PECSF Regional Deposits ServiceBC

1. PECSF Regional Deposits& ServiceBC A new way to get cash donations from the Regions to PECSF …

2. In areas/regions with no Coast Capital Savings Credit Unions, PECSF volunteers have struggled to manage cash donations and money raised through fundraisers and gaming events. Volunteers have found ingenious ways to get $ to Victoria: Talking banks into giving them free money orders Writing personal cheques in exchange for the money raised Bundling the cash & cheques into double wrapped envelopes and mailing/couriering them to Victoria Each of these ways put the money and the volunteers at risk! Read from slideRead from slide

3. Service BC has stepped in to help PECSF set up a method for money collection at your local Service BC office. Step 1: Fill out some forms Step 2: Take the cash & cheques to Service BC Step 3: Service BC does the rest! They will process the deposit. At the end of the campaign Service BC will provide a cheque to PECSF in Victoria for the amount of ALL the deposits made during the campaign. Read from slide but note: Deadline for all deposits is November 27, 2009Read from slide but note: Deadline for all deposits is November 27, 2009

4. Go to: http://www.communityfund.gov.bc.ca/formsPECSF.htm Here you will find the: Regional Deposit and Register Form with ServiceBC Once you open this document you will find all the forms you will need for the deposit process. Transaction Register Location - Region #s Listing Deposit Form These forms are found in the tabs along the bottom left of the excel workbook. Read from slideRead from slide

5. Once again, go to: http://www.communityfund.gov.bc.ca/formsPECSF.htm Here you will find the Regional Deposit and Register Form with ServiceBC It is a good idea to start filling this out as soon as the donations are collected and events finish. If you have lots of forms, then consider doing 1 deposit a month. If you only have a few, then consider doing 1 deposit at the end of the campaign. Read from slideRead from slide

6. Once you have collected the donations & event monies: Step 1: Fill out the Transaction Register (see next slide & it’s notes) Step 2: Save the .xls for your files Step 3: print out a copy to accompany the pledge/ fundraiser/ gaming forms that you will send to Victoria after making the deposit Read from slideRead from slide

7. Here is a sample of the Transaction Register Form that you will be required to use. You will be able to find this in the pecsf deposit form and register.xls on the Community Fund website – it’s in the Transaction Register tab. The person responsible for the deposit should record their name in the Volunteer Name: field at the top. Add their PECSF region in the Location: field – a list is provided in the Location - Region #s Listing tab Fill out the Filing Date: field with the date you completed the Transaction Record (this date may be the same as or a date prior to the deposit date). List the Fundraiser forms and amounts in the Fundraising Column ( the form description column is where you put the number at the top right side of the form), and add the $ for each fundraiser form under the Amount column. Under Pledge Forms Column, list any individuals who have given personal cash or cheque donations, be certain to list them Lastname, First and EmployeeId# (you should have a paper pledge form for each of these entries), then $ in the Amount column. List the Gaming event forms and amounts in the Gaming Column ( the form description column is where you put the number at the top right side of the form), and add the $ for each fundraiser form under the Amount column. These should automatically sum to the total at the bottom. And populate the amounts in the Deposit Form tab of the spreadsheet (see next slide).Here is a sample of the Transaction Register Form that you will be required to use. You will be able to find this in the pecsf deposit form and register.xls on the Community Fund website – it’s in the Transaction Register tab. The person responsible for the deposit should record their name in the Volunteer Name: field at the top. Add their PECSF region in the Location: field – a list is provided in the Location - Region #s Listing tab Fill out the Filing Date: field with the date you completed the Transaction Record (this date may be the same as or a date prior to the deposit date). List the Fundraiser forms and amounts in the Fundraising Column ( the form description column is where you put the number at the top right side of the form), and add the $ for each fundraiser form under the Amount column. Under Pledge Forms Column, list any individuals who have given personal cash or cheque donations, be certain to list them Lastname, First and EmployeeId# (you should have a paper pledge form for each of these entries), then $ in the Amount column. List the Gaming event forms and amounts in the Gaming Column ( the form description column is where you put the number at the top right side of the form), and add the $ for each fundraiser form under the Amount column. These should automatically sum to the total at the bottom. And populate the amounts in the Deposit Form tab of the spreadsheet (see next slide).

8. Once you have filled out the Transactions Register tab: Step 1: Click on the Deposit Form tab and fill out this form. (see next slide & it’s notes) Step 2: Save the .xls for your files Step 3: print out 2 copies - 1 to accompany the deposit made at Service BC 1 to accompany the pledge/ fundraiser/ gaming forms that you will send to Victoria after making the deposit Read from slideRead from slide

9. Here is a sample of the Deposit Form that you will be required to use. You will be able to find this in the pecsf deposit form and register.xls on the Community Fund website – it’s in the Deposit form tab. Once the Transaction Register has been filled out, the totals of each column will auto populate in each of the rows of this form. These should automatically sum to the Total Amount at the bottom (be certain to verify that this is correct before proceeding). The person responsible for the deposit will: 1) record the date of deposit in the Date: field (middle left), then 2) in the Document Control No: field (middle right) numerically record the date of deposit mmddyy followed by 2 initials ie. 103109AD this needs to be a discreet number (not to be used again) Print the Deposit Form and take it with a copy of the Transaction Register, and money for deposit to your local ServiceBC office who will assist you with the deposit and give you a Receipt in return.Here is a sample of the Deposit Form that you will be required to use. You will be able to find this in the pecsf deposit form and register.xls on the Community Fund website – it’s in the Deposit form tab. Once the Transaction Register has been filled out, the totals of each column will auto populate in each of the rows of this form. These should automatically sum to the Total Amount at the bottom (be certain to verify that this is correct before proceeding). The person responsible for the deposit will: 1) record the date of deposit in the Date: field (middle left), then 2) in the Document Control No: field (middle right) numerically record the date of deposit mmddyy followed by 2 initials ie. 103109AD this needs to be a discreet number (not to be used again) Print the Deposit Form and take it with a copy of the Transaction Register, and money for deposit to your local ServiceBC office who will assist you with the deposit and give you a Receipt in return.

10. Once you have filled out the Deposit Form tab: Step 1: Save the .xls for your files Step 2: Take the $ and Deposit Form to Service BC to make deposit Step 3: Service BC will give you a Receipt to accompany the pledge/fundraiser/gaming forms that you will send to Victoria after making the deposit. The Receipt should add up to the totals on your Deposit Form and look like this … Read from slideRead from slide

11. Here is a sample of the Receipt that you will get from ServiceBC once the deposit is made. Once you have completed the deposit at Service BC, be sure to keep copies of the following for your files: the pecsf deposit form and register.xls Excel document the Receipt from Service BC Send the following in one bundle to PECSF in Victoria: the Receipt from Service BC the Deposit Form the Transaction Register the pledge/fundraiser/gaming forms (originals) (as listed on the Transaction Register) Here is a sample of the Receipt that you will get from ServiceBC once the deposit is made. Once you have completed the deposit at Service BC, be sure to keep copies of the following for your files: the pecsf deposit form and register.xls Excel document the Receipt from Service BC Send the following in one bundle to PECSF in Victoria: the Receipt from Service BC the Deposit Form the Transaction Register the pledge/fundraiser/gaming forms (originals) (as listed on the Transaction Register)

12. Once you have completed the deposit at Service BC, be sure to keep copies of the following for your files: the pecsf deposit form and register.xls Excel document the receipt from Service BC Send the following in one bundle to PECSF in Victoria: the Receipt from Service BC the Deposit Form the Transaction Register the pledge/fundraiser/gaming forms (as listed on the Transaction Register) Read from slideRead from slide

13. You’re done!

14. If you have any questions about Deposits made at Service BC, contact: Anne Davis, Financial Officer ph: 250 387 4658 email: Anne.Davis@gov.bc.ca Good Luck with your Campaign! Read slide Please remember though that as fun as fundraisers can be the best way to raise the funds needed in our communities is through online payroll donations! If you have any questions your wish to ask please let me know. Thank you again for listening and I hope this was of some help. Read slide Please remember though that as fun as fundraisers can be the best way to raise the funds needed in our communities is through online payroll donations! If you have any questions your wish to ask please let me know. Thank you again for listening and I hope this was of some help.