Utah State Employees Charitable Fund

Utah State Employees‟ Charitable Fund 2008 Campaign Training “Utah State Employees giving generously for our communities and our world” www.usecf.state.ut.us Training Outline  What is the Charitable Fund?  2008 Campaign theme The „08 Charitable Fund Campaign     Organization Coordinator‟s duties Solicitor‟s duties Campaign timeline  Forms History & Overview  Organized by Governor J. Bracken Lee in 1955  Supported by every governor since  Leadership from a Board of Directors  State Employee Volunteers  Occurs once per year  State Employees can donate to varied organizations w/o solicitation A Word From the Governor. . . As state employees, we have the opportunity to participate in the Utah State Employees‟ Charitable Fund Campaign. This fund drive provides a chance for service in order to help enhance the quality of life for our fellow citizens. The choice to support agencies participating in the charitable fund campaign is voluntary. Employees that are able to contribute 1% or more of their base annual pay will receive a special commendation and membership in the Governor‟s 1% Club. Thank you for your dedication to the citizens of our great state. Sincerely, Jon M. Huntsman, Jr. Governor The 2008 Charitable Fund Campaign  Provides an opportunity to give.  Informs state employees about charities.  Encourages voluntary participation. The Charitable Fund Guarantee  100% of your gift goes to non-profit agencies:  Administrative costs are paid with the interest from the fund account.  Funds are disbursed semi-annually to the non-profit agencies. Agencies Must Qualify For Your Support  In order to qualify, an agency must:  Be in compliance with Utah Charitable Solicitations Act,  Have current IRS 501C3 non-profit, tax exempt status,  Be approved by the Charitable Fund Board. 2008 Campaign Theme Key You And The People You Ask To Help You Are The Key Where Do You Fit In And What Do You Do? Utah State Employees Charitable Fund Organization Governor Fund Board Treasurer Campaign Chair Campaign Director Department Coordinators Division Solicitors Coordinator‟s Duties 1. Your department‟s campaign begins with You! 2. Learn about the Charitable Fund 3. Organize for success      Select Division Solicitors Provide training for Solicitors Distribute materials to Solicitors  You will pickup the forms after training Advise Solicitors of deadlines Stay in contact with them & be enthusiastic! Coordinator‟s Duties 4. Use a theme- (emails/posters/candy) 5. Contact Employees by: 6. Final Review and Follow-up       Meetings Letters/emails Ask Solicitors for completed packets by Nov. 9 Complete final review and summary sheetsPlease verify packet contents Ensure the Campaign Treasurer receives all forms and money by Nov. 16 Post-campaign recognition Thank your Solicitors! Solicitor‟s Duties 1. Learn about the Charitable Fund through your coordinator and our website 2. Distribute pledge forms to every employee (and brochures to those without the internet) 3. Follow up/encourage/be positive Solicitor‟s Duties 4. Collect completed forms-deadline is November 2. 5. Check the math & signature line. 6. Prepare pledge summary sheet. 7. Send all materials to your coordinator by November 9. Campaign Timeline  September 19  Kick off at 9:30 a.m. at State Library  Pickup Campaign materials after training.  September 19/November 2  Campaign runs September 19-November 2  Campaign coordinators follow-up with solicitors Campaign Timeline  November 9  Campaign materials due to Coordinators  November 16  Campaign materials due to Treasurer  May 2008  60% payout to charities  October 2008  40% payout to charities 2007 Statistics  3052 employees participated  $500,961 total given “Each Pledge Helps” *Statistics can be found on the website Be Enthusiastic Be Positive Set A Goal Of A Higher Participation Level Set a Goal OUR GOAL IS 100% Participation 100% 90 80 70 60 50 40 30 20 10 0 Reach Out  Some employees are more difficult to reach than others. Keep trying.  For every person we don‟t reach, we are making the decision for them to not participate.  The key to success: Contact every employee and let them make their own decision. USECF Campaign 2008 Forms  Pledge and Payroll Deduction Form  USECF Pledge Summary  Campaign Information Form Forms Flow “Kick Off” to Coordinator Solicitor to Employees Coordinator to Treasurer Employees to Solicitors Pre-printed Pledge & Donation Information  Distribute Pre-printed Pledge Form  Collect Form  Verify Funds Jane Doe UDOT Admin 12345678 810 8111 √ 338.00 13.00 Info for Employees  Fill out & sign your pledge form.  The deductions will begin January 2008 through December 2008.  Option of check contribution:  Fill out pledge, but do not sign payroll deduction authorization.  Make checks or money orders to: Utah State Employees’ Charitable Fund Pledge Form (Five Sections)  Pre-printed pledge info  Donation Information  Charity Designation  Signature  Receipt Charity Designation $338.00  “I would like to contribute:______ annually.” matches Total “Annual Amount”  Agency code for each pledge √ 338.00 13.00 ($13.00 x 26=$338.00) 25.00 38.00 55.00 20.00 200.00 338.00 1234 5678 9987 2003 4575 Charity Designation  If the donor wishes to donate to an unlisted charity, they should insure the contact information is provided in the area to the right of the Agency Code. √ 338.00 13.00 25.00 38.00 55.00 20.00 200.00 338.00 1234 5678 9987 2003 4575 Signature  Donor signs as authorization to deduct designated amount from paycheck. Jane Doe 9/24/07 Receipt  Coordinator completes receipt and signs verifying receipt and amounts.  Coordinator gives receipt to donor. Jane Doe 438.00 100.00 Your Name Here 12345678 13.00 9/24/07 Payroll Deduction & Check Donation Jane Doe UDOT Admin 12345678 810 8111 √ √ 438.00 13.00 ($338.00 + $100.00=$438.00) $100.00 Payroll Deduction & Check Donation √ √ 438.00 13.00 $100.00 100.00 25.00 38.00 55.00 20.00 200.00 438.00 2224 1234 5678 9987 2003 4575 Jane Doe 9/24/07 Payroll Deduction & Check Donation Jane Doe 438.00 100.00 Your Name Here 12345678 13.00 9/24/07 Pledge Summary  Lists and totals all payroll deductions and checks received for each Campaign Information Form Pledge Summary Agriculture 1 10/27/06 1 R. Sparks 538-8989 K. Lingard S. Lawrence 15.00 5.00 390.00 130.00 30.00 390.00 160.00 B. Smart R. Kirkwood 1300 338.00 250.00 250.00 100.00 438.00 858.00 380.00 1238.00 Campaign Information Forms Send all Summary sheets with pledge forms, checks, and money to: Michael McMillan 2008 USECF CAMPAIGN TREASURER Utah State Tax Commission 210 North 1950 West Salt Lake City UT 84114 Campaign Information Form Agriculture Administration 154 N Redwood Road, SLC, UT R. Sparks J. Shoe 858.00 380.00 1238.00 1234 538-8989 538-9089 J. Shoe R. Sparks √ √ √ Sept. 25, 2006 Sept. 30, 2006  Verify and complete Coordinator‟s checklist, sign and forward Campaign Information Forms to Treasurer Pledge Summary to Campaign Information Form Agriculture Administration 154 N Redwood Road, SLC, UT R. Sparks J. Shoe 858.00 380.00 1238.00 1234 Campaign Information Form 538-8989 538-9089 USECF Pledge Summary J. Shoe B. Smart Sept. 250, 2006 Sept. 30, 2006 1300 250.00 250.00 R. Kirkwood √ √ √ R. Shoe 338.00 100.00 438.00 858.00 380.00 1238.00 Send Packet to Treasurer  Please avoid:  Staples  Paper clips  After verifying, Please separate:  Pledge forms  Checks Questions? Contact Information 2008 Campaign Director Kitty Wright/Utah Department of Transportation KittyWright@utah.gov 2008 Campaign Treasurer Michael McMillan/Utah State Tax Commission Mmcmillan@utah.gov www.usecf.state.ut.us Thank You. . .  For being here today  For accepting your assignments  For all you do to make this year‟s Charitable Fund Drive a great success Please Pick Up Your Forms Clip Art (to help with your campaign)