Keyworker Training

Johanna EstesDoD Loaned Executive

What We Will Cover

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The What, Who, Why, When

The New

The How (Roles, Tools/Supplies, Tips)

If You Remember Nothing Else…

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100 % FACE TO FACE, QUALITY ASK

FOLLOW YOUR CHECKLISTS

ENJOY THE JOURNEY

What Is the CFC?

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President Kennedy initiated a formal national giving program for Federal employees in 1961. Since then, the CFC has evolved into the largest and most successful workplace giving program in the world

Mission: A program to support philanthropy that is employee focused, cost-efficient, and effective in providing federal employees the opportunity to improve the quality of life for all

CFCNCA raised more than $52 million in 2013

DoD raised $10.8 million

More than 18,000 DoD employees made a gift to charities of their choice through the CFC in 2013

DoD CFC Chairs

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DoD CFC Chair

The Honorable Chuck Hagel

Secretary of Defense

$11,300,000 Goal

DoD CFC Vice Chair

The Honorable Robert Work

Deputy Secretary of Defense

Why Donate Through the CFCNCA?

Give With Confidence

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1. Quality - Strict oversight ensures highest levels of integrity and transparency

2. Choice - More than 4,400 charities that donors can choose from to support.

3. Giving Made Easy - Payroll deduction and online pledging tools provide an easy and convenient way to give

4. Maximize the Value of a Pledge - More of each pledge goes directly to the charities

What’s New This Year?

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“I Make It Possible…..and so can you”

Universal Giving makes the CFC a true hometown giving campaign

Year # 2 of eGiving through myPay

Marketing plan continues to honor Federal Employees’ generosity

New theme and graphics have been applied to existing website and campaign materials

Key Dates

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Campaign Start 1 Sep

DoD Kickoff 4 Sep

DoD Charity Fair (Pentagon) 28 Sep - 2 Oct

DoD Charity Fair (Pentagon) 2-4 Dec

Campaign End Date 15 Dec

Your Role as a Keyworker“You are the Face of the Campaign”

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“Make the face-to-face ask” Ensure 100% opportunity to give for all employees

Enable informed choices Encourage employees to use the resources on

CFCNCA’s website: www.cfcnca.org

Be an advocate for increased participation Help run a quality campaign that will lead to an

increased number of donors

Protect donor information Use the right safeguards to protect Personally

Identifiable Information (PII)

Regulatory Requirements

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Know the Rules

Per OPM regulations, CFCNCA cannot:

Require 100% participation

Allow managers to solicit subordinates

Pressure colleagues to give a specific amount

Develop a list of non-contributors or contributors

Coerce fellow employees

Reference: 5 CFR 950 Solicitation of Federal Civilian and Uniformed Service Personnel

Keyworker Supplies

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Pledge Form

Pledge Form Carrier (Form 100)

Campaign Card

Second Touch Cards

Catalogue of Caring

Keyworker Guide - includes:

8 Tip Volunteer Chart

Volunteer Gift

Engaging Your Colleagues

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Posters

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Join the Community of Caring at www.cfcnca.org

Make “the Ask”

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Engage Personally and Positively

In a national study, 800 Federal employees were interviewed:

70% said they would donate to CFC

Only 36% gave

The Keyworker never made “the ask”

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Campaign Cards

Campaign Number: 0990Reporting ID #: 1234567

Recommend adding Organizational Data for Donor Reference

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Making “the Ask”

Be prepared and be sincere

1. Learn about the campaign - be able to explain why giving through the campaign is effective and easy

2. Consider making your own gift before asking others to give - to learn the process, and to demonstrate that you believe in what you are doing

3. Make “the ask” in person - to individualize the campaign4. Encourage payroll deduction - explain how this approach

spreads giving out over the year and makes it possible to make a more generous gift

5. Have a conversation to learn about causes important to employees - encourage employees to contribute to charities that support causes they care about

Thank your donors! - Every contribution helps to “make it possible”!

Second Touch Card

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POP QUIZ…

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POP QUIZ…

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100 % FACE TO FACE, QUALITY ASK

FOLLOW YOUR CHECKLISTS

ENJOY THE JOURNEY

Giving Options

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Online version

Available as PDF and online searchable database at www.cfcnca.org

Printed version

Provide upon donor request

Ask donors to share with co-workers

Catalog of Caring

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Not distributed to every employee; donors can request copy from

Keyworker

Online Charity Search

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• For the first time ever, select charities of your choice from the CFC Universal Giving comprehensive list of more than 24,000 approved organizations

• Searchable online database

• Sort by name, keyword, location, administrative overhead rate, CFC code number or service category (e.g., health, disaster relief, education)

• Accessible 24/7 at www.cfcnca.org

“I’m so excited about the chance to give back to my Iowa hometown animal shelter!”

– 2014 Planned Donor

Ways to Pledge

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Flexible and convenient!

Payroll Deducti

on

Credit / Debit

Card E-Check

Cash or Check

Paper Copies

DFAS MyPay Yes - Paperless No No 1

• Donor Receipt

eGiving (http://www.cfcnca.org)

Yes – Print and Submit

Yes - Paperless

Yes – Print and Submit

2• Donor Receipt• Payroll OR

Cash/Check Form

Paper Pledge Form Yes No Yes

3• Donor Receipt

(Blue)• Payroll Copy

(Yellow) • Audit Copy (White)

DFAS MyPay Benefits

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Secure website

Confidential

No forms submitted to Keyworker

Reduces costs and increases the money going directly to charities

Available 24/7 from work or home

Pledge online at myPay.dfas.mil

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DFAS MyPay

DFAS MyPay NCA Campaign Search

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NCA CODE = 0990

0990

Key Training Point 1. The screen will ONLY be shown to active duty Army, Navy, and

Air Force Personnel2. All other donors’ campaign information will be automatically

populated

Reporting Unit ID

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Key Training Point For an organization’s

pledges to be properly credited the donor

MUST enter the CFC Reporting Unit ID

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Reporting Unit ID (cont’d)

Campaign Number: 0990Reporting ID #: 1234567

Recommend adding Organizational Data for Donor Reference

Reporting Unit ID (cont’d)

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OSD DHRA: 4080128

OSD FA DTSA: 4080123

CFCNCA Nexus “eGiving” Pledge

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Donor logs on to www.cfcnca.org to fill out the pledge form on line

“eGiving” with a twist – the donor must still print and submit form to Keyworker (except credit/debit/echeck)

Ensures eligibility of donor information, eliminates math errors

Reduces cost of producing hard copy paper pledges so more money goes to charities

Keyworker reviews for accuracy (except credit/debit/echeck)

CFCNCA “eGiving” Via NEXUS

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Paper Pledge Form

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Paper Pledge Form

#1 #2

#6

#5

#4 #3

#7

Key Points

1. CFC Reporting Number (may be filled in by keyworker) to ensure organization receives credit for the pledge.

2. Social Security Number required for Payroll Pledges only.

3. Write in 5-digit charity code and corresponding contributions. If contributing to more than five charities additional Pledge Forms must be used.

4. Payroll contributors must check Military or Civilian box, complete “Pay Period Amount” and “Total Gift”.

5. Cash contributors need to check the “Cash” or “Check” box and record the dollar amount. Checks payable to “Combined Federal Campaign”.

6. Optional field – required only if the donor would like their contact information released to their charity(ies).

7. Signature and date required for Payroll Pledges only.

Pledge Types

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Where does it go?

Designated

Use the 5-digit charity code to select an approved charity

Undesignated

Donations without a charity selected

Distributions made in the same proportion as charities receiving designations

Confidential Gifts

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How to process a Confidential Gift

Receive completed Pledge Form with cash, check or payroll copy in a sealed white envelope

Ensure Reporting # is on Pledge Form

“I give to several causes that have great personal meaning to me. I appreciate that I am able to make my

contributions in a way that remains completely confidential.” – 2013 Donor

Step Gift by Cash or Check

1

Keyworker provides contributor with a personalized Pledge Form (with CFCNCA Reporting Number filled in) or Donor uses online Print and Submit pledge.

2

Contributor completes Pledge Form and places WHITE copy along with cash or check into a white business size envelope. Contributor retains BLUE copy and destroys YELLOW copy of Pledge Form.

3

Contributor seals envelope, writes CFC Reporting Number and “Confidential Pledge” on the front of the envelope, and delivers to keyworker.

4

Keyworker delivers sealed white envelope to Team Leader or Coordinator attached to a Form 100 envelope

Confidential Gifts (2 Scenarios)

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Step Gift by Payroll Deduction

1

Keyworker provides contributor with a personalized Pledge Form (with CFCNCA Reporting Number filled in) or Donor uses online Print and Submit pledge.

2

Contributor completes Pledge Form and places WHITE and YELLOW copies into white business size envelope. Contributor retains BLUE copy of Pledge Form.

3

Contributor seals envelope, writes CFC Reporting Number and “Confidential Pledge” on the front of the envelope, and delivers to keyworker.

4

Keyworker delivers sealed white envelope to Team Leader or Coordinator attached to a Form 100 envelope

Special Events

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Form 150

Form 150 is to be completed with all special event donations

Keyworker fills out form and inserts in the White Copy section of the Form 100

Recommend submitting separately

Form 100

Pledge Form Carrier

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Cash or Check Pledge

Payroll Deduction Pledge

eGiving Pledge Processing (NEXUS)

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Paper Pledge Form Processing

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Step #

Keyworker Action

1 Review Pledge Form for accuracy

2 Remove and discard Pledge Form cover

3Return Pledge Form BLUE copy to contributor and thank them

4Separate WHITE from YELLOW copy and place in separate stacks

5 Attach cash or checks to the WHITE copy

6Using information from the WHITE copy, complete the “Keyworker’s Summary” on the Pledge Form Carrier (Form 100)

7Insert WHITE copies into the Form 100 pocket labeled “WHITE copies only”

8Insert YELLOW copies into the Form 100 pocket labeled “YELLOW copies only”

9Staple envelopes containing confidential gifts to upper right corner of Carrier

10Xerox a copy of completed Keyworkers’ Summary for your records

11Return unsealed Pledge Form Carrier to Team Leader or Coordinator

Blue Copy White Copy

Yellow Copy

To Donor

Pledge Form Carrier

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Form 100# Explanation

1Complete “TO,” “FROM” and CFC Reporting Number

2Use WHITE copies of Pledge Form to complete the remaining blocks on the Form 100

3Count the number of gifts by payroll deduction and enter total. Add associated dollar amounts and enter total.

4Count the number of gifts by cash/check and enter total. Add associated dollar amounts and enter total.

5Count the number of confidential gifts and enter total.

6Add total for Special Events. Accompanying Form 150 required for the Special Event.

7Enter number of payroll, cash/ check, confidential gifts, and add total dollar amounts (to include Special Events)

8Enter the number of Eagle and Double Eagle awards

Pledge Processing Tips

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• Do not accept out of area Pledge Forms

• Keep completed Pledge Forms secure

• Turn in results promptly to Payroll Office / make regular bank deposits

• Ensure the chain of custody of CFCNCA deposits

Pledge Processing Tips (cont’d)

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Avoid misrouting yellow Pledge Forms

Place them only in the yellow section of the Pledge Form Carrier (Form 100)

Ensure Pledge Forms from donors are filled out completely and correctly. Common mistakes to look out for include:

Missing authorization signature for payroll deduction pledges

Cash or checks not included with completed Pledge Forms

Missing CFCNCA reporting unit number

Pay period deduction amount not matching total annual deduction amount

Video

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Summary

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Personally invite each employee to make a donation 100% informed opportunity to give “Make the Ask” in person

Become an expert in campaign administration Methods of giving, Pledge Form Carrier, etc.

Say “Thank You” to everyone approached

As a Keyworker, you are KEY to a Successful Campaign

Final Exam

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As a Keyworker, you are KEY to a Successful Campaign

Final Exam

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100 % FACE TO FACE, QUALITY ASK

FOLLOW YOUR CHECKLISTS

ENJOY THE JOURNEYAs a Keyworker, you are KEY to a

Successful Campaign

Questions?

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Thank You for Making it Possible

We make a living by what we get, but we make a life by what we give.- Winston Churchill