Table of Contents: 2017-18 PCFD Pledge Form Processing Manual

2017-18 PCFD Pledge Form Processing Manual

1 Table of Contents: 2017-18 PCFD Pledge Form Processing Manual

Key Processing Guidelines Page 3

How to Prepare Pledge Forms for Page 4 Submission

How to Prepare One-Time Pages 4-6 Cash/Check/Special Event Money for Deposits

Processing Retiree Pledge Forms Page 6

How to Assign an Envelope Page 6 Number How to Complete the Submission Pages 7-9 Cover Sheet

How to Submit to UWCCR Pages 10-13

Retention Requirements Page 13

2 Key Processing Guidelines:

 Pledge forms will be submitted electronically (with the exception of Retirees)

 Pledge forms must be separated by Agency/Department and PCFD.

 Each file submitted must contain pledge forms for the same agency/department and PCFD. Each PCFD has a separate account number for each agency to allow for proper tracking which is why they must be submitted in separate files. Additionally, each agency may have multiple account numbers based on the various agency codes for the agency. o Example: California Department of Corrections and Rehabilitation (CDCR) has separate account numbers for each prison, various administrative groups, etc. Conversely, the California Highway Patrol just utilizes one account for their area, division and administrative offices.

 Each file may contain multiple transaction types (new, change, delete).

 For ease of processing, please limit each file to no more than 50 forms.

 One-time cash/check gifts and special events must be processed separately from payroll pledge forms, even if it is for the same agency/department and PCFD.

 Submit pledge forms at a minimum weekly, as they are received in your office. You can send multiple files during the campaign for the same department. Do not wait for the campaign to be complete to submit all the pledge forms. Weekly certification that all pledge forms collected to date have been submitted will begin October 2nd.

 Retain original pledge forms and give a copy to the donor if requested.

 Do not submit “Keep My Existing Payroll Deduction As Is” pledge forms with no other information entered (verify only box 5 is checked and all other field are blank; if Step 1 is complete there is a separate submission process). These donor’s pledges will automatically continue and "rollover" from the previous year with no changes.

 Do not send “Decline” pledge forms (box 9 marked) as these do not get processed. To verify the pledge form is marked accurately as a “Decline” there must be XXX pre-printed in box E at the top of the form. If there is a PCFD code pre-printed the donor more than likely wishes to discontinue the participation and this pledge form is completed incorrectly. The pledge form must be returned to the donor for correction.

3 How to Prepare Pledge Forms for Submission: 1. Work with a single department’s pledge forms at a time and separate by PCFD. 2. Run a final audit on each pledge form reviewing the four bullet points below to ensure error free forms will be sent to UWCCR. a. The donor has filled in their full Social Security Number (Box A) a.i. When is an SSN not needed? If you are submitting a pledge form for payroll deduction the SSN is needed – Pledge forms that are “Keep My Existing Payroll Deduction As Is” (box 5) with no information in Step 1 or pledge forms marked Decline (box 9) should not be submitted; there is no action required. This is a rollover campaign so those noting “Keep My Existing Payroll Deduction As Is will automatically continue. Those who are “Decline” are declining to participate in the campaign. Note: A “Decline” does not STOP current payroll deduction, a “Decline” pledge form must have XXX printed in box E at the top of the form. If there is a “Decline” with a number in box E the form must be returned to the donor for correction.

b. The donor marked the correct box (3 through 7)

c. The donor is giving at the $5 monthly minimum (per designation)

d. The donor has completed Step 1 (not required but highly encouraged)

e. The form has a signature and date on line 11

3. Count the number of pledge forms for each PCFD separately (max is 50) and complete an Envelope for each PCFD for the agency/department.(see page # for instructions)

4. Assign a tracking number and complete the Submission Tracking Sheet (see page 6 instructions).

How to Prepare One-Time Cash/Check/Special Event Money for Deposits

1. Separate gifts by Agency/Department.

2. For one-time gifts, write payment details on the bottom of the pledge form

4 a. For cash gifts, write “cash” on the bottom of the form. b. For check gifts, write the check number, date and amount c. If the donor did not fill out a pledge form, make a copy of the check to submit in lieu of the pledge form (you DO NOT need to make copies of cash). d. UWCCR needs donor and payment information to ensure proper credit and to process any returned checks.

3. For special events, include a pledge form listing the Agency/Department name in the Employee Name box with the three digit agency code listed in box C. The Agency/Department may designate a nonprofit in Step 3 of the pledge form. a. Add up the amount of cash and checks received. b. Make a copy of any checks received c. Note the amount of cash received, if any

4. Run an adding machine tape for one-time gifts and special events for each submission. That should match the amount you have in cash and/or checks to be deposited. Make a copy of the adding machine tape and keep it with the pledge forms for submission.

5. Prepare the deposit. a. Endorse the checks with the stamp provided by UWCCR b. Fill out the deposit slip and list the total amount received. c. Prepare separate deposit slips for each agency/department.

6. Deposit the cash and/or checks to the collaborative PCFD account.

7. Make a copy of the deposit slip and receipt to be included with the pledge forms in the processing envelope.

8. Assign a tracking number and complete the Submission Tracking Sheet (see page 6 instructions).

** Please Note ** Your United Way may have specific auditing or cash handling procedures that differ from those mentioned above. Please consult with your Finance department to determine your specific requirements. However, you should still provide the requested information to UWCCR.

General Cash Handling Reminders

 ALWAYS keep checks and/or cash in your possession - do not lock in drawer or leave in your car, remember, you are responsible for this money!

 If you need to secure forms or money please place into a designated lock box for your office

5  Good rule of thumb, process cash and checks the day they are received, never take cash or checks home with you so avoid scheduling pick-ups at the end of the workday.

 NEVER count checks and/or cash alone - you must have a witness.  If you are ever unsure how to proceed, please comply with your office auditing protocol or contact UWCCR

Processing Retiree Pledge Forms: 1. Ensure that each form has section 8 marked and has a SSN and a signature and date in box 11. If they do not, they cannot be processed by UWCCR, and they will be returned to your United Way for resolution.

2. Error free retiree forms should be mailed directly to UWCCR for processing. a. Attention: Our Promise Donor Processing 10389 Old Placerville Road, Sacramento, CA 95827

How to Assign an Envelope Number: 1. The envelope number should consist of your two-digit PCFD code and a three-digit tracking number. For example, if your PCFD code is 50, and this is the first envelope number you create for this campaign, the envelope number would be 50-001. Your next submission’s envelope numbers would be 50-002, 50-003, etc. First envelope number should always start with ## - 001 (## is your PCFD number). Do not continue the number sequence from the previous campaign.

2. Each submission must have a unique number, so we recommend keeping one log of numbers. That way, everyone in your organization who creates submissions knows which numbers have been used and which are available.

6 How to Complete the Processing Envelope

1. Campaign – If the PCFD associated with the pledge forms you are submitting is 024 check the box preceding OUR PROMISE LOCAL CAMPAIGN. If I they belong to any other PCFD check the box preceding OUR PROMISE OUT OF AREA CAMPAIGN.

2. Envelope # - Enter the envelope number you created (##-001 for example)

3. Campaign year – enter current year (2017)

4. PCFD Number and Name – enter the PCFD code and the United Way name associated with the pledge forms/special event being submitted. You may use acronyms, if necessary.

7 5. Account Number – Utilize the PCFD Account Number listing. Go to the tab associated with the PCFD for the forms you are preparing the envelope for and search for the account number which corresponding to the department the pledge forms originated from. If there is not an account number listed for the department contact UWCCR. An account number will be established. Provide the department name, agency code(s) listed on the pledge forms, and the associated PCFD in your correspondence. (Each Department has a separate account number for each PCFD. Using an incorrect account number will create errors in reporting and donor accounts.)

6. Account Name – Write full department name

7. Envelope Summary – One Time Gift, Special Events, and Payroll Pledges must be submitted separately.

a. Employee Gift = One-Time Gift a.i. Donor # - Enter the number of donors. a.ii. Pledge – leave blank a.iii. Pymt/Adj – Include total of all gifts received a.iv. Checks – Enter the total of all checks received a.v. Cash – Enter the total of all cash received a.vi. Total – Enter the total of cash and checks. This should match the Pymt/Adj box. a.vii. Carry all totals down to the Envelope Total Amount row. a.viii. Payroll (enter no of forms) – this section should be left blank a.ix. Notes – enter any notes if desired. a.x. Deposit # - Include Deposit number from the Bank Receipt a.xi. Date – Enter the date the deposit was made at the bank. a.xii. Deposit Slip Included – check this box (and include the copy of the deposit slip/adding tape with the pledge forms) a.xiii. Envelope Completed By – clearly write your name here

b. New Payroll = Include all payroll pledge forms in this envelope b.i. Donor # - Enter ONLY the number of new donors. If there are none, enter Zero b.ii. Pledge – enter the annualized amount of ONLY the new donors’ pledges (box 3). b.iii. Pymt/Adj – this should be zero since no funds were received b.iv. Checks – leave blank b.v. Cash – leave blank b.vi. Total – leave blank. b.vii. Carry all totals down to the Envelope Total Amount row.

8 b.viii. Payroll (enter no of forms) – b.viii.1. #__Change - enter the number of Changes (box 4) b.viii.2. #__Deletes - enter the number of Stops (box 6) b.viii.3. #__Update Contact Information Only – leave blank/must be submitted separately. b.ix. Notes – enter any notes if desired. b.x. Deposit # - leave blank b.xi. Date – leave blank b.xii. Deposit Slip Included – do not check this box b.xiii. Envelope Completed By – clearly write your name here

c. Special Gifts = Special Events held by the department to raise funds for a select nonprofit(s). c.i. Donor # - enter one (do not mix multiple departments) c.ii. Pledge – leave blank c.iii. Pymt/Adj – enter total amount of all event dollars collected (may combine multiple events) c.iv. Checks – Enter the total of all checks received c.v. Cash – Enter the total of all cash received c.vi. Total – Enter the total of cash and checks. This should match the Pymt/Adj box. c.vii. Carry all totals down to the Envelope Total Amount row. c.viii. Payroll (enter no of forms) – this section should be left blank c.ix. Notes – enter any notes if desired. c.x. Deposit # - Include Deposit number from the Bank Receipt c.xi. Date – Enter the date the deposit was made at the bank. c.xii. Deposit Slip Included – check this box (and include the copy of the deposit slip/adding tape with the pledge forms) c.xiii. Envelope Completed By – clearly write your name here

d. ***UPDATE CONTACT INFO ONLY*** = KEEPs (box 5) with contact information in Step 1. d.i. Donor # - leave blank d.ii. Pledge – leave blank d.iii. Pymt/Adj – leave blank d.iv. Checks – leave blank d.v. Cash – leave blank d.vi. Total – leave blank d.vii. Envelope Total Amount – leave blank d.viii. Payroll (enter no of forms) – d.viii.1. #__Change – leave blank d.viii.2. #__Deletes – leave blank d.viii.3. #__Update Contact Information Only – enter the number of pledge forms submitting. d.ix. Notes – enter any notes if desired.

9 d.x. Deposit # - leave blank d.xi. Date – leave blank d.xii. Deposit Slip Included – do not check this box d.xiii. Envelope Completed By – clearly write your name here

How to Submit to UWCCR

 Complete the Submission Tracking Sheet 1. Each day you submit envelopes you will update your submission tracking sheet and submit the updated version. You do not need to submit one with each envelope, just one for the day. 2. Complete the following fields based on the submission type: o For payroll submission fill in the following information  Tracking Number = the envelope number previously assigned by you (see 4. How to Assign an Envelope Number above)  # of Forms = total number of pledge forms in the submission  Department or Agency = name of D/A that raised money  Enter the PCFD associated with the pledge forms being submitted (typically your own but sometimes employees transfer, the PCFD listed on the pledge form must be used to ensure proper processing with the SCO; PCFDs will be adjusted after the campaign/before results are published)

o For one-time gift or special event submissions, fill in the following . Tracking Number = the envelope number previously assigned by you (see 4. How to Assign an Envelope Number above) . # of Forms = total number of pledge forms in the submission . Department or Agency = name of D/A that raised money . Cash Total = total cash donations . Check Total = total check donations . Date Deposited = date money was deposited in bank . Deposit Total = total of that day’s deposit(s) Note: The last three columns are for UWCCR use only.

10 o For “Keep My Existing Payroll Deduction As Is” pledge forms with information entered in Step 1, fill in the following

. Tracking Number = the number previously assigned by you (see 4. How to Assign an Envelope Tracking Number above) . # of Forms = total number of pledge forms in the submission . Department or Agency = enter N/A–Contact Information Only – these may be mixed PCFDs/Departments.

See Submission Tracking Sheet Example Below:

 Utilize the Drop Box Link to send a copy of your Processing Envelope with the associated pledge forms and/or documentation in PDF format.

o All pledge forms must be facing the same direction.

o Name each file with the Envelope Number – Department Name

o You may upload multiple files at the same time

1. Click the link: https://www.dropbox.com/request/duIOtiou2rw1P3RDGu9z

11 o It will bring you to the Pledge forms for processing screen:

2. Click the blue “Choose Files” button o It will bring you to the file uploader screen:

3. Click on the “+Add File” hyperlink and add each Envelope’s file

4. Enter your name, email address and click the blue “Upload” button o An uploading status screen will appear:

12 5. Once complete you will receive the following confirmation screen and an email will be sent to the email address you entered as well as UWCCR:

6. UWCCR will review the submission; if all pledge forms and/or documentation is complete you will receive notification your submission has been approved from UWCCR. If there are errors, the entire file will be rejected and you will be need to resubmit the file.

 There will be weekly certifications required to ensure each PCFD is not holding pledge forms. Each pledge form is manually entered in two separate data bases; holding all pledge forms until November will cause delays in processing.

 For pledges to be effective January 1st all pledge forms must be submit to UWCCR by November 10th. Anything submitted after is not guaranteed to be processed in time by the SCO and may not be reflected in campaign results. The PCFD must communicate this directly to those who submit their pledge forms late.

Pledge Form Retention Requirements

1. Store the original pledge forms and deposit records sequentially by submission tracking number in a secure location

13 2. In order to ensure that pledge forms were processed appropriately all original documentation must be retained in your location at a minimum until April 15th, 2018. Your Finance Director may require a longer retention period.