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Government of CanadaWorkplace CharitableCampaign (GCWCC)

CampaignManagement and

Operations Manual2013 Version

Updated August 2013



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Table of Contents

Welcome ..................................................................................................................................................................... 2

Acknowledgement of Understanding ......................................................................................................................... 3

Section I: About GCWCC ......................................................................................................................................... 4

Section II: Recipient Organizations........................................................................................................................... 6

Section III: Roles and Responsibilities – Campaign Management ........................................................................... 9

Section IV: Roles and Responsibilities – Recipients............................................................................................... 14

Section V: Campaign Tools .................................................................................................................................... 17

1. Campaign Materials .....................................................................................................................................17

2. Promotional Items ........................................................................................................................................23

3. Recognition ..................................................................................................................................................24

4. Training Manuals .........................................................................................................................................24

5. Loaned Representatives ...............................................................................................................................25 6. Post-Mortem ................................................................................................................................................25

Section VI: Promoting Your Campaign and Media Relations ................................................................................26

Section VII: National Federal Retirees .................................................................................................................... 27

Section VIII: Results reporting ................................................................................................................................ 28

Section IX: Financial Procedures ............................................................................................................................ 31

1. National Employee Campaign (outside of the NCR) ..................................................................................31

2. National Federal Retiree Campaign (within and outside of the NCR) .........................................................37

Section X: GCWCC Revenue Recognition and Cost Recovery .............................................................................. 38

Useful Links ............................................................................................................................................................. 41

Appendices ............................................................................................................................................................... 42

Appendix 1: Letter of support and endorsement for the GCWCC sent to all federal government employees on May ??,2013 from Yaprak Baltacıoğlu, Secretary of the Treasury Board, and Daniel Jean, 2013 GCWCC Campaign Chair andDeputy Minister of Health Canada ................................................................................................................................... 42

Appendix 2: GCWCC Structure ....................................................................................................................................... 43

Appendix 3: Memo from Michael Allen and Shirlane Day Re: Outline of Roles and Responsibilities of United Waysand Healthpartners/Partenairesanté .................................................................................................................................. 44

Appendix 4: Statement of Principles for Donors’ Rights ................................................................................................. 45 Appendix 5: Material Order Form .................................................................................................................................... 46

Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift Solicitation .................................................................. 46

Appendix 7: Promoting your Campaign – sample Media Advisory and News Release .................................................. 49

Appendix 8: Sample Payroll Payout Backup lists from National Office ......................................................................... 51Appendix 9: GCWCC Donations – Departments/Agencies Paid by PWGSC vs. Separate Employers That Pay EachRecipient Directly .......................................................................................................................................................... 522Appendix 10: Sample Retiree Payout Backup lists from National Office……………………………………………….55Appendix 11: Sample Cost Recovery Letter Accompanying Payout from National Office…………………..………...56



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WELCOME

This manual serves as a reference tool for the Government of Canada Workplace Charitable Campaign(GCWCC) across Canada. The intended users of the manual are all United Way staff involved in theGCWCC across Canada, as well as volunteers within federal departments and agencies, andHealthpartners coordinators involved in the GCWCC.

This is the definitive document for policies, procedures and practices pertaining to the direction of theGCWCC. It was created by United Way Ottawa, which is mandated by the Treasury Board of Canadato manage the GCWCC nationally and to co-manage the National Capital Region (NCR) GCWCC withCentraide Outaouais. It is mandatory reading for local GCWCC Managers at United Ways acrossCanada to ensure national accountability and consistency.

Additional information on the roles and responsibilities of the team members involved in delivering theGCWCC Campaign (either in the NCR or across Canada) is found on the GCWCC website:www.gcwcc-ccmtgc.org under Training Manuals.

For more information contact:

Linda Barber Senior Director, GCWCC National Campaign, United Way OttawaTel: (613) 683-3872 Fax: (613) 228-6722e-mail: [email protected]

Sandy Stiles

Manager GCWCC, National Approach, United Way OttawaTel: (613) 228-6897 Fax: (613) 228-6722

e-mail: [email protected]

Or

Government of Canada Workplace Charitable Campaign (GCWCC)363 Coventry RoadOttawa, ON K1K 2C5Tel: (613) 228-6700Fax: (613) 228-6722

Note: This manual has been updated for the 2013 campaign year. Any changes made since the last2012 version (September) have been indicated by highlighting and a bar in the left-hand margin.

http://www.gcwcc-ccmtgc.org/


mailto:[email protected]











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ACKNOWLEDGEMENT OF UNDERSTANDING

To ensure that all GCWCC Managers and other staff at local United Ways who play a part in theGCWCC understand the policies, procedures and practices pertaining to the management of theGCWCC, we ask that each GCWCC Manager provide an electronic or hard-copy signature ofacknowledgement of understanding to the GCWCC National Office on a yearly basis.

Please read the following statement, complete and return to the GCWCC National Office by:

1. Copying and pasting into email format and sending to [email protected], or

2. Printing a hard copy, filling out, signing and sending to Sandy Stiles, Manager, GCWCC, National Approach, United Way Ottawa, 363 Coventry Road, Ottawa, ON K1K 2C5).

Date: _____________

I ____________( Name of GCWCC Manager) _____________ have read the 2013 version of theGovernment of Canada Workplace Charitable Campaign (GCWCC) Campaign Management andOperations Manual.

I understand the policies, procedures and practices in effect and my role and responsibilities as GCWCCManager for the execution, delivery and handling of the GCWCC for _________________(Name of

United Way)___________.

I also acknowledge that all staff at my local United Way who play a role in the GCWCC (eg. Financestaff, senior management), have been provided with a copy of the GCWCC Campaign Management andOperations Manual, and have been asked to read and follow all procedures outlined in the manual.

________________________

(Signature)







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SECTION I: ABOUT GCWCC

FEDERAL GOVERNMENT SUPPORT

The federal government proudly supports Canadian communities and their needs through theGovernment of Canada Workplace Charitable Campaign (GCWCC). Developed exclusively for federal

employees and retirees, the GCWCC builds stronger, healthier communities through charitable giving,including payroll or pension deduction. The GCWCC supports United Ways, Healthpartners and allother Canadian Registered Charities. Please see Appendix 1 for the most recent letter of support andendorsement for the GCWCC from the federal government.

A PROUD TRADITION

From 1990 to 1996, United Way-Centraide and Healthpartners participated in nearly 80 federalcampaigns across Canada. In 1997, the Treasury Board of Canada expanded the campaign so that donorscould support any Canadian registered charity under a new name, the Government of Canada WorkplaceCharitable Campaign.

Each year, as mandated by the Treasury Board of Canada, United Way-Centraide, one of the mosttrusted names in the charitable sector, manages the annual campaign with the support of dedicatedvolunteers and donors from across the country.

Since its inception, the GCWCC has become one of the largest and most successful workplacefundraising campaigns in Canada.

The GCWCC Campaign consists of three elements:

National Capital Region (NCR) Employee Workplace Campaign (Ottawa and Outaouais)Canada,

National Employee Workplace Campaigns (outside of the NCR) wherever there is a federal presence

Federal Retirees Direct Mail Campaign (across Canada)

To ensure consistency and cost-effectiveness, United Way Ottawa works with the network of localUnited Ways across Canada to support them in their role as local GCWCC campaign managers.

WHY FEDERAL EMPLOYEES AND R ETIREES VALUE THE CAMPAIGN

The GCWCC is a testament to how much federal employees and retirees care about their communities.The campaign provides them with the opportunity to express the core values that they share from coastto coast to coast and to make a difference in their communities and across the country by supportingorganizations that are close to their hearts.

Key features of the campaign are:



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1. Giving is easy: The GCWCC offers donors the convenience and efficiency of consolidating theirannual charitable giving through one transaction on a single form. Donors can choose to givethrough payroll or pension deduction, spreading their gift out over the year. At the end of theyear the amount appears directly on a donor’s T4 or T4A, alleviating the need to keep track ofcharitable receipts.

2. Donor choice: Donors have the choice of supporting a wide range of social, health andcommunity-related agencies and organizations, large and small, which offer essential serviceswithin the community.

3. Efficiency: Through a centralized, streamlined administrative process, GCWCC donations are processed more efficiently than most charitable organizations. This enables more of eachdonation to go where it is needed most and enables the GCWCC to keep fundraising costs well below the national average for the charitable sector.

The GCWCC slogan “Federal employees and retirees – creating hope… changing lives” brings focus tothe supporters of this campaign and the power of their generosity. Every year federal employees andretirees throughout Canada create hope and change lives for thousands of people in communities acrossthe country with their donations to the GCWCC.

The GCWCC operates across Canada from coast to coast to coast and each campaign shares somecommon elements which are key to its success. Some of these elements are:

a tradition of generosity and community engagement among federal employees and retirees;

early planning; early launches;

100% face-to-face peer canvassing:

giving through payroll or pension deduction;

support from all levels of management and unions;

effective recruitment and motivation of workplace volunteers;

support and guidance of campaign teams from United Way’s GCWCC Managers acrossCanada; and

ongoing communication with donors, volunteers and managers.

FEDERAL EMPLOYEES AND R ETIREES – CREATING HOPE… CHANGING LIVES

K EYS TO THE GCWCC’S SUCCESS



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SECTION II: RECIPIENT ORGANIZATIONS

ABOUT UNITED WAY

www.unitedway.ca

www.centraide.ca

United Way is about building strong, healthy and safe communities for everyone. With your supportand the help of thousands of volunteers, we bring people together to help find solutions that address

short- and long-term needs in your own community.

When you give to United Way your donation will be invested where it is needed most and will have thegreatest impact in your community.

For more information on the programs, projects, initiatives and partnerships that we support in yourarea, contact your local United Way.

http://www.unitedway.ca/


http://www.centraide.ca/






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ABOUT HEALTHPARTNERS

www.healthpartners.ca

www.partenairesante.ca

What is Healthpartners?

Healthpartners is a unique collaboration of 16 Canadian national health charities that are working together to

transform the health of Canadians, particularly the 87% who are likely to be affected over the course of theirlifetime by one or more of the illnesses they represent. Healthpartners offers a convenient and cost-effective

way for Canadians to connect with and give to health charities in the workplace.

Why Give to Healthpartners?

We all know someone – a family member, friend, loved one or colleague who has learned that they have

cancer....or diabetes, Alzheimers or heart disease, Kidney disease or MS, or any of the other illnesses

represented by Healthpartners. And, as our population ages, those numbers are expected to increase.

The dollars that donors invest through Healthpartners – more than 100 million - have been and continue to be

invested in life saving research, early diagnostic tools, new treatments, and local health promotion and support

programs in communities across Canada.

What kind of impact does Healthpartners have, are my donor dollars actually supporting people in my

community?

All Healthpartners members are community-based organizations; they operate programs, offer services, and

promote health in communities, and are sustained by the efforts of community volunteers. Millions of

Canadians and their families are struggling to maintain the best possible quality of life while fighting disabling

and life-threatening diseases. In many cases they are also facing cuts to the health and community services

available to them. Donations made through Healthpartners enable our member organizations - with the

assistance of many dedicated volunteers - to provide direct support to these individuals. As well, Healthpartners

members contribute to the research that benefits all of us. We`ve seen some exceptional results that make a

difference in the lives of Canadians every day through the advances in knowledge, care and life expectancy.

Canadians have benefited from research that has resulted in a doubling of cancer survival rates. Heart attack

deaths have decreased by 75% over the past five decades. And, the median age of survival for people diagnosedwith Cystic Fibrosis has increased by 22 years (from 26 to 48) since 1985.

Who are the sixteen charities that make up Healthpartners?

The Healthpartners members are made up of 16 community-based health organizations located in all regions

across the country. All members share a common goal: to support medical research and health programs that

improve the health and quality of life of Canadians.

Alzheimer Society of Canada

ALS Society of Canada

The Arthritis Society

Canadian Cancer Society

Cystic Fibrosis Canada Canadian Diabetes Association

Canadian Hemophilia Society

Crohn’s and Colitis Foundation of Canada

Canadian Liver Foundation

Heart and Stroke Foundation of Canada

Huntington Society of Canada

The Kidney Foundation of Canada

The Lung Association Multiple Sclerosis Society of Canada

Muscular Dystrophy Canada Parkinson Society Canada

Does Healthpartners support donor choice?

We believe that donors know best where they want their money to go. Healthpartners completely respects –

and promote donor choice to any one or more of our health charities. And, when donors give to Healthpartners

directly, their donation is shared amongst all of our partners. Every dollar has an incredible impact on the lives

of Canadians.

http://www.healthpartners.ca/


http://www.partenairesante.ca/






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What can your donation do?

Healthpartners members contribute to the research that benefits all of us. We`ve seen some exceptional results

that make a difference in the lives of Canadians every day through the advances in knowledge, care and life

expectancy. Canadians have benefited from research that has resulted in a doubling of cancer survival rates.

Heart attack deaths have decreased by 75% over the past five decades. And, the median age of survival for

people diagnosed with Cystic Fibrosis has increased by 22 years (from 26 to 48) since 1985.

Healthpartners members provide more than 87 different local programs and services that assist

Canadians living with chronic disease and their families. Some of these programs and services also

include health promotion programs and activities so that more Canadians can live healthier.

How can I find out more about Healthpartners?

To assist donors in directing their gifts, Healthpartners makes information about our member health charities

readily available throughout the campaign. Visit us online at www.healthpartners.ca







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SECTION III: ROLES AND RESPONSIBILITIES –

CAMPAIGN MANAGEMENT

In February 1997, Treasury Board selected United Way-Centraide to serve as the GCWCC CampaignManager. The Campaign Manager is supported by local United Way offices in communities where thereis a federal government presence. The GCWCC in the National Capital Region is co-managed byUnited Way Ottawa and Centraide Outaouais. The GCWCC organization chart can be found inAppendix 2.

A clarification of roles and responsibilities was issued in 1999 with an addendum in 2003. Thefollowing is a summary of those roles; please see Appendix 3 for the historical documents.

GCWCC CAMPAIGN MANAGER

The position of GCWCC Campaign Manager is mandated by Treasury Board (TB). The CampaignManager:

Is accountable to TB for campaign management and for results across the country;

Provides leadership and strategic direction;

Conducts the GCWCC in an efficient and effective manner;

Secures commitment from Deputy Ministers, Assistant Deputy Ministers, Heads of Agencies,and Regional Federal Councils regarding their engagement;

Promotes all GCWCC campaigns;

Ensures consistency and cohesion amongst each campaign;

Implements and promotes donor and volunteer recognition; Focuses on evolving the GCWCC and maximizing its potential as a national campaign and as a

source of pride for federal employees and retirees both locally and nationally; and

In concert with Public Works and Government Services Canada (PWGSC), centrally receivesand directs employee gifts made through payroll deduction and gifts from retirees.

GCWCC CAMPAIGN CHAIR AND CABINET

Note: Each GCWCC operating outside of the NCR should have a structure similar to the one outlined below. The Local GCWCC Campaign Chair and Cabinet will work to support the local GCWCC withinthe workplace and with the Regional Federal Council.

GCWCC NCR Campaign Chair shall:

Chair the GCWCC NCR Campaign Cabinet;

Provide strategic vision and leadership for the annual GCWCC, both within the NCR, and acrossCanada;



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Set the annual GCWCC NCR campaign goal in consultation with the GCWCC NCR Cabinet;

Act as a spokesperson for the annual GCWCC and give interviews to the media;

Demonstrate leadership by participating in key NCR campaign events (ex. Launch,Achievement, etc.);

Encourage fellow Deputy Ministers and Heads of Agencies to engage their departments/agencies

in the GCWCC and to participate personally; Encourage Federal Regional Councils across Canada to engage in and support the GCWCC

(travel where schedule permits);

Report to the Clerk of the Privy Council at the DM Breakfasts (weekly during the campaign) andreport on the annual campaign once in the spring to the Secretary of the TB along with theCampaign Manager; and

Represent the GCWCC on the Campaign Cabinet for the local United Way CommunityCampaign in the NCR.

GCWCC NCR Cabinet

Members of the cabinet are senior volunteers. The Cabinet shall;

Represent and liaise directly with an assigned portfolio of federal departments/agencies; and

Meet at least twice in the spring and twice a month during the campaign.

GCWCC NATIONAL OFFICE

The GCWCC National Office is responsible for providing strategic direction, leadership and professional and technical support in both official languages to GCWCC volunteers and to all United

Ways that manage a local GCWCC across Canada, including the NCR.

The GCWCC National Office:

1) Is accountable to the GCWCC Campaign Manager

Maintains and updates the GCWCC results database on a regular basis; and

Compiles and provides a final accountability report of the campaign results to TB andUnited Ways.

2) Supports local United Ways

Encourages consolidated giving and establishes consistency in the GCWCC across

Canada; Reviews the training materials and explains the expectations of the employer, TB;

Provides a contact list of Healthpartners provincial coordinators to local GCWCCManagers in the spring;

Promotes and provides information and advice regarding the Loaned RepresentativeProgram, volunteer recruitment, and the procedures for meeting with Deputy Ministersand Assistant Deputy Ministers and Heads of Agencies to ensure strong support forcampaigns;

Works with individual departments and agencies across Canada to promote participation;



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Ensures the website at http://www.gcwcc-ccmtgc.org/ is updated regularly with nationalcontent to show the progress of the campaign;

Ensures that all local GCWCC Managers report their respective campaign results to theGCWCC National Office in a timely and consistent fashion and provides a reportingmechanism that is efficient and accurate;

Attends and makes presentations on the GCWCC at Regional and National Conferences;and

Disseminates key messages during the campaign and arranges for post-mortemdiscussions to exchange information on best practices.

3) Collaborates with Healthpartners representatives

Ensures a collaborative approach between local United Way and local Healthpartnersrepresentatives;

Organizes and attends meetings and workshops and provides information for theupcoming GCWCC;

Promotes and monitors the equal visibility of United Way and Healthpartners as the twonamed campaign recipients in departments/agencies; and

Ensures that all campaign results are reported to Healthpartners in early spring.

4) Prepares and distributes campaign materials

Oversees the collection of feedback on campaign collaterals and the design, productionand distribution of campaign materials and volunteer training guides;

Ensures the use of the GCWCC supplies within federal departments/agencies;

Provides United Way offices and GCWCC Managers with sufficient supplies and ensuresdistribution of the material within the federal departments/agencies;

Verifies that the official name, logo, slogan, posters and brochures are distributed andutilized in the local GCWCC and within federal departments/agencies; and

Prepares and distributes volunteer training guides online.

Note: For more information refer to Section V: Campaign Tools.

5) Manages the national federal retirees’ campaign

Manages the national federal retirees’ campaign on behalf of all United Ways andHealthpartners; and

In partnership with PWGSC, prepares and distributes direct mail packages to federalretirees across Canada.

Note: For more information, refer to Section VII: National Federal Retirees.

The GCWCC National Finance Office:

Receives and distributes federal employee and retiree payroll/pension deductions to localUnited Ways and Healthpartners monthly;

Receives and processes pledge forms and distributes tax receipts for the GCWCC retireescampaign; and







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Recovers campaign costs from all United Ways and Healthpartners based on a pro-ratashare of campaign revenues.

LOCAL GCWCC MANAGERS

Local GCWCC Managers shall:

1) Abide by the Principles for Donors’ Rights

The “Statement of Principles for Donors’ Rights” (see Appendix 4) was approved by themembership of United Way Canada at the March 1998 Annual General Meeting.Member United Ways are expected to comply with these guidelines. This documentstipulates that the donor has “the right to expect that the organization will not share or sella mailing list which includes the donor’s name, without providing the donor with ameaningful opportunity to decline;” and

Lists of donors cannot be sold or given to any organization, including United Way andHealthpartners. However, the local United Way, as the local GCWCC manager, may

invite GCWCC donors to recognition and/or thank-you events, in order to expressgratitude for giving to the local community through the GCWCC.

2) Comply with GCWCC strategic direction and instructions provided by the GCWCCCampaign Manager and the GCWCC National Office and documented in this manual.

3) Plan, organize and manage local GCWCC employee campaigns

United Ways identify a local GCWCC manager who is responsible for conductingdepartmental GCWCCs and educating federal employees on the GCWCC concept;

Recruit, train, and organize a local GCWCC volunteer structure;

Set up a local Campaign Cabinet;

Disseminate GCWCC materials;

Manage events;

Manage the GCWCC Speakers’ Bureau (United Way and Healthpartners speakers); and

Implement a recognition program to ensure continued commitment and engagement tothe GCWCC.

4) Foster relationships with Healthpartners provincial coordinators

Initiate and build relationships with Healthpartners provincial coordinators; and

Ensure that Healthpartners representatives are invited to attend key training and specialevents during the GCWCC.

5) Foster relationships with the local federal retiree community

Explore opportunities for retiree engagement.

Note: For more information, refer to Section VII: National Federal Retirees.



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6) Report results

Produce and forward to the GCWCC National Office a final report of local GCWCCresults by the due date, January 31, of each year. This is important for calculating theshare of expenses of each United Way based on a pro-rata of the revenues, and to reportnational results to TB.

Note: For more information, refer to Section VIII: Results Reporting.

7) Fulfill Designations

Note: For more information, refer to Section IX: Financial Procedures.



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SECTION IV: ROLES AND RESPONSIBILITIES –

RECIPIENTS

When the campaign was established in 1997, the federal government specifically identified two charitiesas named recipients, giving them special recognition and prominence in the eyes of GCWCC donors.The two named recipients are

United Way; and

Healthpartners.

Each of these organizations embraces a defined but broad range of community issues and needs. UnitedWay focuses on social needs and issues within the local community and Healthpartners focuses onhealth needs and issues addressed by national health charities.

This prominence and recognition for the two named recipients means that both organizations:

Share top-of-mind positioning and visibility with donors;

Share access to donors through the gift form and campaign materials; and,

Since 1999, both named recipients have received over 78% of the total GCWCCdonations between them each year.

Other charitable organizations receive donations through the GCWCC when:

they register as Canadian charities with the Canada Revenue Agency. (More information

is available at: http://www.cra-arc.gc.ca/chrts-gvng/menu-eng.html)

donors write in by hand the charities’ names and charitable registration numbers –

Business Number (BN) on the gift form.

UNITED WAY (R ECIPIENT)

As a recipient, United Way:

Collaborates effectively with United Way’s local GCWCC Manager throughout the campaign;

Supports GCWCC Managers by providing human resources (volunteer or staff);

Provides agency speakers to promote respective causes at GCWCC events when requested bythe GCWCC Manager;

Provides information and United Way material to the local GCWCC Managers for distributionwhen requested;

Attends and participates in training sessions upon invitation by the GCWCC Manager;

Attends special events held by departmental/agency campaigns when requested by thedepartment and the GCWCC Manager;

Attends launch and achievement celebrations where applicable;

Shares campaign costs based on revenues; and

Acts in good faith and promotes the GCWCC.

http://www.cra-arc.gc.ca/chrts-gvng/menu-eng.html





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HEALTHPARTNERS (R ECIPIENT)

Healthpartners works in collaboration with the GCWCC Campaign Manager throughout the campaigneach year. Across the country, Healthpartners members provide support to the local GCWCC Managersthrough local provincial coordinators. The provincial coordinators are encouraged to build relationshipswith local GCWCC Managers to ensure participation at campaign events and activities. Provincialcoordinators are the lead contacts for the 16 individual member agencies and they coordinate all requestsfor campaign events, Healthpartners’s speakers bureau, displays, and HEALTH CHECKs. They areresponsible for recruiting, training, scheduling and coordinating Healthpartners volunteers.

As a recipient, Healthpartners:

Represents the interests of the 16 member organizations of Healthpartners in the local GCWCC;

Collaborates effectively with United Way local GCWCC Managers throughout the campaign;

Supports the GCWCC Managers by providing human resources (volunteer or staff);

Provides agency speakers at GCWCC events;

Provides information and Healthpartners material to the local GCWCC Managers for distribution

when requested by GCWCC Managers; Arranges for displays and HEALTH CHECKs when requested by GCWCC Managers;

Manages the Healthpartners Speakers Bureau, in collaboration with GCWCC Managers, includingfinding speakers and providing them at canvasser trainings when requested by GCWCC Managers;

Attends and participate in training sessions upon invitation by the GCWCC Manager;

Attends special events held by departmental/agency campaigns when requested by the departmentand invited by the GCWCC Manager;

Attends launch and achievement celebrations where applicable;

Shares campaign costs based on revenues; and

Acts in good faith and promotes the GCWCC;

HEALTH CHECK

Healthpartners actively promotes health in Canadian workplaces using a unique and fun approach.HEALTH CHECK is a free educational program designed to make people more aware of their healthand to show how simple lifestyle changes can make a real difference. During the GCWCC, HEALTHCHECKs are offered to federal employees at their workplace and are available to departments/agenciesupon request. Healthpartners provide fully interactive displays that share information about physicalactivity, managing stress and healthy eating choices. Please speak to your local GCWCC manager to book a HEALTH CHECK for your department.

Speakers Bureau

Healthpartners run a Speakers Bureau program where volunteers visit Canadian workplaces and speakabout their personal health experiences, challenges and success stories. Some speakers have battleddisease themselves, while others may have been supporting family members or close friends during ahealth crisis. These speakers put a human face on the fight against disease and can speak about how theyhave benefited from the support and services provided by Healthpartners member organizations.

The Speakers Bureau supports workplace fundraising initiatives, and helps keep Canadians informedabout health matters. Throughout the year, members of the Speakers Bureau are available to address



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employees, interested donors, canvassers, campaign workers and other groups. If you’re interested in

hosting one of our speakers, please speak with your local GCWCC manager.

Seeing is Believing Tours

Healthpartners offer all donors the opportunity to see how their donations make a difference.Healthpartners can arrange a tour at health charity facilities or research centres, so you can see firsthandthe hard work they are doing in the community. Book a tour today to learn how your donation supportsimportant research and health support services in your area.



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SECTION V: CAMPAIGN TOOLS

1. Campaign Materials

To ensure consistent messaging, bilingual GCWCC campaign materials are developed by theCommunications and Marketing team at United Way Ottawa, in consultation with Healthpartners, and

Centraide Outaouais. These materials are distributed by the GCWCC National Office for furtherdistribution by local GCWCC Managers to federal department/agency workplaces across Canada.

UsagesOnly GCWCC campaign materials provided by the GCWCC National Office should be distributed bylocal GCWCC Managers and/or federal departmental/agency volunteers. However, if GCWCCcampaign materials are unavailable, local GCWCC Managers can include a brochure about their localUnited Way, if they also include a Healthpartners brochure to ensure equal promotion of both UnitedWay and Healthpartners as recipients.

Procedures for Ordering Campaign Materials

Each year, usually during the April\May period, the GCWCC National Office canvasses the local UnitedWays for their requirements, and requests them to respond to a material order online survey (seeAppendix 5). Local GCWCC Managers are required to complete the survey and return it by the due

date (usually before end of May). The GCWCC National Office then processes all orders and shipsrequested hard-copy materials to the appropriate locations by August. Upon receipt, all local GCWCCManagers are required to check the contents of the packages and communicate to the GCWCC NationalOffice if there are any discrepancies. These materials are then to be distributed to localdepartmental/agency volunteers for further distribution.

For reference:

The official name of the campaign is: Government of Canada Workplace Charitable Campaign(GCWCC).

The official logo highlights the Healthpartners logo, the United Way logo and a maple leafrepresenting the federal government.

The theme of the GCWCC is: “Be a star in someone’s life. Support the GCWCC.”

The slogan of the GCWCC is: “Federal employees and retirees – creating hope…changinglives.”

Suggestions for improvement or modification to campaign material can be communicated to theGCWCC National Office which will work with the Communications and Marketing team. Feedback onmaterials may also be provided via the annual GCWCC Post-Mortem (see sub-section 6).



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A) The Gift Form

The gift form and the principles governing the procedures set out in this manual were originallyapproved by TB. The GCWCC gift form promotes donor choice and provides United Way andHealthpartners with equal prominence as named recipients.

Note: In the NCR, there are three named recipients who are provided with equal prominence:

United Way Ottawa, Centraide Outaouais, and Healthpartners. Working within the federalgovernment’s parameters, the GCWCC gift form is reviewed annually and strives to reflect asmany recommended improvements as possible. Requests to alter the gift form require approvaland must be sent to the GCWCC National Office.

Note: Should an employee wish to increase a contribution amount after the original form has been submitted, a new gift form for the full revised amount to be deducted must be completedand forwarded to the local United Way and payroll office as required. The employee shouldindicate on the new gift form that this amount supersedes the previous one.

Two Types of National Gift Forms

When ordering their GCWCC materials in early spring, local GCWCC Managers outside of the NCRhave the option to choose between two (2) different types of GCWCC national gift forms: generic andcustomizable gift forms. In 2012, the option was introduced to enable local GCWCC Managers to printgift forms locally or to receive hard-copy stock from the GCWCC National Office. This option wasintroduced because of the ability to eliminate the unique numbering system that was traditionally usedwith GCWCC national gift forms in the past (which gave each gift form a unique serial number in thetop right-hand corner). In a survey conducted in early 2012, local United Ways confirmed that theunique numbering system was not essential (*Note: The numbering system is essential and will be

maintained for the GCWCC gift forms for the National Capital Region, Centraide Québec et Chaudière- Appalaches, and Nunavut because of their use of the GIFTS system which requires the unique serial

number for data entry). If a local United Way wishes to number their gift forms, a blank space has been left in the top-right hand corner for them to do so (see below for more information).

Note: If a local GCWCC Manager chooses to print their generic or customizable forms locally, theywill be exempted from charges for the cost of centralized gift form printing and distribution, and willincur the costs of printing their gift forms locally. If a local GCWCC Manager chooses to receive hard-copy stock of the generic gift forms from the GCWCC National Office they will be charged, as in previous years, to help pay for centralized gift form stock, printing and distribution. The local GCWCCManager will also incur locally any charges to overprint information on the gift forms (ex. Local UnitedWay’s identification # in Box 1 and 4, and/or unique serial numbering).

For reference purposes, relevant comparisons with the NCR Gift Form are also included below.

Generic Gift Forms

Local GCWCC Managers may choose forms that have text in Box 1 (Local United WayBox) that reflects five generic impact/priority areas for donors to choose from (Services toalleviate poverty, Seniors, People with disabilities, New Canadians, and Children, youth andfamilies).

If the local GCWCC Manager chooses to receive hard-copy stock of the generic gift form

from the GCWCC National Office, these gift forms will arrive ready for distribution.However, the local GCWCC manager may choose to over-print their local United Way’s



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identification # in the Box 1 and 4 sections of the gift form (at the top and bottom of theform) to reduce the need for donors to do so manually, or they may choose to apply a uniqueserial number on each gift form.

If the local GCWCC manager chooses to print their generic gift forms locally, they willreceive an electronic file from the GCWCC National Office enabling them to do so. Theoption will remain for local GCWCC Campaign Manager to input their local United Way’sidentification # in the Box 1 and 4 sections of the gift form (at the top and bottom of the

form), and/or to apply a unique serial number on each gift form. Instructions will be provided to this effect when the file is sent.

Customizable Gift Forms Impact/priority areas listed on the generic gift form may not suit every local United Way.

Therefore, local GCWCC Managers may order GCWCC national gift forms that allow forcustomizable text to be inserted into the Local United Way Box (Box 1). Text developed bylocal United Way must be submitted to the GCWCC National Office by the due date provided to obtain the necessary approval for use.

If the local GCWCC Manager chooses to receive hard-copy stock of the customizable gift

form from the GCWCC National office, these gift forms will arrive ready for over-printing.Local GCWCC Managers are responsible for over-printing their approved customized textinto Box 1, using a template provided by the GCWCC National Office. Local CampaignManagers may also over- print their local United Way’s identification # in the Box 1 and 4

sections of the gift form (at the top and bottom of the form) to reduce the need for donors todo so manually, or they may choose to apply a unique serial number on each gift form – both which will be made possible with use of the template provided by the GCWCC National Office.

If the local GCWCC manager chooses to print their customizable gift forms locally, theywill receive an electronic file from the GCWCC National Office allowing for customizationof text in permitted areas prior to printing with their preferred print supplier and/or through

their United Way’s laser printer. The option will also remain for local GCWCC CampaignManager to input their local United Way’s identification # in the Box 1 and 4 sections of the

gift form (at the top and bottom of the form), and/or to apply a unique serial number on eachgift form. Instructions will be provided to this effect when the file is sent.



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Tour of the Gift Form

BOX 1 – Local United Way

Box 1 is the designated space for the local United Way. If an employee wishes to contribute to theirlocal United Way, they must identify their gift in Box 1 – My Local United Way.

Note: In the NCR, Box 1 is assigned as the United Way Ottawa box, and Box 2 is assigned as

the Centraide Outaouais box, as there are two (2) local United Ways in the NCR campaign.

All donations captured under Box 1 must be recorded as designations to the Local UnitedWay in the year-end GCWCC final results submission.

In order to ensure that gifts are directed to the appropriate local United Way office, the

local United Way code must be entered on the gift form in both sections for Box 1 (top and bottom of the gift form). The codes for United Ways across Canada are listedon the national and NCR calendars and on the website at http://www.gcwcc-ccmtgc.org/en/running_a_campaign/National/Promotional_Materials.php .

Note: All United Way codes start with a “01 code”. Local United Way Campaign Managersmay over-print their local United Way code in the Identification # box for Box 1 in order toreduce the need for donors to insert this manually and avoid coding errors.

BOX 2 – Other United Way

Box 2 is the designated space for Other United Ways. If an employee wishes to contribute to a UnitedWay other than their local United Way, they must identify their gift in Box 2 – Other United Way.

Note: In the NCR, Box 3 is assigned as the Other United Way box.

All donations captured under Box 2 must be recorded as designations to Other United Waysin the year-end GCWCC final results submission.

http://www.gcwcc-ccmtgc.org/en/running_a_campaign/National/Promotional_Materials.php








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In order to ensure that gifts are directed to the appropriate local United Way office, the

correct local United Way code must be entered on the gift form in both sections for Box

2 (top and bottom of the gift form). The codes for United Ways across Canada are listedon the National and NCR calendars and on the website at http://www.gcwcc-ccmtgc.org/en/running_a_campaign/National/Promotional_Materials.php .

Note: All United Way codes start with a “01 code”.

Note: Should an employee wish to contribute to additional United Ways, over and above theirlocal United Way and one additional Other United Way, an additional gift form must be fullycompleted. All forms should be attached together.

BOX 3 – Healthpartners

Box 3 is the designated space for Healthpartners. If an employee wishes to contribute to Healthpartners,they must identify their gift in Box 3 – Healthpartners.

Note: In the NCR, Box 4 is assigned as the Healthpartners box.

All donations captured under Box 3 must be recorded as designations to Healthpartners in theyear-end GCWCC final results submission.

The identification number for Healthpartners and their national member organizations is01555 across Canada, and this number is pre-printed in BOX 3.

Donors may choose to designate their Box 3 gift to Healthpartners who will distribute the giftamongst its 16 national member agencies, and/or to one or multiple Healthpartners nationalmember agencies. As part of Healthpartners, the member organizations have the freedom to

determine the best way to invest the funds raised, within the limits established by theHealthpartners membership criteria. Based on Healthpartners’s intent to support bothresearch and local programs and services, gifts made to Healthpartners in BOX 3 will bedirected to each national member organization for distribution to local communities andnational research initiatives.








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Note: If a donor wishes to direct their donation to a local health affiliate (e.g. a provincial healthorganization), the gift must be captured in BOX 4 (see below) as long as the local affiliate has its ownBusiness Number (BN). When the local affiliate does not have its own BN, the gift cannot be processedthrough BOX 4 and should be included in BOX 3 under the Healthpartners BN.

BOX 3 Gifts to Healthpartners and/or individual member organizations.

BOX 4 Gifts to local affiliates of Healthpartners Must have distinct BN If no distinct BN, return to BOX 3

BOX 4 – Other Canadian Registered Charities

Box 4 is the designated space for designations to Other Canadian Registered Charities. If an employeewishes to contribute to any other Canadian registered charities, they must identify their gift in Box 4 –

Other Canadian Registered Charities.

Note: In the NCR, Box 5 is assigned as the Other Canadian Registered Charities box.

All donations captured under Box 4 must be recorded as designations to Other CanadianRegistered Charities in the year-end GCWCC final results submission.

When completing BOX 4 on the gift form, the donor must fill in the name of the charity andthe organization’s BN in the appropriate area. This number is the charity’s registrationnumber assigned by Canada Revenue Agency. A searchable listing can be found athttp://www.cra-arc.gc.ca/chrts-gvng/lstngs/menu-eng.html or by calling 1-800-267-2384

Note: The local United Way is responsible for the distribution of Box 4 designations andtherefore the local United Way’s code must be placed in the Identification # for Box 4 . LocalGCWCC Managers may over-print their local United Way’s code in the Identification # box for

Box 4 in order to reduce the need for donors to insert this manually and avoid coding errors.

B) Calendar

It is the responsibility of local GCWCC Managers to instruct canvassers to distribute the GCWCC giftforms together with GCWCC calendars provided by the GCWCC National Office. The calendar hasimportant information related to campaign giving, and also includes the codes of the local United Waysacross Canada, which are required for donations to Other United Ways and Other Canadian RegisteredCharities.

http://www.cra-arc.gc.ca/chrts-gvng/lstngs/menu-eng.html





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C) GCWCC Posters

GCWCC posters are available in two sizes, small (8.5” x 11”) and large (17” x 22”) and are excellentvisuals for the campaign.

Posters are customizable and images of local federal public servants may be substituted for the photos

provided. Please go to http://www.gcwcc-ccmtgc.org/ for more information.

Note: In the NCR, only large posters are available in hard copy. Small posters are availableonline at http://www.gcwcc-ccmtgc.org/

D) GCWCC Thermometers

GCWCC thermometers are helpful tools to keep employees informed of the progress of their campaign.They are available in two sizes, small (8.5” x 11”) and large (17” x 22”).

Thermometers are customizable and images of local federal public servants may be substituted for the photos provided. Please go to http://www.gcwcc-ccmtgc.org/ for more information.

Note: In the NCR, only large thermometers are available in hard copy. Small thermometers,however, are available online at http://www.gcwcc-ccmtgc.org/

E) Special Event Forms

Special event forms should be provided by the local GCWCC Manager to departments and agencies fortracking of special events and dollars raised.

F) GCWCC Logos

GCWCC logos can be downloaded online and they can be found at http://www.gcwcc-ccmtgc.org/.

2. Promotional Items

Promotional items, such as t-shirts, and aprons, etc., may be produced by local GCWCC Managers andgiven or loaned to volunteers in the federal workplace as long as the materials are branded with theGCWCC logo or messaging. Local GCWCC Managers may also encourage departments/agencies to produce their own items at their own cost by a company of their choice, as long as the official GCWCClogo and name appear on the items. Before producing any promotional materials, please check with theGCWCC National Office.

When departments/agencies want to hold special events (draws, golf tournaments, etc.) to recognizevolunteers and GCWCC promotional items are not available, the local GCWCC Manager may giveUnited Way and Healthpartners items as prizes. To ensure equal visibility, both recipient organizations' promotional items should be utilized at the same event.

GCWCC Online Store

GCWCC customized materials and collaterals may be purchased through the online store (ex. leadership pins, banners, flags, kit folders). The purchase of these items is at the discretion of the local United Way























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or department/agency and must be funded through local budgets. Please go to http://www.gcwcc-ccmtgc.org/ or contact the GCWCC National for more information.

Gift Solicitation

Campaign teams occasionally consider soliciting gifts from private sector suppliers. Annually theGCWCC Chair writes to departmental Deputy Ministers and Heads of Agencies providing guidance on

this subject for Campaign Leaders and employees involved in the campaign. Please see Appendix 6.

3. Recognition

A) Certificates

Certificates may be downloaded from the website (http://www.gcwcc-ccmtgc.org/) and customized forvolunteer recognition. Hard copy certificates for use outside of the NCR may also be ordered from theGCWCC National Office.

B) Local GCWCC AwardsRecognition to departments/agencies for pledge rate, pledge rate increase, etc., is encouraged. TheGCWCC logo and name must appear on these awards and no other logos or slogans can appear.Local GCWCC Managers are strongly encouraged to implement a recognition program (thank youletters or e-mails to volunteers and campaign leaders, personalized holiday cards, etc.) to ensurecontinued engagement and commitment to the GCWCC.

C) GCWCC National Team Spirit Award

In 2010, a new GCWCC award was introduced, the National Team Spirit Award, which recognizes theeffort, innovation and creativity that departments/agencies put forth to bring together their GCWCC in

the NCR with all of the GCWCC activities that take place across Canada in departments’ local offices.The award is given out annually and departments who take a national approach are encouraged to applyat the end of their campaign. For more information, contact at the National Office [email protected]

4. Training Manuals

GCWCC volunteer training manuals for GCWCC employee workplace campaigns both in the NCR andacross Canada (National) are available from the website (http://www.gcwcc-ccmtgc.org/).

These manuals have been created to help train local departmental/agency volunteers. Thetopics/positions covered by the manuals are:

Campaign Leader

Branch Coordinator

Team Captain

Special Events Coordinator

Treasurer/Payroll
















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Training manuals can be customized by United Ways to include local content such as statistics andinformation about the local GCWCC.

5. Loaned Representatives

Loaned Representatives (LRs) or sponsored employees are individuals loaned to local United Ways byorganizations in the public and private sector over the course of the campaign (16 weeks). Theseindividuals act as extensions of United Way staff and local GCWCC Managers by working closely withdepartmental/agency campaigns. Local federal senior managers make the decision whether or not toallocate staff to the LR/sponsored employee program, and each local United Way is responsible fordeveloping its own LR program, recruiting qualified candidates and providing adequate training.Salaries and expenses are paid by the home organizations.

For more information, please contact the GCWCC National Office.

6. Post-Mortem

The GCWCC National Office conducts a yearly electronic post-mortem survey of the GCWCC with alllocal GCWCC Managers at local United Ways that run employee campaigns. This post-mortem is usedto acquire important feedback and lessons learned from the yearly campaign. Subjects covered includeoperations, materials, best practices and difficulties.

It is very important that all GCWCC Managers respond to the post-mortem survey by the due dateindicated. The GCWCC National Office shares the compiled results with all local United Ways and alsotakes the feedback into consideration for campaign planning for the coming years.



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SECTION VI: PROMOTING YOUR CAMPAIGN AND

MEDIA RELATIONS

How to get your launch or fundraising event covered by the local media:

Before you get started, ask yourself some simple questions:

Is my story interesting/compelling?

Is there a visual for a photo-op?

Do I have a spokesperson?

Would it be good for TV, radio and newspaper?

If you answered yes to all of these questions, prepare a media advisory. A media advisory is a one- page summary that provides the media with all the relevant details regarding your event.

At a minimum, it should provide the following information:1. Date and time of the event

2. Location3. Details regarding people in attendance

4. Some interesting facts about the event

Issue the media advisory a day in advance to the local media and follow-up with phone calls. Then,make sure your primary media contact is on stand-by to greet reporters and help them out withinterviews and photo opportunities. Please see Appendix 7 for an example of a media advisory.

A news release is also a great tool as it provides additional information about the event and quotes fromyour spokespeople. It essentially helps the journalist shape the news coverage. Note that you do nothave to prepare a news release for every event, but it is helpful to media covering your event. Please see

Appendix 7 for an example of a news release.

Managing media issues:

The local United Way is responsible for handling media regarding any inquiries re the local GCWCC.Although United Way Ottawa is available for consultation, the local United Way is required to provide aresponse and, if necessary, a spokesperson.



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SECTION VII: NATIONAL FEDERAL RETIREES

Federal retirees play an important role in the success of the GCWCC. Their contributions help ensurethe continued well-being of our communities through the agencies and programs they support.

R ELATIONSHIP WITH THE FEDERAL R ETIREE COMMUNITY

Local GCWCC offices are encouraged to engage their local federal retiree population in order to providethem with an opportunity to remain connected to their communities after they have left the workplace.Local retiree groups and/or alumnus associations provide for networking opportunities and act as potential sources for volunteers. These groups enable retirees to be better informed about the GCWCCand foster stronger bonds with the campaign.

PROCEDURES FOR THE R ETIREE MAILING

With assistance from Public Works and Government Services Canada (PWGSC), two mailings areconducted: the first in September and the second in January.

Materials contained in the packages are prepared by the GCWCC National Office and include:

a solicitation letter

a gift form - the GCWCC retirees gift form contains all the same designation options asthat of the GCWCC employee workplace gift form (i.e. Box 1 – Local United Way orOther United Way, Box 2 – Healthpartners, and Box 3 – Other Canadian RegisteredCharities)

a return envelope - gift forms are returned to the GCWCC National Office for processing

Note: When a retiree donor selects Box 1 – United Way, their gift will go to their local United Way (as per the donor ’s postal code indicated on the gift form), unless otherwise indicated by the donor.

Note: For more information on roles/responsibilities for processing designations for the GCWCCretirees campaign, please refer to Section IX: Financial Procedures.

Any inquiries from federal retirees should be directed to the GCWCC retiree hot-line, at 1-877-379-6070.



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SECTION VIII: RESULTS REPORTING

Each year, the GCWCC Campaign Manager presents the official GCWCC results to Treasury Board.This reporting function is essential to United Way accountability as GCWCC Campaign Manager.

The results are also used to determine each Recipient’s share of the fundraising costs (see Section X) of

each local United Way vis-à-vis the GCWCC national campaign. Local assistance in submitting and preparing results is essential and greatly appreciated.

The GCWCC results report is also a useful tool that gives Deputy Ministers, Agency Heads, federaldepartments/agencies, volunteers, staff and recipients an opportunity to review campaign results fromacross Canada.

The GCWCC results have been made available online via the National Online Reporting Tool (NORT)since 2009 on the GCWCC website. Reports from 1999 to the present are available for viewing. NORTallows users to download reports and save them in various file formats including MS Word and PDF.

About the National Online Reporting Tool (NORT)

NORT (available at http://www.gcwcc-ccmtgc-national.org/) was created in-house in 2009 by theGCWCC national staff at United Way Ottawa. The objective of the NORT is to make it easy andconvenient for local United Way offices running GCWCC’s to electronically report their results and to

streamline the work involved, thereby reducing the time required for the production of the GCWCCnational reports.

Prior to 2009, all local United Way offices submitted their GCWCC results via two Excel spreadsheets(National Results and Healthpartners designation form). To ease the transition to online reporting, NORT was designed to closely resemble the Excel spreadsheets. The primary difference is that data is

now live, online, and available immediately for viewing by the local United Way offices and theGCWCC National Office.

Training and assistance using NORT are available from the GCWCC National Office.

R EPORTING FINAL GCWCC NATIONAL R ESULTS – END OF CAMPAIGN

Please see the “National Online Reporting Tool (NORT) GCWCC Manager User Guide” available at

www.gcwcc-ccmtgc.ca for specific steps on how to report final results.

The NCR GCWCC Manager submits final results via the locally used system, Andar or GIFTS.

Local GCWCC Managers outside of the NCR must complete and submit their GCWCC results byJanuary 31 using NORT.

http://www.gcwcc-ccmtgc-national.org/


http://www.gcwcc-ccmtgc.ca/






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Information Required for NORT

National Results Form

Note: Do not report federal service retirees numbers. These results will be entered by the GCWCCnational office at the end of the campaign

Department Name: Results from all offices that belong to the same department or agency must be combined. For example, the presence of three different HRSDC offices in your catchmentarea should be combined under one HRSDC entry.

Number of employees: indicates the number of employees. HR managers in thedepartments/agencies of the local campaign will be able to provide this number. This informationallows for calculations of pledge rate and other analysis.

Number of Donors: indicates the number of donors. This is the number of completed gift forms

collected from each department/agency. Knowing the number of donors allows for calculationsof pledge rate and conduct analysis.

Number of Friends, and Leaders: indicates the total number of Leaders and Friends for eachrespective department/agency. A separate field is provided to specify Leadership gift $ amount.

United Way $s: indicates the amount of money that departments/agencies raise in the variouscategories: Cash and Payroll Deductions (PRD). Please note that “Cash” includes cash, cheques

(one-time and monthly) and credit card payments (one-time and monthly).

Healthpartners $s: same procedures as for the United Way dollar entries. The total amount forthis column must balance with the total amount on the Healthpartners Designation Form (enteredvia a separate screen). Note: local chapters of Healthpartners are recorded under Other CanadianRegisteres Charities.

Other United Way $s: same procedures as for the United Way dollar entries.

Other Canadian Registered Charities: same procedures as for the United Way dollar entries.

Special Events: NORT calculates the percentage of special events dollars to be allocated toUnited Way and Healthpartners. For more information, please refer to Section VIX: FinancialProcedures.

Total: calculates the total figures from the entries above.



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Healthpartners Designation Form

Member Name: this column lists Healthpartners members and includes a line for theHealthpartners fund. The amount that donors designate in Box 3 of the gift form on the line“Healthpartners — Divide among all 16 organizations” is indicated here.

Cash: indicates the amount of cash designated to each Healthpartners member. This informationis found on gift forms submitted by federal employees during the federal campaign.

PRD: same procedures as for the Cash column.

Total: calculates the total figures in the horizontal and vertical columns. The total amount for

this column must balance with the Cash and PRD amounts for Healthpartners on the NationalResults Form.



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SECTION IX: FINANCIAL PROCEDURES

It is important to note that the discussions regarding the possible introduction of a new fee for

recovering local United Way costs from Healthpartners have not been concluded and therefore

the existing policy, as described in this manual, continues to apply for 2013. If there are any

changes, an updated manual will be issued.

Please also note that this section reflects information shared at the annual GCWCC webinars onfinancial procedures provided on United Way Canada’s portal (http://www.unitedway.ca/portal). Newlocal United Way staff with GCWCC financial responsibilities should view the recording of thewebinar.

1. National Employee Campaign (outside of the NCR)

PROCESSING THE GIFT FORM

It is important to remember that: The main portion of the gift form goes back to the local United Way office/local GCWCC

manager.

The tear-away piece at bottom of gift form goes to the appropriate federal government payrolloffice designated for that department/agency.

Duties of Department/Agency Coordinator

The department/agency coordinator compiles and summarizes the information, reporting regularly to thelocal GCWCC manager. The specific duties of the department/agency coordinator are as follows:

Collect pledge forms from donors. Please ensure that all the necessary donor information has been completed.

If the designation is to Box 1 and/or Box 4, the coordinator must ensure that the five (5) digit

code of the local United Way identification # is on both parts of the gift form (main portion and

tear-away piece) . If the designation is to Box2 – Other United Way, the 5 digit code of the chosen United Way should be entered. The codefor Box 3 is already pre-printed with the Healthpartners code.

The department/agency coordinator returns the entire gift form to the treasurer for recording purposes.

The department/agency coordinator then remits the main portion of all gift forms received to the

local GCWCC manager, including any cash/cheques and summary report, for processing and the printing of receipts. Please do not keep har d- copies of the donor’s completed gift forms.

The department/agency coordinator receives receipts for cash/cheque donations from the localGCWCC manager and distributes them to the donor(s).

Addit ional procedures for payrol l donations:

a. *Important Note: All payroll deductions start in January and end in December of eachyear. Please consult the respective Payroll Office to identify the deadline by which thisinformation is needed.

http://www.unitedway.ca/portal






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b. The department/agency coordinator remits the tear-away piece of the gift form to thePayroll Office to authorize payroll deductions.

c. Please make absolu tely sur e that the code for the designated United Way fr om the main

form also shows up on the tear-away piece for any donations to Box 1, 2 and/or 4 to

ensure the payroll payments are forwarded to the appropr iate United Way.

Duties of the Payroll (Pay and Benefits) Office

The department/agency’s Payroll Office will receive the tear-off portion of the pledge form for alldonations paid via payroll. It is the responsibility of the Payroll Office to ensure that the donation is properly coded in the pay system at the correct amount, processed each month and transmitted toPWGSC for payment. The following procedures must be followed to ensure the correct deduction anddistribution of each donation:

Although the tear-off form may be received at different points in time throughout the campaign,the payroll deduction for the donation should begin on the first pay of the calendar year inJanuary.

If the form is received after the first pay in January then the donation should start to be deductedfrom the next pay and distributed over the remaining number of pay periods remaining in the“calendar” year , unless otherwise indicated.

Be sure to identify the proper monthly amount. The monthly amount is located in the box next tothe words “x 26 pay periods”. If this box was left blank then the monthly amount will need to becalculated.

The monthly donation needs to be designated to the appropriate recipient. The split is based onthe amounts entered in boxes 1, 2, 3 and/or 4 (N.B. in the NCR there are 5 boxes). Please notethe amounts in these boxes are total donation amounts, not monthly and must be divided by thenumber of pay periods to obtain the monthly designation amount. Double check to ensure thetotal adds up to the amount in the “total gift” box.

The code for each recipient should be noted below each of the amounts listed in boxes 1, 2, 3 and4 (in the NCR 1, 2, 3, 4 and 5). If the code boxes are not pre-filled by the local United Ways,then the donor should have written in the codes. If the donor left these boxes blank do not

assume that the donation should be coded to the local United Way . Contact the Treasurer orthe donor to obtain the designation details.

Donations should only be designated to the recipient agencies coded on the tear off form (ie.Local United Way, Other United Way or Healthpartners). Donations to Box 4 must be coded tothe local United Way. The local United Way will have the orginal of the pledge form and willdistribute designations to Other Canadian Registered Charities based on that information.



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Therefore, it is imperative that donations to Other Canadian Registered Charities be designatedin the payroll system to the Local United Way, who are responsible for distributing to all othercharities, except Healthpartners and other United Ways.

If an employee transfers from one department/agency to another, their donation information must be entered in the new department/agency’s payroll system with the same information: monthly

payment and designation to the appropriate recipient code(s).

If an employee retires or goes on leave, the Payroll Office should check to assist the employee if

he/she would like to pay off the remainder of the donation on their last pay. Note: donors whocurrently participate in payroll deduction, should be encouraged to continue giving through pension cheque deductions. The payroll office can help fill out the appropriate formshttp://www.tpsgc-pwgsc.gc.ca/remuneration-compensation/form/html/1422-eng.html .

Duties of the local GCWCC Manager

The responsibilities of the local GCWCC Manager are to process the pledge forms in their localdonation management system for all cash and payroll donations.

Since cash/cheque/credit card donations are received and deposited by the local GCWCC Manager, it isthe responsibility of the local GCWCC Manager to distribute the portion of these donations that aredesignated to either Box 2 (Other United Way), 3 (Healthpartners) or 4 (Other Canadian RegisteredCharities).

In the case of employee payroll donations, PWGSC will send the money directly to the Other UnitedWay (Box 2) and Healthpartners (Box 3), but the local United Way will receive the money designated toBox 1 (Local United Way) and 4 (Other Canadian Registered Charities). It is therefore the localGCWCC Manager’s responsibility to pay out employee payroll deduction donations to Other CanadianRegistered Charities, but not employee payrol l deduction donations to Other United Ways (Box 2) andHealthpartners (Box 3).

The key responsibilities of the local GCWCC Manager are as follows:

Receive all cash, cheque and credit card donations directly and deposit them in their local UnitedWay or GCWCC bank account.

Process each pledge form and record cash/cheque/credit card donations as cash donations and payroll donations as PRD (or pledge) in the local Donation Management system. Record Box 1amounts as donations to the local United Way, Box 2 amounts as designations to other UnitedWays, Box 3 amounts as a designations to Healthpartners and Box 4 amounts as designations toOther Canadian Registered Charities or Member Agencies (if applicable).

Issue official income tax receipts to donors for cash, credit card and cheque donations andforward the tax receipt to the department/agency coordinator for distribution to donors (or maildirectly). Donors who give via payrol l deductions will not be receipted by the local UnitedWay. Rather, their donation will be captured directly on their T4.

Distribute cash/cheque/credit card donations to Other United Ways (Box 2) and

Healthpartners (Box 3) within 45 days of the end of the campaign. The final campaign resultsare due by the end of January; therefore “end of campaign” is defined as January 31.

o A designation fee can be deducted fr om Other United Ways and f rom Healthpartners

for cash, credit card and cheque donations .

http://www.tpsgc-pwgsc.gc.ca/remuneration-compensation/form/html/1422-eng.html





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Designation payments to Other Canadian Registered Charities should include cash and payroll deduction donations and should be distributed based on the local United Way’s

designation payout schedule.

o A designation fee may be applied by the local United Way according to local

admin istrative fee poli cies.

At the end of the campaign, the local GCWCC manager is required to report National EmployeeCampaign results for their area to the GCWCC National Office via the NORT system online.

F inal resul ts must be reported no later than due date, January 31 fol lowing the end of the

campaign.

o To learn more about the reporting process, refer to the National Online Reporting Tool

(NORT) GCWCC Manager User Guide manual available at: http://www.gcwcc-ccmtgc.org/

Special Notes on Box 3 (Healthpartners) Designations:

Designations to Healthpartners and its member agencies must be tracked closely in order toreport specific designation information to Healthpartners at the end of campaign. The localGCWCC Manager records this information in NORT and the GCWCC National Office reports

the total of all designations to member agencies from each United Way to Healthpartners. All gifts must be remitted to Healthpartners within 45 days of the end of the campaign (ie. 45

days after January 31).

The local GCWCC Managers must forward the cash raised along with any designationinformation to:

Healthpartners17 York Street, Suite 409

Ottawa, ON K1N 5S7

Healthpartners is then responsible for distributing these funds to its member organizations.

Healthpartners may charge a designation fee in accordance with the policies of

Healthpartners and i ts member organizations.

A f ee may be charged to Other Canadian Registered Char it ies for designated special event doll ars

but should not be charged to Healthpar tners, even i f the special event was designated to

Healthpartners or their member agencies.

Special Notes on Employee Payroll Donations:

The GCWCC National Finance Office distributes to local United Ways and to Healthpartnerstheir portion of the payroll remittance within 30 days of receipt from PWGSC, as identified by the recipient code in the identification # box of the tear-away portion that was entered byeach payroll office. It is this code that PWGSC picks up in the payout to determine which payroll deductions belong to which United Way or to Healthpartners. Payroll remittances

are also paid dir ectly to the Other Uni ted Way (Box 2) not to the local Uni ted Way.

The local United Way receives from the GCWCC National Finance Office all payrolldesignations to itself (Box 1), designations to Other Canadian Registered Charities andmember agencies (Box 4) from local donors. Healthpartners receives all designations toitself and to its member agencies (Box 3) from across the country.

Each local United Way is responsible for checking the backup list of donors (see sample inAppendix 8) that comes with the PRD payout (especially the first one in January) to ensure








35

that all the donors that should have been coded to their United Way have been included in the payout and that donations that belong to another United Way or Healthpartners do not showup on their list.

If a coding error is discovered, it is the responsibility of the local United Way to contact theappropriate government department pay office or GCWCC National Office to correct theerror as soon as possible.

Since the payroll deductions are forwarded directly to each local United Way and

Healthpartners based on actual amounts collected, each recipient incurs their own pledgeloss. It is the responsibility of the recipient to track pledge loss (ie. pledge amount lesscampaign cost recoveries charged less actual dollars received).

Please note that payroll deductions from agencies that are separate employers (i.e. are notincluded in the monthly payment from the GCWCC National Office) are paid directly bycheque to the United Way and Healthpartners. See Appendix 9 for a list ofdepartments/agencies whose employees are paid by PWGSC and whose employee payrolldeductions are distributed by the GCWCC National Office as well as a list of those that areseparate employers and pay each recipient directly.

DISTRIBUTION OF SPECIAL EVENT DONATIONS

In the spirit of the origins of the GCWCC, special event donations are to be split between United Wayand Healthpartners. The distribution is based on the percentage of campaign revenue that each namedrecipient realizes within each departmental campaign. For example, out of 100% of the GCWCC moniesraised in one location within a specific department, if 60% of that revenue was designated to UnitedWay and 40% was designated to Healthpartners, then 60% of the special events monies from thatlocation would go to the local United Way and 40% would go to Healthpartners. In the NCR, the split isthree ways according to designations to United Way Ottawa, Centraide Outaouais and Healthpartners

In the spirit of donor choice in the GCWCC, however, in special cases, special events may be designatedto the benefit of one of the named recipients or another registered Canadian charity only if pre-approvalis obtained from the GCWCC National Office. In such cases, the designation of such special eventsmust be clearly indicated to event participants.

Duties of Department/Agency Coordinator

The GCWCC National Office has a special event form which must be used to record all specialevents.

The department/agency special events coordinator or departmental campaign leader must ensurethat these forms are filled out for each special event. Any designations approved by the GCWCC

National Office must be clearly indicated on the special events forms. Special event dollars should be collected and sent to the local GCWCC manager with a summary

report detailing the total amount of pre-approved designated special event dollars (including whothe monies are designated to) and total amount of undesignated special event dollars.



36

Duties of the Local GCWCC Manager

Local GCWCC Managers must ensure that the special event forms are provided to departmentalcampaign leaders.

Local GCWCC Managers receive all special events forms and special events dollars from thedepartment/agency coordinator.

At the end of the campaign, the local GCWCC manager is required to report special event totalsto the GCWCC National Office via the NORT system online.o Undesignated special events must be reported under the ‘special events’ column, so that

the automatic distribution formula may be applied.o To learn more about the reporting process, refer to the National Online Reporting Tool

(NORT) GCWCC Manager User Guide manual available at: http://www.gcwcc-

ccmtgc.org/

If a special event is to be designated to a specific Charitable Organization the local GCWCCmanager must obtain pre-approval from the GCWCC National Office and directions on how toreport these totals. The local GCWCC manager then makes the final calculations for both theUnited Way and Healthpartners share based on the formula applied through the NORT system.

The local GCWCC manager will keep special events dollars equal to the United Way portion.

The local GCWCC manager will send special event dollars equal to the Healthpartners sharewith a summary report of special event activities within 45 days of receipt of the final report to:

Healthpartners17 York Street, Suite 409

Ottawa, ON K1N 5S7

A fee may be charged to Other Canadian Registered Char ities for designated special event

doll ars but shoul d not be charged to Healthpar tners, even i f the special event was designated

to H ealthpartners or their member agencies.








37

2. National Federal Retiree Campaign (within and outside of the NCR)

1) Cash/Cheque/Credit Card Donations The GCWCC National Finance Office receives these and deposits them into a GCWCC

segregated bank account, and processes all information.

GCWCC National Finance Office pays out the cash/cheque/credit cards received during the

campaign to each recipient: local United Way and Healthpartners. The recipient local UnitedWay is determined based on the retiree’s pos tal code. Each local United Way will receive a print-out of all the donor information (see sample in Appendix 10) with the cash payouts (2-3 percampaign year). This donor print-out includes both cash and pledge donors as well as any/alldesignation information.

It is the responsibility of the local United Way to pay any cash designation to Other

Canadian Charities and to Other United Ways on their list. Healthpartners are also

included on the list of designations but the local United Way should not pay out these

designations. They are sent directly by the GCWCC National Office to Healthpartners.Healthpartners is responsible for paying designations to their member agencies.

A designati on fee may be applied by the local United Way to other United Ways and Other

Canadian Registered Canadian Charities and by Healthpartners to their member agencies. LocalUnited Ways cannot charge Healthpartners a designation fee, since these donations do not cometo the Local United Way but are distributed directly to Healthpartners by the National FinanceOffice.

Local GCWCC Managers are not responsible for preparing and receipting of cash, credit card, orcheque donations for retiree donors. Once the pledge is processed, the GCWCC National Officewill mail a receipt to all cash, credit card, and/or cheque donors. The receipt notes that donationsremain in the local community (unless otherwise specified by the donor).

2) Pension Cheque Donations The GCWCC National Office will send this information to the PWGSC Pension and

Superannuation office. The Pension Office then forwards reports and payments to the GCWCC National Office on a monthly basis, and the GCWCC National Office is responsible fordistributing these funds to local United Ways and Healthpartners.

Again, it is the responsibility of the local United Way to pay any pension deduction

designation to Other Canadian Charities and to Other United Ways on their list. This is

different from the GCWCC National Employee Campaign, where the local United Way does

not need to pay out the payroll deduction designations to Other United Ways because these are

paid directly from PWGSC.

Healthpartners are also included on the list of designations but the local United Wayshould not pay out these designations. They are sent directly from the GCWCC NationalOffice to Healthpartners.

Healthpartners is responsible for paying designations to their member agencies.

A designati on fee may be charged by the local United Way and Healthpartners, in accordancewith the local policies. The Local United Way may charge other United Ways and other

Registered Canadian Charities but cannot charge Healthpartners for these donations.

Retirees who give via pension cheque deductions do not receive tax receipts. The donation isincluded on their annual T4 slips.



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SECTION X: GCWCC REVENUE RECOGNITION

AND COST RECOVERY

It is important to note that the discussions regarding the possible introduction of a new fee forrecovering local United Way costs from Healthpartners have not been concluded and therefore theexisting policy, as described in this manual, continues to apply for 2013. If there are any changes, anupdated manual will issued.

Campaign Revenue

For both the GCWCC employee and the retiree campaigns, donations are designated to the Local UnitedWay, Other United Way, Healthpartners, and/or, Other Registered Canadian Charities. The local UnitedWay, as the local GCWCC Manager, recognizes the total of all these donations as revenue, but thenmust record the designations to the other organizations as a designation expense. It is recommended thatlocal United Ways inform Other United Ways (Box 2) the total of all donations designated to the OtherUnited Ways or that these United Ways seek out this information from the local United Waysthroughout and at the end of the campaign. Healthpartners is informed of their results by the GCWCC National Finance Office and access to NORT.

GCWCC donations come in the form of cash (cash, cheque, one-time credit card and monthly creditcard/bank withdrawals), payroll deductions and special event dollars. Each United Way is responsiblefor collecting the cash and special event dollars and paying the designated amounts to the properrecipient; Healthpartners or another United Way or Other Registered Canadian Charity. The GCWCC National Finance Office receives all Retirees cash and is therefore, responsible for forwarding that cashto the appropriate recipient (ie. Healthpartners and local United Ways) and it is then the recipient’s

responsibility to payout the designations to Other United Ways and Other Registered Canadian Charitiesand Member Agencies.

For payroll and pension deductions the payments come to the GCWCC National Finance Office fordistribution. PWGSC, the Superannuation Office and other government organizations forward theactual payroll deducted from employees and inform the GCWCC National Finance Office how muchshould be distributed to each United Way and to Healthpartners.

For the National Employee Campaign , the GCWCC National Finance Office distributes the payroll deductions directly to the local United Way (Box 1), other United Ways (Box 2) andHealthpartners (Box 3). The local United Way is responsible for paying out any payrolldesignations to Other Canadian Registered Charities (Box 4) and Healthpartners is responsiblefor paying out any payroll designations to its member agencies.

For the National Reti ree Campaign , the GCWCC National Finance Office distributes the pension deductions to the local United Way and Healthpartners. The local United Way isresponsible for paying out any pension designations to Other Canadian Registered Charities and Other United Ways, and Healthpartners is responsible for paying out any pension designations toits member agencies.

Since the payroll and pension deductions are forwarded directly to each recipient based on actualamounts collected, each recipient incurs their own pledge loss. It is the responsibility of the LocalUnited Way to track pledge loss (ie. pledge amount less campaign cost recoveries charged less actual



39

dollars received) and to ensure that they are receiving payments for all employees/retirees in their localarea. If a coding error is discovered, it is the responsibility of the local United Way to contact theappropriate government department pay office to correct the error as soon as possible. It is highlyrecommended, that each local United Way review the backup listing from the first payout from theJanuary pay to ensure that it is complete and no donors are missing or miscoded.

Campaign Costs and Cost Recovery

United Way-Centraide was selected to manage the GCWCC through Treasury Board’s competitive process because of its ability to pool resources and its ability to achieve economies of scale on behalf ofsmaller charities. United Way-Centraide is able to keep fundraising costs very low thanks to the supportof many sponsors and contributors who provide gifts and services in-kind and who lend us staff throughour Loaned Representative program during the campaign period.

The GCWCC Campaign Manager and local United Way Campaign Managers are expected to run thecampaign as cost-effectively as possible and to make every effort to contain costs. These costs areincurred throughout the year and recovered from each recipient (ie. Healthpartners and local UnitedWays).

The Campaign Manager is entitled to recover the costs of running the campaign including:

fundraising and campaign costs such as gift solicitation, advertising and promotion, printingand delivery of campaign materials, donor recognition and stewardship, charitable tax receipting,accounting, reporting and auditing, staff salaries, external contractors, telecommunications andinformation technology, office supplies, and other fundraising costs (e.g. travel).

donation processing costs such as staff salaries, external contractors, bank/credit card charges,and office supplies and other administrative costs, in addition to other processing costsassociated with processing payroll and pension deductions and distributing payroll and pension

donations; monthly payments in the form of credit cards and debit withdrawals and one-timecredit cards; issuance of receipts for non payroll donations.

management and coordination costs such as administration and management of all manuals,training delivery, governance reporting, system/tool development, implementation and support,responding to queries from departments, donors and recipients and issue resolution.

A significant portion of these costs are incurred by the GCWCC National Office, but local United Waysalso incur some fundraising and campaign costs and processing costs for all non-payroll donations(collection, distribution and receipting).

Costs incurred by the GCWCC National Office for the National Capital Region, the National EmployeeCampaign and the Retiree Campaign are recovered from Healthpartners and local United Ways based ona formula that determines each recipient’s pro-rata share of “actual” GCWCC costs based on their percentage of the overall revenue: Total Recipient Revenue divided by Total campaign Revenuemultiplied by Actual GCWCC Costs = Recipient’s Share of GCWCC Costs. This formula is used byGCWCC National Finance Office to recover the cost of the GCWCC campaign from each recipient forthe NCR, National Employee and the Retiree campaigns. The costs of the NCR Campaign arerecovered from Centraide Outaouais and Healthpartners. The costs of the National Employee and the



40

National Retiree Campaign are recovered from all the other local United Ways nationally andHealthpartners.

In addition to these central GCWCC costs, each Local United Way is entitled to recover a portion oftheir GCWCC campaign costs from Healthpartners. Local United Ways can charge a designation fee toHealthpartners for cash donations only (does not include special event dollars).

Local United Ways can charge a designation fee for designations to Other Canadian CharitableOrganizations and to Other United Ways based on local policies. Healthpartners can also charge adesignation fee to member agencies.

*Note: It is highly recommended that local GCWCC Managers post a summary of fees applied todonations with respect to the GCWCC on their local United Way and/or GCWCC websites. The giftform contains the phrase: Questions about fundraising costs? Contact your local United Way.

The cost recovery charge applied by the GCWCC National Office for the Employee and RetireeCampaign within and outside the NCR will be held back from the monthly remittances in equalinstalments. Each payout will include a letter (see sample in Appendix 11) detailing the breakdown of

the payment which details the source of the payout and any deductions for cost recovery purposes:

PWGSC – amounts paid out by PWGSC for payroll deductions

PWGSC-Superannuation – amounts paid out by the Superannuation Office for pensiondeductions

RCMP Employees

DND Pension

DND Employees

Employee Campaign Expenses

Retirees Campaign Expenses

In addition to the letter, each local United Way also receives a detailed printout of the donor names,including the department/agency they belong to and amount deducted from their pay for that month anddesignated to Box 1, Box 4 and any Box 2 designations from donors in other catchment areas. It is this printout the local United Way should use to determine if they are incurring pledge loss or to ensure theyaren’t receiving donations intended for another recipient.

For additional details and instructions on the GCWCC Financial Procedures please view the webinar onthis topic found on the United Way Canada portal at http://www.unitedway.ca/portal. New staff withGCWCC financial responsibilities should participate in the annual webinar.







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USEFUL LINKS

GCWCC Website:


NORT system:

http://www.gcwcc-ccmtgc-national.org

Healthpartners


United Way Canada:http://www.unitedway.ca/















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APPENDICES

Appendix 1: Letter of support and endorsement for the GCWCC sent to

all federal government employees on June 28, 2013 from Yaprak

Baltacioğlu, Secretary of the Treasury Board, and Daniel Jean, 2013

GCWCC Campaign Chair and Deputy Minister of Canadian Heritage

To: Deputy Ministers and Heads of Agencies – please forward to all staff

Every year, federal employees and retirees across the country show how much they care about the people in theircommunities by supporting the Government of Canada Workplace Charitable Campaign (GCWCC). Last year, despite theuncertainty in the workplace for many of you, you put the needs of others first and helped raise more than $38.9 million acrossCanada.

Your gift changes lives

Your gifts to United Way/Centraide, Healthpartners/Partenairesanté and other registered Canadian charities are having aprofound impact on the health and well-being of Canadians. Thanks to you, there is more support for medical research, healtheducation and patient services, and people have the tools to cope with disabling and life-threatening diseases. Thanks to you,families in need can access food banks and emergency shelters; children have a safe place to go after school where they canlearn, play and grow; and seniors have the help they need to remain in their own homes and stay connected to theircommunities.

The generous spirit and heart that you bring to the GCWCC is not surprising. All year long, in the Public Service, the Canadian

Armed Forces and the RCMP, you dedicate your work to making a difference in the lives of others and to making Canada abetter place for all of us.

Thank you for your generosity

You don’t look for recognition or ask for thanks. What matters is that your gift provides help to those who need it. On behalf ofall the people you have helped and continue to help through your generous donations, we thank you. You give others courageand inspiration. You demonstrate hope and humanity.

Join us once again this year

The GCWCC is a proud tradition within the federal government. Since 1997, United Way/Centraide has managed the GCWCCon behalf of the Treasury Board and worked closely with dedicated volunteers and donors like you who continue to make theannual campaign such a nation-wide success.It is our privilege to participate with you in the annual campaign, and we look forward to working together again this year to

help people in need make lasting, positive change in their lives for the future.

Yaprak BaltacioğluDaniel Jean

Secretary Deputy Minister ofCanadian Heritage



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Appendix 2: GCWCC Structure



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Appendix 3: Memo from Michael Allen and Shirlane Day Re:

Outline of Roles and Responsibilities of United Ways and

Healthpartners/Partenairesanté

On August 26, 1999, Michael Allen, President/Executive Director of United Way Ottawa andShirlane Day, former Executive Director of Centraide Outaouais sent the following memo to all presidents/executive directors of United Way offices.

**************************************************

During the annual conference in Regina, significant discussion occurred in reference to the evolving definition between United Way/Centraide’s role as manager of the GCWCC and our role as recipient. Below please find aclarification of these roles that we hope you will find helpful. We would like to stress, however, that the relationship between United Way/Centraide, Healthpartners/Partenairesanté, Treasury Board of Canada Secretariat andGovernment of Canada departments/agencies is evolving. We understand that the expression of these roles maydiffer from one community to another, depending on the situation.

In defining roles, it is important to remember that the employer has stipulated that United Way/Centraide — whenacting in its capacity as manager is to provide equal access and visibility to both recipients: United Way/Centraideand Healthpartners/Partenairesanté. As well, the Employer has indicated that the donor should have the capacity toelect any registered Canadian charity of his/her choice.

A. Managerial functions (United Way/Centraide) 1. Responsible for planning and organizing the campaign2. Recruitment of volunteers3. Access to departmental/agency visits, management of departmental campaigns and responsible for the

delivery of training sessions.4. Management of staff5. Management/production of campaign material (final approval)6. Advisor to Treasury Board of Canada Secretariat on best practices and strategic direction for the campaign7. Accountability to the employer for campaign results, scope, and management

8. Management of budget9. Recognition as the Campaign Manager 10. Organization of launch and achievement celebrations where applicable11. Responsible for recruitment and management of Loaned Representatives

B. Recipient functions: for both Healthpartners/Partenairesanté and United Ways/Centraides

Support GCWCC Managers by providing human resources (volunteer or staff)

Provide agency speakers to promote respective causes

Attend and participate in training sessions and support the development of materials

Attend special events held by departmental/agency campaigns

Attend launch and achievement celebrations where applicable

Share campaign costs based on revenues

Act in good faith and promote the GCWCC

This division of activities is not meant to be exhaustive but rather to provide guidelines. If further information isrequired, please do not hesitate to contact the Senior Director, GCWCC National Campaign.



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Appendix 4: Statement of Principles for Donors’ Rights

The Donor participates in the very essence of our mission and purpose, exercises rights, prerogatives and fundamental privileges that must be recognized at all times and withoutreservation.

The right to be informed of the organization’s mission and purpose and to become amember of the organization if the donor so wishes;

The right to know the identity of the organization’s officers and members of the Board ofDirectors and to expect that they act with the greatest transparency, integrity anddiscernment in implementing the organization’s mission and purpose for the best interests

of the community;

The right to have access to the organization’s annual financial statements and to easilyobtain a copy;

The right to know how donations, directly or indirectly contributed to the organizationare distributed, and to be assured that donated funds are used as intended by the donor;

The right to be treated with consideration and respect by the organization and to receiveappropriate acknowledgment and recognition;

The right to confidentiality regarding personal information about donors and facts abouttheir donations;

The right to expect that all relationships between the organization’s representatives andthe donor will be professional in nature;

The right to be informed of the exact nature of the relationship which exists between

fundraisers and the organization;

The right to expect that the organization will not share or sell a mailing list whichincludes the donor’s name, without providing the donor with a meaningful opportunity todecline;

The right to ask questions of the organization and to expect prompt, truthful and completeanswers in an easy-to-understand manner.

Reference: United Way Canada website: http://www.unitedway.ca






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Appendix 5: Material Order Form

Items marked with two asterisks (**) are mandatory



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Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift

Solicitation

Date: May 13, 2013

To: All Deputy Heads and Heads of Agencies

cc: GCWCC Campaign Leaders

From: Daniel Jean

Deputy Minister for Canadian Heritage

2013 National Chair for the GCWCC

Re: Government of Canada Workplace Charitable Campaign (GCWCC) – Gift Solicitation

While this communication is intended to provide you with the usual guidance required to dealwith gift solicitation in the context of the GCWCC annual campaign, I would like to take thisfirst communication opportunity also to tell you how much I look forward to working with youand your teams in the coming months to make the 2013 campaign another great success.

I know that as the 2013 GCWCC National Chair, I have big shoes to fill when I look at theachievements of Glenda Yeates, last year’s GCWCC National Chair, and all the previous Chairs.In the coming months, I hope to have the opportunity to speak with many of you and yourrepresentatives to hear how we can build on our past successes and innovate to continue tocontribute to those less fortunate in our various communities.

As departmental teams start planning for the upcoming GCWCC, the subject of soliciting gifts asincentives for special events is likely to be raised. The following provides guidance for yourcampaign leaders and employees involved in the campaign:

1. The Values and Ethics Code for the Public Sector* outlines the values and expected behaviours that guide public servants in all activities related to their professional duties. TheCode is available at http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=25049 .

2. The Policy on Conflict of Interest and Post-employment provides the following guidance onsolicitation of gifts and other benefits. The policy is available at http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=25178 .

o The Policy states that: “With the exception of fundraising for such officially supported

activities as the Government of Canada Workplace Charitable Campaign (GCWCC), public servants may not solicit gifts, hospitality, other benefits or transfers of economicvalue from a person, group or organization in the private sector who has dealings with thegovernment.

o To ensure that soliciting private agencies with which the department or agency has a business relationship, or is in negotiations to establish a business relationship, does not

http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=25049












48

give rise to concerns about a real, potential or apparent conflict of interest and thatDeputy Heads and their organizations have considered potential impacts, the Policyrequires that “public servants should ensure that they have prior written authorizationfrom their deputy head in order to solicit donations, prizes or contributions in kind fromexternal organizations or individuals.”

o Similarly, if an outside individual or entity, with whom the organization has past, presentor potential official dealings, offers a benefit to the organization such as funding for anevent or a donation of equipment, public servants are to consider whether any real,apparent or potential conflict of interest exists, and obtain the consent in writing of thedeputy head prior to accepting any such benefit.

o The deputy head may require that the activities be modified or terminated where it isdetermined that there is a real, potential or apparent conflict of interest or an obligation tothe donor.

3. The Conflict of Interest Act applies to “public office holders”, a term that is defined to

mean all Government in Council appointees including Deputy Ministers. The Act contains provisions that limit a Deputy Head’s ability to personally solicit funds, including an outright prohibition if so doing would place the public office holder in a conflict of interest. “Conflict ofinterest” is defined in the Act.

As always, care must be taken to preserve the integrity of the public service by ensuring that thesolicitation is aligned with a charitable cause and that there can be no perception that specificdonations result in personal gain for the public servant making the solicitation, or that a donationcould lead to favouritism towards the donor. Of particular concern are situations where anongoing contractual or other relationship exists or is under negotiation between the departmentand a private sector or non-government organization. This is where extra prudence is required so

that donors neither feel under pressure to contribute because of their existing or potentialrelationship with the government, nor that a donation could secure future favours.

We recognize that there may be some departmental functions that require Deputy Heads toexercise greater prudence in soliciting donations. In fact, there may be some departments thatmust prohibit donor solicitations and corporate sponsorship due to their roles and responsibilitiesin order to avoid any potential, apparent or real conflict of interest. We ask that you take a planned approach to identifying appropriate donation activities and search for alternativeactivities wherever advisable.

I appreciate your attention to this matter and ask that you pass along this information to your

GCWCC Campaign Leaders.



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Appendix 7: Promoting your Campaign – sample Media Advisory

and News Release

Example:

MEDIA ADVISORY

READY… SET… GO. PUBLIC SERVANTS RUN IN SUPPORT OF GCWCC

Wednesday, October 19, 2012, Ottawa – On Thursday, October 20, join Public Works and GovernmentServices Canada employees as they lace up for the sixth annual Health Challenge Walk and Run in supportof the Government of Canada Workplace Charitable Campaign (GCWCC). Close to 900 participants havesigned up to walk or run the 5 km course.

Last year, 700 public servants participated in the event and helped raise an amazing $xxxxx in support ofthe 2011 GCWCC.

WHAT:Public Works and Government Services Canada employees will participate in the HealthChallenge Walk and Run in support of the Government of Canada Workplace Charitable Campaign

WHEN:Thursday, October 20, 2012, 11:30 a.m. to 1:00 p.m.

Program (approximate):11:30 a.m. – Opening ceremony11:35 a.m. – 5 km race start12:10 p.m. – 5 km walk start12:00 p.m. – Awards ceremony for runners1:00 p.m. – Awards ceremony for walkers

WHERE: Tunney’s Pasture, Ottawa (near Parkdale Ave and the Ottawa River Parkway)

PHOTO-OP: Close to 500 people participating in the race start for 5 km event.

About the Government of Canada Workplace Charitable Campaign in the National Capital Region

The GCWCC is co-managed by United Way Ottawa and Centraide Outaouais on behalf of the TreasuryBoard of Canada Secretariat. In the National Capital Region, federal employees have contributed to annualfundraising campaigns since 1945. The campaign is the largest workplace charitable campaign in Canadaand benefits United Ways across Canada, Healthpartners and more than 80,000 registered Canadiancharities.

For more information, please contact: Provide your contact details here



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Example:

FOR IMMEDIATE RELEASE

PUBLIC SERVANTS RAISE $21.4 MILLION TO SUPPORT THEIR COMMUNITY

Government of Canada Workplace Charitable Campaign Hits Target

Monday Novemeber 26 2012 Ottawa – This evening, at the National Gallery of Canada, hundreds of

federal government employees and retirees celebrated reaching this year’s target to raise $21.4 million

for the National Capital Region through the 2012 Government of Canada Workplace Charitable

Campaign (GCWCC).

“Tonight, we acknowledge the incredible generosity of federal employees and retirees serving our country

and our communities,” said Ms. Glenda Yeates, Deputy Minister of Health Canada and the Chair of the

2012 GCWCC. “This is an extraordinary achievement. I offer my sincere and heartfelt thanks to our

donors and volunteers; this year’s campaign was a true success and we should be proud of our work.”

The National Capital Region’s GCWCC is the largest workplace contributor to United Way Ottawa, to

Centraide Outaouais and to Healthpartners. In September, Ms. Yeates along with His Excellency the

Right Honourable David Johnston, Governor General of Canada and hundreds of public servants

launched this year’s campaign with a goal to raise $21 million.

“It’s been an honour to serve as this year’s campaign chair,” said Yeates. “In the last 10 weeks, I’ve had

many opportunities to see the unwavering support of federal employees and retirees. At campaign

launches and fundraisers, I’ve seen first-hand how much we care about our communities. Thank you for

the opportunity to work with all of you.”

Over the course of the campaign, federal employees and retirees organized a variety of fundraising

activities, including golf tournaments, breakfasts and walk-runs. In addition to raising funds for their

community, they also contributed their time by participating in events like Community Action Days —

where they volunteer at community service organizations across the National Capital Region.

The GCWCC achievement event also pays tribute to outstanding departments, agencies and individuals.

This year, Public Works and Government Services Canada was awarded the Chair’s Cup for Campaign

Excellence for the department’s outstanding results in terms of dollars raised, participation rates, creativity

and enthusiasm. In addition, Ms. Yeates bestowed upon Joane Cunningham the Mitchell Sharp award for

her extraordinary contribution to the community. The Mitchell Sharp Award for Meritorious Service was

established in memory of the late Honourable Mitchell Sharp’s exemplary public service career and

contributions as a community leader .



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AAbboouutt tthhee GGoovveerrnnmmeenntt oof f CCaannaaddaa WWoorrk k ppllaaccee CChhaarriittaabbllee CCaammppaaiiggnn The GCWCC is the largest and most successful workplace fundraising campaigns in Canada. Last year federalemployees and retirees helped to improve the quality of life of people living in communities across the country byraising more than $38 million in support of United Ways across Canada, Healthpartners and more than 80,000 otherregistered Canadian charities. More than $22 million of this amount was raised in the National Capital Region.

For more information, please contact: Provide your contact details here



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Appendix 8: Sample Payroll Payout Backup lists from National

Office



53

Appendix 9: GCWCC Donations – Departments/Agencies Paid by

PWGSC vs. Separate Employers That Pay Each Recipient Directly

Departments/Agencies paid by PWGSCDepartment/Agency ORG Code

Aboriginal Affairs and Northern Development Canada IAN

Agriculture and Agri-Food Canada AGR

Assisted Human Reproduction Canada RAP

Atlantic Canada Opportunities Agency ACO

Atlantic Pilotage Authority Canada PAA

Canada Border Services Agency BSF

Canada Economic Development for Quebec Regions FRD

Canada Industrial Relations Board CLR

Canada Revenue Agency NAR

Canada School of Public Service CES

Canadian Artists and Producers Professional Relations Tribunal APTCanadian Centre for Occupational Health and Safety OCC

Canadian Commercial Corporation CCC

Canadian Dairy Commission CDC

Canadian Food Inspection Agency ICA

Canadian Forces Grievance Board FCG

Canadian Grain Commission CGC

Canadian Heritage PCH/HER

Canadian Human Rights Commission HRC

Canadian Human Rights Tribunal PTP

Canadian Institutes of Health Research CRI

Canadian Intergovernmental Conference Secretariat CIC

Canadian International Development Agency IDACanadian International Trade Tribunal BCO

Canadian Nuclear Safety Commission CSN

Canadian Polar Commission POL

Canadian Radio-television and Telecommunications Commission RTC

Canadian Security Intelligence Service CSI / PAY

Canadian Space Agency CSA

Canadian Tourism Commission TRC

Canadian Transportation Agency ATN

Citizenship & Immigration Canada IMC

Communications Security Establishment Canada CSE

Competition Tribunal RCTCopyright Board of Canada COP

Correctional Service Canada PEN

Courts Administration Service CAJ

Elections Canada CEO

Environment Canada and Environmental Assessment Agency DOE

Federal Economic Development Agency for Southern Ontario ESO

Finance Canada FIN

Financial Consumer Agency of Canada FNA

Financial Transactions and Reports Analysis Centre of Canada CFC



54

Fisheries and Oceans Canada DFO

Foreign Affairs and International Trade Canada EXT

Governor General of Canada GGS

Hazardous Materiel Information Review Commission MHI

House of Commons (Employees) HOC

Human Resources and Skills Development Canada CSD

Immigration and Refugee Board of Canada IRB

Industry Canada DUS

Infrastructure Canada INF

International Joint Commission IJC

Justice Canada JUS

Laurentian Pilotage Authority Canada PAL

Library and Archives Canada BAL

Library of Parliament LIB

Military Police Complaints Commission of Canada CPM

NAFTA Secretariat - Canadian Section CST

National Battlefields Commission NBC

National Defence DNDNational Energy Board ENR

National Film Board of Canada NFB

National Research Council Canada NRC

National Round Table on the Environment and the Economy NEE

Natural Resources Canada RSN

Natural Sciences and Engineering Research Council of Canada NSE

Office of the Auditor General of Canada AUD

Office of the Commissioner for Federal Judicial Affairs FJA

Office of the Commissioner of Lobbying of Canada LOB

Office of the Commissioner of Official Languages COL

Office of the Communications Security Establishment Commissioner SRT

Office of the Conflict of Interest and Ethics Commissioner ETH

Office of the Information Commissioner of Canada IPC

Office of the Privacy Commissioner of Canada IPC

Office of the Public Sector Integrity Canada Commissioner INT

Office of the Superintendent of Financial Institutions Canada SIF

Parks Canada CAP

Parole Board of Canada NPB

Passport Canada PPT

Patented Medicine Prices Review Board PXR

Privy Council Office PCO

Public Health Agency of Canada AHSPublic Safety Canada PSP

Public Servants Disclosure Protection Tribunal Canada PRT

Public Service Commission of Canada PSC

Public Service Labour Relations Board RLT

Public Service Staffing Tribunal TSD

Public Works and Government Services Canada SVC

Royal Canadian Mounted Police RCM

Security Intelligence Review Committee SIR

Senate of Canada SEN



55

Service Canada SDC

Social Sciences and Humanities Research Council of Canada SSH

Statistics Canada STC

Status of Women Canada CSW

Supreme Court of Canada SUC

Telefilm Canada FDC

Transport Canada MOT

Transportation Appeal Tribunal of Canada TAT

Transportation Safety Board of Canada TSB

Treasury Board of Canada Secretariat TBD

Veterans Affairs Canada DVA

Western Economic Diversification Canada WCO

Separate Employers That Pay Each Recipient Directly

Department/Agency

Association of Professional Executives of Public Service of Canada

Atomic Energy of Canada Limited

Bank of Canada

Business Development Bank of Canada

Canada Council for the Arts

Canada Deposit Insurance Corporation

Canada Lands Company

Canada Mortgage and Housing Corporation

Canada Science and Technology Museum Corporation

Canadian Broadcasting Corporation

Canadian Museum of Civilization Corporation

Canadian Museum of Nature

Canadian Northern Economic Development Agency

Defence Construction Canada

Enterprise Cape Breton Corporation

Export Development Canada

Federal Bridge Corporation Limited

Federal Court of Appeal

Great Lakes Pilotage Authority Canada

International Development Research Centre

National Arts Centre

National Capital Commission

National Gallery of Canada

Old Port of Montréal CorporationPacific Pilotage Authority Canada

Public Service Alliance of Canada

Recreation Association of the Public Service

Royal Canadian Mint

Standards Council of Canada



56

Appendix 10: Sample Retiree Payout Backup lists from National

Office

Cash Pledge Grand Total

Const ituent ID N ame A ddress 1 A ddress 2 Federat ion acc ount N ame Charity RR # Desig A genc y A cc ount Name Program Name @GCWCC RetFP @GCWCCRetM onth @GCWCC RetPen

939876 Other United Way 118842459RR0001 01002 - Centraide Outaouais 240.00 240.00

977926 Non-Member 132410671RR0430 La societe de Saint-Vincent de Paul - 600.00 600.00 134127166RR0001 Bruce House 120.00 120.00

Other United Way 118842459RR0001 01002 - Centraide Outaouais 600.00 600.00


1172238 Health Partners 106846942RR0001 Heart and Stroke Foundation of Canada 10.00 10.00

106862949RR0001 Canadian Liver Foundation 10.00 10.00

107567398RR0001 Kidney Foundation of Canada 10.00 10.00

108071671RR0003 Arthritis Society 10.00 10.00

118784925RR0001 Alzheimer Society of Canada 10.00 10.00

118829803RR0001 Canadian Cancer Society 10.00 10.00

118830744RR0001 Canadian Diabetes Association 10.00 10.00

Other United Way 118842459RR0001 01002 - Centraide Outaouais 30.00 30.00







2846905 Non-Member 118924448RR0001 Fondation Paul Gerin-Lajoie pour la 415.00 415.00

… … … … … … … …

… … … … … … … …

… … … … … … … …

Grand Total 6,135.00 720.00 6,960.00 13,815.00

2010 Campaign - GC Retirees Payout 2 Deta



Appendix 11: Sample Cost Recovery Letter Accompanying Payout

from National Office

national campaign management and ops manual en

Documents

section x

section v

campaign tools

campaign materials

national employee campaign

gcwcc revenue recognition

national federal retirees

responsibilities recipients