here pledge here

 pledge types

 payroll deduction, credit card  payroll deduction payroll deduction 

make a test

pledge

to practice, visit the demonstration account, demo to practice, log in with 999999994 and password

Demo#444. 

 

Beale AFB Unit Codes   Civilian Agency Unit Codes      DoD Miscellaneous Unit Codes       Travis AFB Unit Codes      US Army Unit Codes                                                                                                           Norcal Campaign Code: 0106

CFC Nexus Pledging

7

NEXUS Online Assisted: Available to anyone;

Norcal Website links to NEXUS

One Time Contribution - Cash, Check, Credit Card 3% third party banking convenience fee for credit card contributions deducted from

contribution by issuing bank.

Continual Gift – Payroll deduction (must renew annually, print & submit form)

NAF, and non myPay personnel:

Register Search for charities Complete Pledging Print & submit Confirmation

Key Worker Turn-Ins

8 Thank you for partnering with the CFC!

Campaign ReportingOne copy of the NEXUS payroll deduction form is collected; It is turned in to the ECC. The ECC turns it into the agency finance office for payroll deduction processing. Nexus credit card contributions are NOT collected. Do not report Nexus payroll deduction contributions on turn-in report envelope. These contributions are uploaded from the system; Reporting them on the envelope will result in a duplication of the pledge.

NEXUS Forms

SPECIAL INSTRUCTIONS

Please make sure you print your pledge and sign with a wet signature. Turn your pledge with cash or check into your keyworker.ECC will turn your payroll deduction form in to your payroll office for manual processing.

CF NEXUS Pledging

9 Thank you for partnering with the CFC!

SPECIAL INSTRUCTIONS

Credit Card contributions:-Do not submit your credit card receipt to keyworker-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.

Return confirmation receipts to donor if turned in; Do not report theseContributions on the report envelope. They are uploaded from the system and recording them on the report envelope will result in a duplication of the contribution.

Pledging

10

Thank you for partnering with the CFC!

myPay Online: Payroll deduction only

Norcal 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

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 NORCAL Campaign Code 01062. 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 screenNorcal Region 0106

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

myPay Pledging

Pledge summary is displayed;undesignated

funds are automatically calculated and

displayed

Key Turn-In 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 back side of epledging flyer

myPay Pledging

Each KW MUST communicate agency/unitcode for their organization to potential donors

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 instead.

Pledging

Agency Code TrackingTrack Donors to units using appreciation award tracking agency codes:

Agency Code

DOE - Berkeley Site Office 2009

DOE - Livermore Site Office 2008

DOE - Office of the Inspector General Livermore 2010

DOE - Western Area Power Administration 7014

HHS - ACF Administration for Children and Families 1120

HHS - ACL Administration for Community Living (formerly AOA Administration on Aging, per Steve Pedrin & Ken Shapiro 11/02/2012) 1115

HHS - ASPR Assistant Secretary for Preparedness and Response 1132

HHS - ATSDR Agency for Toxic Substances & Disease Registry 1131

HHS - California Area Indian Health Service 7005

HHS - CMS Centers for Medicare & Medicaid Services - Division of Medicaid & Children's Health 7007

HHS - CMS Centers for Medicare and Medicaid Services 1024

HHS - DCA Division of Cost Allocation 1122

HHS - FDA - Food and Drug Administration Office of Criminal Investigations 2074

HHS - FOH Federal Occupational Health 1126

HHS - HRSA Health Resources and Services Administration 1121

Beale AFB Unit Codes    Civilian Agency Unit Codes       DoD Miscellaneous Unit Codes       Travis AFB Unit Codes      US Army Unit Codes   

                                                                        Norcal Campaign Code: 0106

Website hyperlinks

Appreciation Award Acknowledgement form back side of hard copy or as multiple pages on electronic version.

Employee Express Log In Screen

Enter your login ID and Password then click “Sign In”.

EEX Pledging

17 Thank you for partnering with the CFC!

EEX Pledging

18

Thank you for partnering with the CFC!

EEX Online: Payroll deduction only

Norcal Region Website links to Employee Express

Website Charity Searchable database (step 1)

EEX Transaction (step 2)

Login: https://mypay.dfas.mil/mypay.aspx

Select CFC option

Search for charities (not recommended)

Pledge

Confirmation – Donor may elect to print confirmation but it does not get turned in to keyworker. Donor turns in Appreiation Award Acknowledgement

Donor Appreciation Award Tracking

19

Thank you for partnering with the CFC!

PCFO Tracking Form Provided for UPOs & Keyworkers Each KeyWorker keeps a list of their 25 co-workers with a check box

of the donor’s gift request 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

Appreciation award provided at turn-ins to ECC for ECC to distribute to Keyworkers as pledge forms/confirmation forms are collected by keyworker

Track requests for gift on Donor Appreciation Award ledger

Tracking system for online contributions in Mypay, EEX & Nexus

Appreciation Award

20

Thank you for partnering with the CFC!

Donor Appreciation Award Tracking Form

21

__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker

Agency/Installation: ________________________Unit Name:________________Unit Code:_________

Donor_____________________________E-Mail________________________________________________

Gift : 2013 Challenge Coin I prefer not to receive a donor appreciation gift.

Get Your Give ON-Line

One time credit card, cash or check Reoccurring Payroll deduction

Donor fills out their information and turns in the bottom portion of the form to their keyworker

Donor Appreciation Award Tracking Form

22

Agency Code

DOE - Berkeley Site Office 2009

DOE - Livermore Site Office 2008

DOE - Office of the Inspector General Livermore 2010

DOE - Western Area Power Administration 7014

HHS - ACF Administration for Children and Families 1120

HHS - ACL Administration for Community Living (formerly AOA Administration on Aging, per Steve Pedrin & Ken Shapiro 11/02/2012) 1115

HHS - ASPR Assistant Secretary for Preparedness and Response 1132

HHS - ATSDR Agency for Toxic Substances & Disease Registry 1131

HHS - California Area Indian Health Service 7005

HHS - CMS Centers for Medicare & Medicaid Services - Division of Medicaid & Children's Health 7007

HHS - CMS Centers for Medicare and Medicaid Services 1024

HHS - DCA Division of Cost Allocation 1122

HHS - FDA - Food and Drug Administration Office of Criminal Investigations 2074

HHS - FOH Federal Occupational Health 1126

HHS - HRSA Health Resources and Services Administration 1121

Back side of Appreciation Award Acknowledgement Form

Key Worker Turn-In

23 Thank you for partnering with the CFC!

Campaign ReportingKeyworker collects all traditional pledge gift information, Nexus, EEX & myPay award appreciation confirmation forms and records them on the appreciation award tracking form. Ledger is submitted electronically to ECC

Donor Gift Tracking

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 EagleI prefer not to receive a donor appreciation gift.

KeyWorker Turn-In Pledge Preparation

24

Collect pledges weekly – All donors should turn in something: MyPay – Appreciation Award Acknowledgement form only Employee Express - Appreciation Award Acknowledgement form only NEXUS

Print out of cash or check contributions and submit with cash or check

Print out of payroll deduction form with wet signature Do not collect credit card print out – collect appreciation award

form only Traditional Pledge forms

Pledges must be reviewed for completeness, accuracy and legibility Submit Copy 1, Copy 2 for payroll deduction; Copy 2 only for cash

or check contributions

Contribution Collection Tips

25

Keyworkers Collect Pledge Forms &/or Appreciation Award Confirmation Forms Weekly

PII & OSI Compliance –remove cover when placing pledge form in envelope to submit to UPO/ECC

Do not staple cash & checks to pledge forms

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.

KeyWorkers make regular time to turn in report envelope with UPO/ECC

Leaves plenty of time for both KeyWorker and UPO/ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance)

Recommend one day prior to ECC turn-in with LE/PCFO Hub Administrator

KeyWorker Turn-In Pledge Preparation

26

Collect Weekly myPay pledge appreciation award acknowledgement forms

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

Employee Express Appreciation award acknowledgement form – Collect and verify

form 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

KW Pledge Reporting & Verification Overview

27

OPM compliancetraining

Keyworker fills out envelope report completely.

Keyworker signs for contents of envelope.

Keyworker reports donor gifts needed

Key Worker Turn-In

28

Keyworker: Separates each type of pledge and records # of each pledge and total $ for traditional & Nexus cash, check & traditional/PDF payroll deduction pledge forms. These are the only pledge forms turned in. Appreciation award forms are turned in for of myPay, EEX & Nexus payroll pledges and credit card contributions for online giving are not turned in. The chain of custody transition statement on the envelope will be signed off on by the all parties at each level of turn-in. ( IG Compliance)

NEXUS Check Forms Traditional FormsNexus CashForms

Key Worker Turn-In

29

Thank you for partnering with the CFC!

Campaign ReportingConfirm traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope by keyworker.

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

KW Responsibilities Recap

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 – Collector’s Coin Meet with UPO/ECC weekly to turn-in reporting envelope. If donors provided Nexus credit card, myPay or EEX pledge

receipts from system, return to donor.

Pledging

31

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#.

Key Worker Turn-In Reminder

32

Thank you for partnering with the CFC!

Campaign ReportingOne copy of the NEXUS payroll deduction form is collected; It is turned in to the ECC though not recorded on report envelope. The ECC turns it into the agency finance office for payroll allotment processing. Nexus credit card contributions are NOT collected due to PII. Both Nexus payroll and credit card contributions are uploaded from the system and back reported to ECC—otherwise there is duplication in the reporting of these contributions.

NEXUS Payroll Forms

SPECIAL INSTRUCTIONS FOR PAYROLL DEDUCTIONS

Please make sure you print your pledge,and sign with “wet signature.” Turn your pledge form into your keyworker.

Turn-In Flow Chart

33Thank you for partnering with the CFC!

There may be a Unit Project Officer (UPO) in larger agencies if desired

LE or PCFO Hub Administrator

ECC Pledge Reporting Verification

34

OPM compliancetraining

Envelope Verification:UPO/ECC should spot check forms in envelope to ensure the KW has reviewed donor forms for legibility, accuracy and completeness. UPO/ECC verifies accuracy of report on envelope. Once verified, UPO/ECC signs chain of custody and accepts envelope.

UPO/ECC Tips - 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 report envelope calculations and monies received are

correct and recorded accurately on the envelope. Collect electronically and track all gifts to be distributed on your

awards tracking ledger. Cut, paste, and consolidate all KW award tracking forms into one master for the organization each week.

Enter all financial information into correct Batch # section of the ledger.

PII Compliance

36

Thank you for partnering with the CFC!

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

37

Thank you for partnering with the CFC!

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

38

Thank you for partnering with the CFC!

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

39

Thank you for partnering with the CFC!

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

40

Thank you for partnering with the CFC!

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

41

Thank you for partnering with the CFC!

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 cfc@opm.gov to OPM.

2013