Events and eForms

1. Events and eForms Why? To give you: • self-service record of your events, the funds raised, and your charity choice(s). • A unique serial #s (for easy identification) • a place to track the forms that have been submitted for your workplace

2. Event Wrap Up Support: If you have any questions about Event eForms, money, or deposits, contact:PECSF@gov.bc.ca OR Anne Davis, Financial Officer ph 250 387 4658 email: Anne.Davis@gov.bc.ca TIP: Did you know? The end of this presentation, includes some tricks/best practices.

3. Event eForms – where to find them? Where: located in the SharePoint Site https://hr.gov.bc.ca/pecsf/default.aspx • When: complete and submit after an event is held (within five days)

4. Event eForms– What needs to happen? • Open a new Form, input the details, save and submit • Deposit the money (at Coast Capital Savings Credit Union, or Service BC) • Wwrite your Business Unit # & eForm #(s) on the receipt you get from CCSCU, or Service BC. • Send a scan of the receipt with your Business Unit # & eForm #(s) (this is your proof of deposit) to PECSF HQ. • Include a scan of the Winning Ticket. • 6. Return all unused tickets for each event to PECSF HQ. (include your contact information)

5. Completing your Gaming eForm How: • open a new Form • Start by clicking on the Gaming Form link to get this window: • Then click on +Add document to start the new form … 0

6. Completing your Form This is how the eForm will look when you open it for the first time. Required information is indicated by: a * or

7. Completing your Form Before you hit the Submit button, ensure that you have recorded the name of the people who Verified & Witnessed the money collected from the event.

8. Completing your Form Once submitted: the Serial or Name field at the top right of the eForm will change from G13 to e.g. G13007 The Status will change from New to Printed The Submit button will change to Save button You will received a pop up Microsoft Office InfoPath message: The form was submitted successfully. Click OK and close the screen using the red X at the top right corner of the screen.

9. Depositingthe Money • Go to your local Coast Capital Savings Credit Union (for volunteers outside of Victoria and Vancouver: go to Service BC) • 2. Write your Business Unit # and eForm #(s) on the receipt you get from CCSCU or Service BC. • TIP: For Service BC instructions, • visit our website: Service BC Regional Deposit and Register: Guide 

10. Winning Ticket! Winning Ticket! Final steps after you have made the deposit: 1.) Email PECSF@gov.bc.ca a scanned copy of the receipt (with your BU and eForm number on it) 2.) Copy of the 50/50 ticket (both sides) or the winning raffle ticket. GOT UNUSED TICKETS SEND TO PECSF HQ BY NOV 29, 2013

11. Yeh! You’re done!

12. Some tips and tricks and best practices!

13. Gaming eForm – Ticket Sales Tracker *** TIME SAVING TIP *** Fill out the Ticket Sales Tracking Template as soon as you get your tickets for your event. Then update with the unsold tickets before the draw. To help you reconcile the tickets sold to the $ collected, we have created a Ticket Sales Tracking Template shown above in the sharepoint site. Use this to record the series of tickets sold for each of your 50/50 draws, or raffle events. This will help you to determine the info to fill in Step 3) of the gaming eForm. This example is for a 50/50 Draw: Prize Expense is used when a portion of the Total ticket sales was used to purchase a prize. Receipts must be provided as proof of purchase. (not for 50/50 Draws)

14. Contact us if you have any entry errors in eForms by email to PECSF@gov.bc.ca Use a new eForm for every event. Use the Gaming eForms for raffles and 50/50 draws and the Fundraiser Forms for all other events. Note any cash prizes awarded in the “Notes and comments” field ie: “Cash prize awarded = $175.00”. Record “Rental or event Expenses” taken from the funds raised by the event in the “Notes and comments” field & provide receipts. Use the right accounts: Gaming account: 14162974 Fundraiser account: 2336040 Head’s Up and Reminders

15. Printing your forms – this is optional. If you want to print the eForm, the printed version looks like this. When you are done, close the form using the button at top right of the window. Otherwise, when you go back to the original Gaming Form page, press F5 to refresh the window. You will find your newly created eForm in the listing. Click on its “Name” G13007 if you wish to review it.

16. Gaming eForm – some tips & tricks Common error message This happens when you forget to enter 50% for a 50/50 Draw… (the default is 100%)

17. Gaming eForm – some tips & tricks Another Common error message If you sell tickets for an amount that isn’t listed, e.g. $0.25/ticket or $1.67/ticket You can enter that amount in the blank field, Use the down arrow to find the blank field and then type in the amount.

18. CAD $ only US $ to CAD $ US $ conversion to CAD $ BC100 F13007 BC100 F13007 Donations should be in CAD $ only. But if you receive US $, the bank may break out the foreign currency on 1 receipt or provide a separate receipt. Add these 2 CAD $ amounts to get a total in CAD $ reported on the eForm.

19. Gaming eForms– tracking the status When you have Submitted your eForm (Filled it out), the Status will change from “New” to “Printed” When PECSF has verified the deposit matches the eForm, the Status will be changed from “Printed” to “Received” If there is a concern with the eForm, the Status will be changed from “Printed” to “Pending” If there is an error or duplicated eForm, the balance will be set to $0 & the Status will be set to “Voided” You can also see the total of all gaming events you have submitted in the Sum = at the top of the Amounts column e.g. in this screen Sum= 720.25

20. Gaming eForms– tracking the status Start by sorting your eForms by most recent & listing by your Business Unit:

21. Useful Resources If you are looking for a charity in your region, check out the link found in the Libraries section of the SharePoint site: • https://hr.gov.bc.ca/pecsf/default.aspx#