Combined Federal Campaign Coordinator Training

1. Combined Federal Campaign Coordinator Training www.dfwmetroplexcfc.org

2. 2013 Campaign Team • Jennifer Howard- Senior Director • Matthew Thias- FTW Account Manager • Renee Griffin- Dallas Account Manger • LaTonia Walker- FTW LE • Monique Jackson- Dallas LE • LaDonna Roper-Downtown FTW LE • Brendon Ofori- Help Desk • Andrea Ortiz- Speakers & Fairs Coordinator • Lori Jefferson- Operations Officer

3. Welcoming by Matthew Thias

4. Jennifer Howard • Campaign Briefing • Commonly asked question • Materials/ Resources • Video

5. Number One Reason people don’t give?

6. 2013 DFW METROPLEX CFC LFCC ChairMs. Donna MorrisInternal Revenue Service

7. Office of Personnel Management (OPM) Sets policies and procedures nationally Charitable Organizations Local Federal Coordinating Committee (LFCC) Local Board of Directors comprised of local federal agencies. The Donor Principal Combined Fund Organization (PCFO) Provides both campaign and fiscal management. Campaign Coordinators/ Key Workers Loaned Executive (LE) Federal employee volunteer.

8. Commonly Asked Questions • Why not give directly to the charity? • One buck isn't going to change the world. • I know of a local charity that would like to be included in the CFC Charity list.

9. Commonly Asked Questions • What If I don’t feel I can afford to give? • I don’t like feeling pressured to give. • How do I know that my pledge gets where I intended it to go?

10. About DFW CFC • One of the largest CFC’s in the country • One of the lowest AFR’s • Over 9K contributors annually • 2013-2014 Goal: 3.5 Million

11. Campaign Materials • Charity Lists • Pledge Cards • Posters • Thermometers • Material Request Form • Speakers Request Form • Donor Gift Order Form

12. WWW.DFWMetroplexcfc.org

13. Meet Bill…

14. Federation 1012013 Catalog of Giving Presentation by Ashley Walsh/ Kim Bailey Community Health Charities of Texas

15. Speaker & Fairs Program Presentation by Marti Lawrence/ Andrea Ortiz

16. Speakers Request

17. Charity Request

18. Confirmation

19. Break 10 minutes *Bathroom* *Complete Material Request Forms*

20. Pledge Card Training

21. Doe John P x 123-45-6789 Social Security Administration / Ft Worth 817 123 - 4567 624 Six Flags Drive # 216, Arlington, TX. 76011 650.00 1 2 3 4 5 23456 650.00 2600.00 100.00 345 6 7 650.00 650.00 45678 x PAYROLL DEDUCTION 123 Connor Drive # 21 Fort Worth, TX. 76011 jpdoe@yahoo.com 09/01/2012 x 9. Charity Code 5. Address 1. Name 12. Sign & Date 10. Annual Amount 6. Work Phone # 2. Military / Civilian • 11. Optional Information 7. Paycheck Allotment 3. Agency / Location 8. Total Gift 4. SSN # or Emp. ID # • a) Incentive awards check box • b) Information release

22. Example : $19.23 * 26 = $499.98 $500.00 / 26 = $19.23 13. Double Check The Calculations Doe John P x 123-45-6789 Social Security Administration / Ft Worth 817 123 - 4567 624 Six Flags Drive # 216, Arlington, TX. 76011 250.00 1 2 3 4 5 23456 250.00 500.00 19.23 1 2 3 4 5 249.99 $499.98 23456 249.99 x PAYROLL DEDUCTIONCalculation Errors 123 Connor Drive # 21 Fort Worth, TX. 76011 jpdoe@yahoo.com 09/01/2012 x 9. Charity Code 5. Address 1. Name 10. Annual Amount 6. Work Phone # 2. Military / Civilian • 11. Optional Information 7. Paycheck Allotment 3. Agency / Location 12. Sign & Date 8. Total Gift 4. SSN # or Emp. ID #

23. Doe John P x Social Security Administration / Ft Worth 650.00 1 2 3 4 5 817 123 - 4567 624 Six Flags Drive # 216, Arlington, TX. 76011 234 5 6 650.00 34 5 67 650.00 2600 .00 #1947 650.00 45678 09/01/2012 x x CASH or CHECK 123 Connor Drive # 21 Fort Worth, TX. 76011 jpdoe@yahoo.com 6. Cash / Check Amount 10. Charity Code 1. Name 7. Check # Make checks payable to the Combined Federal Campaign 11. Annual Amount 2. Military / Civilian 12. Optional Information 3. Agency / Location 8. Identify Cash / Check Do Not Separate Cash/Check from Pledge Cards 13. SSN# and Signature Box 4. Address LEAVE BLANK 5. Work Phone # 9. Date of Contribution

24. Donor Incentive Order Form

25. Donor Incentives Every Donor Gift

26. Donor Incentives Philanthropist Award $650-$4999 ($25.00 Per Pay Period)

27. Donor Incentives Eagle Award $5000 & Above ($200.00 Per Pay Period)

28. Envelope Training & Accounting Practices

29. Accounting Best Practices • Schedule “time” for your pick-ups • Keep Copies- envelopes • Account for pledges- spreadsheet • Seal WITH a LE/CFC Staff person • Do NOT hold cash and/or checks for an extended time, turn in weekly. • Do process large amounts of cash as soon as possible. • Check website, verify totals match • Do take a large amount of coins and/or cash to the bank or a Coinstar location and have it converted into larger bills or cashier’s check. Attach receipt. • Do NOT route fundraiser donations through your personal account. • Keep all donor contributions secure at all times. • Do attach a second pledge form to the initial pledge form if a donor has contributed to more than 5 charities and number each pledge form. (ex: 1 of 3, 2 of 3, 3 of 3)

30. 1. Fill out envelope completely • Do not include cash/check pledges 2. Federal Agency Info Box Social Security Administration / Ft Worth Agency Name / Location 624 Six Flags Drive #216 Complete Address Tarrant TX 76011 County, State, Zip Code Name of Keyworker (if applicable) Jane Doe Phone # of Keyworker 817-123-4567 jane.doe@yahoo.com Email of Keyworker Name of Campaign Coordinator (CC) Name of Coordinator Phone # of Coordinator campaign.coordinator @yahoo.com 817-123-5678 Email of Coordinator 3. Audit Box Completed with CC and CFC Staff • Total # of Pledge Forms 10 10 2600.00 $2600.00 • Total $ Amount of Pledges • Signature and Date of CC and CFC Staff 09/03/2012 09/01/2012 4. Seal and Initial Envelope Together 09/01/2012 09/03/2012 5. Make a Photocopy of Envelope Payroll Deduction Envelope 6. Audit Box Fiscal Manager • Verify Total # of Pledge Forms • Verify Total $ Amount of Pledges • Signature of Fiscal Manager • and Sr. Director 7. Process Deposit

31. Envelope Errors • 1. Fill out envelope completely • Do not include cash/check pledges 2. Federal Agency Info Box Social Security Administration / Ft Worth Agency Name / Location Complete Address 624 Six Flags Drive #216 County, State, Zip Code Tarrant TX 76011 Name of Keyworker (if applicable) Phone # of Keyworker Jane Doe Email of Keyworker 817-123-4567 jane.doe@yahoo.com Name of Coordinator Name of Campaign Coordinator (CC) Phone # of Coordinator Email of Coordinator 817-123-5678 campaign.coordinator@yahoo.com 3. Audit Box Completed with CC and CFC Staff • Total # of Pledge Forms • Total $ Amount of Pledges 10 $2600.00 • Signature of CC and CFC Staff 11 3000.00 4. Seal and Initial Envelope Together 09/01/2012 09/02/2012 5. Make a Photocopy of Envelope 09/01/2012 09/02/2012 6. Envelope Correction Total # of Pledge Forms Total $ Amount of Pledges • Signature of Fiscal Manager and Sr. Director Note of Changes Made Initials of the Fiscal Manager * Error in addition, corrected to reflect new totals. Initials of the SR. Director 7. Photocopy Corrected Envelope Email Corrected Envelope to the CC 8. Process Deposit

32. Cash/Check Envelope • 1. Fill out envelope completely • Do not include payroll pledges 2. Federal AgencyInfo Box Agency Name / Location Complete Address County, State, Zip Code Name of Keyworker (if applicable) Social Security Administration / Ft Worth Phone # of Keyworker Email of Keyworker 624 Six Flags Drive #216 Tarrant TX 76011 Name of Coordinator Jane Doe Phone # of Coordinator jane.doe@yahoo.com 817-123-4567 Email of Coordinator Name of Campaign Coordinator (CC) 3. Do Not Separate Cash/Check from Pledge Cards 817-123-5678 campaign.coordinator@yahoo.com 4. Audit Box Completed with CC and CFC Staff • Total # of Check Pledge Forms • Total $ Amount of Check Pledges 100.00 100.00 10 10 • Total # of Cash Pledge Forms • Total $ Amount of Cash Pledges • Total # of Pledge Forms 10 10 100.00 100.00 • Total $ Amount of Pledges • Signature of CC and CFC Staff 20 200.00 20 200.00 5. Seal and Initial Envelope Together 09/01/2012 09/02/2012 6. Make a Photocopy of Envelope 09/01/2012 09/02/2012 7. Audit Box Fiscal Manager • Total # of Check Pledge Forms • Total $ Amount of Check Pledges • Total # of Cash Pledge Forms • Total $ Amount of Cash Pledges • Total # of Pledge Forms • Total $ Amount of Pledges • Signature of CC and CFC Staff 8. Process Deposit

33. “FUN”draising 101 Types • Jeans Day • Taco Bar • Silent Auctions • Golf Tournaments • Get Creative… Things to know… • Funding sources • In kind donations • Tax Receipts • Food Directive • Ethics Officers

34. Name of Fundraiser / Special Event Social Security Administration / Ft Worth 1150.00 99999 817 123 - 4567 624 Six Flags Drive # 216, Arlington, TX. 76011 1150.00 09/01/2012 Multiple Fundraiser / Special EventCash or Check 9. Charity Code 1. Name of Event 5. Cash / Check Amount 10. Annual Amount 6. Make All Checks Payable to the Combined Federal Campaign 2. Agency / Location 11. SSN# and Signature Box 7. Identify Cash/Check Multiple Do Not Separate Cash/Check from Pledge Cards 3. Address LEAVE BLANK 4. Work Phone # 8. Date of Contribution

35. Fund Raiser/Special Event Envelope • 1. Fill out envelope completely • Do not include payroll pledges 2. Federal AgencyInfo Box Completed by CC Agency Name / Location Complete Address County, State, Zip Code Name of Keyworker (if applicable) Social Security Administration / Ft Worth 624 Six Flags Drive #216 Phone # of Keyworker Email of Keyworker Tarrant TX 76011 Name of Coordinator Jane Doe jane.doe@yahoo.com Phone # of Coordinator 817-123-4567 Name of Campaign Coordinator (CC) Email of Coordinator 3. Do Not Separate Cash/Check from Pledge Cards 817-123-5678 campaign.coordinator@yahoo.com 4. Name of Fundraiser / Special Event 5. Audit Box Completed with CC and CFC Staff Silent Auction 09/01/2012 • Total # of Check Pledge Forms • Total $ Amount of Check Pledges 1 100.00 1 • Total # of Cash Pledge Forms 100.00 • Total $ Amount of Cash Pledges • Total # of Pledge Forms 1 1 100.00 100.00 • Total $ Amount of Pledges • Signature of CC and CFC Staff 2 2 200.00 200.00 6. Seal and Initial Envelope Together 09/02/2012 09/01/2012 7. Make a Photocopy of Envelope 09/01/2012 09/02/2012 8. Audit Box Fiscal Manager • Total # of Check Pledge Forms • Total $ Amount of Check Pledges • Total # of Cash Pledge Forms • Total $ Amount of Cash Pledges • Total # of Pledge Forms • Total $ Amount of Pledges • Signature of CC and CFC Staff 9. Process Deposit

36. Lunch! 12:00-12:30

37. Renee Griffin YOU… Make it Possible Your Role/ Responsibilities (How to be an effective Coordinator)

38. 9 Steps to a Successful Campaign

39. 1. Develop Your Plan

40. 2. Establish Support from the Top

41. 3. Set You Campaign Goal • Exercise

42. 4. Recruit & Train

43. 5. Promote & Publicize

44. 6. Educate Employees • Exercise

45. 7. Report Results

46. 8. Saying THANKS!

47. 9. Evaluate Results

48. Thank YOU *Closeout/Pledge* *Gather your materials* *Debrief with your account manager*