Training Brief Unit Project Officer

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Training Brief Unit Project Officer Keyperson
Your Gift Changes Lives!
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Training Agenda

• CFC history
• Organization
• Regulations
• Campaign Focus
• Campaign Recognition
• Campaign FUNdraisers
• Campaign Roles
• Frequently Asked Questions
• Campaign Impact

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General Information

• CFC history
• Established in 1961 by John F. Kennedy
• Campaign occurs once a year
• September 1 December 15
• 2009 Hawaii CFC
• 14 September 6 November
• About 350 Combined Federal Campaigns
• Hawaii-Pacific Area CFC is 3rd in size
• Over 268 million dollars raised nationally

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Organizational Chart
U.S. Congress
U.S. Office of Personnel Management
Honolulu Federal Executive Board
Hawaii CFC Chair Organization (US Marine Corps)
Steering Committee (Local Agency Heads)
Agency Project Officers
Unit Project Officers
Key People
Individual Donors
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Local Information

• History of Giving in Hawaii
• Number of federal employees 2004/2006
  deployments, 2007 - addition of Guam, Northern
  Marianas, American Samoa
• Average gift has generally increased
• Participation is a concern
• Use of payroll deduction is the preferred method
  of giving

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CFC Regulations

• The agency head of each federal agency will
  initiate campaigns within their offices or
  installations and provide support for the
  campaign
• Employee solicitations shall be conducted during
  duty hours
• Ensuring that every employee is given the
  opportunity to participate in the CFC

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Campaign Focus

• FEAT
• Find
• Educate
• Ask
• Thank

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Campaign Focus

• FIND
• Locate all units and offices
• Create a contact list for each unit and office
• Make sure list is complete so that all donors may
  be contacted

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Campaign Focus

• EDUCATE
• Planning Team members will conduct training
  briefs
• Donor Education Brief (includes the following)
• Introduction of Unit Project Officer and
  Keypeople
• Leadership remarks
• Charity Speaker
• Answer questions

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Campaign Focus

• ASK
• Keypersons responsibility
• Visit each federal employee face to face
• Present pledge card and charity list
• Answer questions
• Ask for contribution
• Thank everyone!

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Campaign Focus

• THANK
• Give recognition items to eagle and super eagle
  givers upon receipt of donation
• Leadership thank you
• Certificates of appreciation
• Memos and e-mails to employees
• Verbally recognize and thank everyone

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Campaign Focus

• Payroll deduction
• Advantages
• Easier to give
• Allows donors to make a bigger difference
• Starts January 2010 and continues through
  December (1 Year and automatically stops)
• Explain advantages when cards are handed out!
• End of Service
• Must have three months left to initiate a payroll
  deduction
• Note all payroll deduction will automatically
  stop upon end of service
• Reservists
• Giving is via cash or check
• Contractors
• They may participate via cash or check

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Campaign Recognition

• Individual Recognition
• Eagle Recognition Annual base pay x one percent
  (.01)
• Super Eagle Recognition Annual base pay x two
  percent (.02)
• (Individual suggested giving guide is located in
  the Charity List and on the website
  www.cfc-hawaii.org)
• Agency, Unit, Department Recognition
• Award Certificates presented to units/departments
  that achieve
• 60 participation and 95 per capita PLATINUM
  Award
• 55 participation and 90 per capita GOLD Award
• 50 participation and 85 per capita SILVER
  Award
• 45 participation and 80 per capita BRONZE
  Award

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Campaign Recognition
Suggested Giving Guide The following is a guide
only. It is not intended to be an assessment or
a quota. EAGLE recognition acknowledges and
thanks those donors contributing 1 of their
base pay. SUPER EAGLE recognition acknowledges
and thanks those donors contributing 2 of the
base pay. Military please refer to your LES to
calculate Eagle computation base pay x 1
12 (monthly) Example base pay 28,000 x 1
280.00 (yearly contribution ) 12 23.30
per pay period Civilian please refer to your
LES to calculate EAGLE contribution base pay
x 1 26 (biweekly) Example base pay
28,000 x 1 280.00 (yearly contribution) 12
10.75 per pay period SUPER EAGLE
computation base pay x 2 12 (military) or 26
(civilian)
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Recognition Items
All Donors
Super Eagle Recognition 2
Giving Card
Eagle Recognition 1
Zippered Toiletry Bag
Environmentally Aware reusable Shopping Bag
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Campaign FUNdraisers

• Special FUNdraising Events
• Use to wrap up campaign
• Bake sales and car washes
• Increases unit per capita achieved
• Raises morale
• Have fun!
• Thank everyone!

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Unit Project Officer

• Essential Responsibilities
• Leadership
• Ensure campaign gets visibility
• Encourage fundraisers to wrap up your campaign
• Discourage prohibited practices
• Report to the Agency Project Officer the status
  of the campaign via the weekly status reports
• Accountability
• Materials
• Contents of envelope
• Recognition items
• Deposit slips
• Ensure cash/check donations get deposited,
  validated, and returned to corresponding envelope
• Establish and track the recognition awards within
  your unit
• Review completed audit of envelopes and their
  contents with Keypeople

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Unit Project Officer

• Action Steps
• Confirm your Unit Population and provide to your
  Agency Project Officer
• Identify Keypeople (1 per 25 people)
• Contact Planning Team for educational briefs for
  all employees
• Plan time location for briefs
• Distribute Envelopes to Keypeople
• Ensure everyone attends an educational brief
• Receive completed envelope from Keypeople
• Audit envelopes to ensure accuracy of pledge
  cards and Keyperson Final Report
• Contact Agency Project Officer to turn in
  completed envelopes

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Keyperson

• Responsibilities
• Leadership
• Ensure campaign gets visibility
• Encourage fundraisers to wrap up your campaign
• Discourage prohibited practices
• Report to the Unit Project Officer the status of
  the campaign via the weekly status reports
• Education
• Attend Keyperson Educational Brief
• Ask
• Distribute pledge cards and donor brochures after
  donor educational brief
• Be prepared to answer donors questions
• Encourage payroll deduction
• Retrieve pledge cards (ensure accuracy)
• Thank everyone!
• Distribute recognition items to Eagle and Super
  Eagle givers
• Complete and sign Keypersons Final Report

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Keyperson

• Materials Accountability
• Manage the contents of the envelope
• 25 pledge cards
• 1 Keypersons Final Report
• 1 lost pledge card form
• 1 250 cash/check form
• 1 deposit slip
• Must be validated by bank when deposits are made
• 1 CFC reference guide
• 1 point of contact poster
• Charity Lists will be distributed based on
  agency/unit population

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POC Poster
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Keypersons Envelope
Envelope and Keypersons Final Report
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Keypersons Envelope
Pledge Card Numbers
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Keypersons Envelope
Complete this portion of the Keyperson Envelope
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Keypersons Final Report
Keyperson Final Report and Envelope are same
(preprinted)
3001
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Keypersons Final Report
Write in the AGENCY CODE (agency codes listed
in reference guide)
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3001
US Coast Guard Cutter Jarvis
Write your agency NAME and UNIT
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(No Transcript)
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Pledge Card
Add Envelope to each pledge card
38522
3001
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Each card is numbered
Pledge Card
38522
3001
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Keypersons Final Report
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3001
US Coast Guard Cutter Jarvis
38521
38522
38523
List each pledge card number
38524
38525
38526
38527
38528
38550
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Keypersons Final Report
18
3001
US Coast Guard Cutter Jarvis
Work from an alpha roster List each employees
name next to a card number
38521
Harry Potter
38522
Luke Skywalker
38523
Edward Cullen
Isabella Swann
38524
Indiana Jones
38525
38526
Sam Spade
38527
Hermione Granger
38528
Not Used
38550
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Pledge Card
38522
3001
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Pledge Card
38522
Military
Civilian
3001
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Pledge Card
38522
X
3001
ANNUAL AMOUNT
125.00
0
7
4
6
1
175.00
5
2
9
3
8
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The Art of Asking

• Greet each employee personally FACE-TO-FACE
• 2. Introduce yourself and explain your role as
  Keyperson
• 3. Explain what CFC is and why YOU support
  the CFC
• 4. Give each employee a pledge card and a
  Charity List
• 5. Encourage payroll deduction simple, easy,
  convenient
• 6. Ask for contribution
• 7. Collect completed cards
• 8. Thank each person for their time and
  support

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Pledge Card

• Keyperson fills in keyperson envelope number
• Pledge card checklist
• Civilian vs. military
• Designated charities (annual amount)
• SSN and signature for payroll deduction
• All checks payable to CFC
• Pledge card completely filled out and legible
• Turn number 1 copy into payroll office
• Return number 2 copy to report envelope
• Copy number 3 is donors copy

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Pledge Card

• Keyperson reminders
• Confidential donation
• Donor completes pledge card
• Write confidential on a white mailing envelope
• Write pledge card number on the white mailing
  envelope
• Place pledge card inside white mailing envelope
  and seal it
• Opened at CFC headquarters
• Annotate confidential on keyperson report and top
  left corner of keyperson envelope
• More than five charities
• Try to use consecutive cards
• Only make one pledge on first card
• Use second card for designations and name only

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ALL COPIES MUST BEVALIDATED
3001
10/15/XX
20 00
1 Copy will be taken by the bank (White
Copy) 2 Copy goes back into the
envelope. (Yellow Copy) 3 Copy is for
Keyperson (Pink Copy)
10/15/XX 1233 01-105469 DDA/SAV DEPOSIT
20.00 800511 0074.05 PEARL HARBOR
20 00
20 00
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250 Cash/Check Form
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Lost Pledge Card Form
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Pledge Card

• Keyperson reminders
• Lost pledge card form
• Fill form out if any pledge cards are missing
• 250 cash/check form
• IRS requirement for taxes
• Will be mailed in January
• Complete and audit Keypersons Final Report

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Keypersons Final Report
BLOCK OUT NON CONTRIBUTORS NAME
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3001
US Coast Guard Cutter Jarvis
38521
Harry Potter
38522
Luke Skywalker
38523
Edward Cullen
Isabella Swann
38524
Indiana Jones
38525
38526
38527
Hermione Granger
38528
VOID
Not Used
38550
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Keypersons Final Report
18
3001
US Coast Guard Cutter Jarvis
DONATIONS BY CASH/CHECK COLUMN
38521
Harry Potter
38522
Luke Skywalker
25 00
38523
Edward Cullen
Isabella Swann
38524
Indiana Jones
38525
38526
38527
Hermione Granger
300 00
38528
Not Used
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Keypersons Final Report
18
3001
PAYROLL DEDUCTION COLUMN
US Coast Guard Cutter Jarvis
38521
Harry Potter
180 00
38522
Luke Skywalker
25 00
38523
Edward Cullen
120 00
Isabella Swann
38524
Confidential
Indiana Jones
38525
240 00
38526
38527
Hermione Granger
300 00
38528
Not Used
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Keypersons Final Report
18
3001
US Coast Guard Cutter Jarvis
AWARDS BLOCK EAGLE AND SUPER EAGLE Distribute
recognition items as soon as possible
X
38521
Harry Potter
180 00
38522
Luke Skywalker
25 00
38523
Edward Cullen
120 00
Isabella Swann
38524
Confidential
X
Indiana Jones
38525
240 00
38526
X
38527
Hermione Granger
300 00
38528
Not Used
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Keypersons Final Report
18
3001
US Coast Guard Cutter Jarvis
X
38521
Harry Potter
180 00
38522
Luke Skywalker
25 00
38523
Edward Cullen
120 00
Isabella Swann
38524
Confidential
X
Indiana Jones
38525
240 00
38526
X
38527
Hermione Granger
300 00
38528
Not Used
TOTAL CASH/CHECK AND PAYROLL DEDUCTION COLUMNS
325 00
600 00
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Keypersons Final Report
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3001
US Coast Guard Cutter Jarvis
X
38521
Harry Potter
180 00
38522
Luke Skywalker
25 00
38523
Edward Cullen
120 00
Isabella Swann
38524
Confidential
X
Indiana Jones
38525
240 00
38526
X
38527
Hermione Granger
300 00
38528
Not Used
COMPLETE CONTRIBUTIONS SECTION (completed by
Keyperson
325 00
600 00
2
325.00
600.00
3
1
6
925.00
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Keypersons Final Report
18
3001
US Coast Guard Cutter Jarvis
X
38521
Harry Potter
180 00
38522
Luke Skywalker
25 00
38523
Edward Cullen
120 00
Isabella Swann
38524
Confidential
X
Indiana Jones
38525
240 00
38526
X
38527
Hermione Granger
300 00
38528
Not Used
KEYPERSON AND UNIT PROJECT OFFICERS SIGN
325 00
600 00
2
325.00
600.00
3
1
6
925.00
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Keypersons Final Report Reminders

• List all pledge card numbers and names
• Use Alpha Roster
• Line out non-contributors names
• Keep a list of award donors only (if needed)
• Return all used, unused, and voided cards to
  corresponding envelope
• Complete lost pledge card and 250 cash/check
  form if necessary
• Total columns
• Sign and give contact number
• Return completed envelope to Unit Project Officer
  for audit
• Must be validated by bank when deposits are made

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Pledge Card Flow Chart
There are three Copies of the Pledge card
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Charity List
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Charity List

• Sections
• Table of Contents
• CFC Information
• Alpha Index of Charities
• International Charities
• Local Charities
• National Charities
• Suggested giving guide

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Charity List

• Things to be aware of
• Charity Code (use current list 5 digit codes
• Charity Name
• Website address
• Phone number
• 25 word description
• EIN (employer identification number)
• Charitys management/fundraising
• Taxonomy Code

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Frequently Asked Questions

• How did the charities get in there?
• Criteria in the federal register (regulations)
• IRS determination of non-profit status (501C3)
• Tax Form 990
• Financial Audit (revenues greater than 100,000)
• Local charities must be local
• All applications are screened by federal
  employees
• OPM - Office of Personnel Management
• National and International charities
• FEB Federal Executive Board
• Local charities

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Frequently Asked Questions

• Why designate?
• Support charities of your choice
• Undesignated goes to all charities that receive
  designations
• There are charities that you may not support in
  the brochure
• Make sure you designate your donation!

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Frequently Asked Questions

• Did my money go to the charity I designated?
• Data entries are verified
• Database will not accept invalid codes
• We will release your name to the charity provided
  you fill out the recognition options box
• The CFC is audited annually

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Frequently Asked Questions

• Why give through CFC?
• Charities can plan better (notified of annual
  amount of contributions)
• Keeps fundraising cost down
• The ease of payroll deduction
• Payroll deduction starts in January
• Over 2300 charities
• CFCCHOICE, CONVENIENCE, CONFIDENCE

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Discussion

• Questions
• If you have one, someone else may have the same
  one. This is the time to ask!

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Campaign Impact

• Who uses these charities?
• We all do!

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Thank You