State Employee Charitable Campaign SECC Completing Forms and

State Employee Charitable Campaign (SECC) Completing Forms and Envelope

Deadlines to Remember Campaign Season – September 1 – October 31 State Agencies (to LCM) – October 30, 2020 State Agencies to Comptroller (payroll) –November 6 Universities / Colleges (to LCM) – November 6 Universities / Colleges to Payroll – Contact your Payroll Office Final Results Available –January 23, 2021 Our 2020 SECC Local Campaign Goal: 00 $200, 000.

Re-Cap on Post Campaign Activities Review all pledge forms received to ensure they are signed and completed correctly Tabulate results Review online giving at: https: //secctexasgiving. org/_riograndevalley/ Click on Main Menu and in the drop down menu select campaign totals Tabulate your paper form donations Report campaign results to Agency coordinator Evaluate Campaign If applicable turn in payroll deduction forms to Payroll Department Post final campaign results Thank participants and your champions

SECC Pledge Form TYPES Completing Payroll and Auditing Forms Deduction One-Time Donation (cash, check, Money Order) Fundraiser The pledge form can be found by clicking on here: Pledge form Link

SECC Pledge Form-Payroll ü Check the information is complete as above and is accurate to the best of your ability. The information is basic ü Ensure full name is entered. ü Ensure you have a work number for the employee ü Ensure the email is complete ü Ensure the State Agency and your agency # is correct ü If you have several departments within your agency, that info should be entered on the form, along with the county and your coordinator name and phone number.

SECC Pledge Form-Payroll Jane Doe PAYMENT OPTIONS ü Under this section, you must designate whether payroll deduction or one-time. For payroll, select payroll deduction ü Ensure form is signed and dated ü Ensure Effective date is included ü If your payroll requires it, please ensure an Employee ID Number is entered.

SECC Pledge Form-Payroll CHARITY DESIGNATIONS ü You need to ensure each column includes only charities within the same group starting with the same first two digits. ü Ensure charity codes and amounts are clear. ü Ensure you total up each group

SECC Pledge Form-Payroll RECOGNITION & ACKNOWLEDGEMENT ü Make sure employee completes this section if they want recognition ü If requesting email, ensure a personal email address is included. ü If requesting by mail, ensure they include a home mailing address and not a work address.

SECC Pledge Form-Payroll Important information to remember: One (1) pledge form per donor Ensure each section has been completed & signed Minimum donation per charitable group is $2 Charity codes are 6 digits Ensure charity code in this year’s directory Choice of up to 9 charities All payroll deduction forms must have designated charities written in. Page 1 “PART 1”-To Payroll Office Page 2 “PART 2” (with cash and checks)-To LCM in envelope Page 3 “PART 3”-To Donor (Receipt)

SECC Pledge Form- ONE-TIME ü Check the information is complete as above and is accurate to the best of your ability. The information is basic ü Ensure full name is entered. ü Ensure you have a work number for the employee ü Ensure the email is complete ü Ensure the State Agency and your agency # is correct ü If you have several departments within your agency, that info should be entered on the form, along with the county and your coordinator name and phone number.

SECC Pledge Form- ONE-TIME PAYMENT OPTIONS ü Under this section, ensure One-Time is checked off ü Form does not need to be signed or dated ü No Employee ID is needed

SECC Pledge Form- ONE-TIME CHARITY DESIGNATIONS ü You need to ensure each column includes only charities within the same group starting with the same first two digits. ü Ensure charity codes and amounts are clear. ü Ensure you total up each group

SECC Pledge- ONE-TIME RECOGNITION & ACKNOWLEDGEMENT ü Make sure employee completes this section if they want recognition ü If requesting email, ensure a personal email address is included. ü If requesting by mail, ensure they include a home mailing address and not a work address.

SECC Pledge Form-FUNDRAISER ü Check the information is complete as above and is accurate to the best of your ability. The information is basic ü Ensure full name is entered. ü Ensure you have a work number for the employee ü Ensure the email is complete ü Ensure the State Agency and your agency # is correct ü If you have several departments within your agency, that info should be entered on the form, along with the county and your coordinator name and phone number.

SECC Pledge Form-FUNDRAISER PAYMENT OPTIONS ü Under this section, ensure One-Time is checked off ü Form does not need to be signed or dated ü No Employee ID is needed

SECC Pledge Form-FUNDRAISER CHARITY DESIGNATIONS ü You need to ensure each column includes only charities within the same group starting with the same first two digits. ü Ensure charity codes and amounts are clear. ü Ensure you total up each group

SECC Pledge Form-FUNDRAISER RECOGNITION & ACKNOWLEDGEMENT ü This area does not need to be filled out as this is a fundraiser

SECC Pledge Form One-Time and Fundraisers Important information to remember: Form does not need to be signed Form does not go to payroll Some agencies do not allow certain fundraisers. Contact your HR or Ethics Rep for guidance. One-Time Page 1 “PART 1”-Keep for your Records Page 2 “PART 2” (with cash and checks)-To LCM in envelope Page 3 “PART 3”-To Donor (Receipt) Fundraisers Page 1 “PART 1” and Page 2 “PART 2” (with cash and checks)-To LCM in envelope Page 3 “PART 3”-To Donor (Receipt)

Report Envelope Once you have completed your audit of forms, it’s now time to fill out your Report Envelope. The first thing you need to do is fill out section 1 and section 2. 1. Always check whether the report is PARTIAL or FINAL. PARTIAL –means only part of your reporting is being turned in. FINAL-means all of your reporting is complete and no other forms should be received from your agency / university / college.

Report Envelope 10/30/2020 2. Enter all the requested state agency information. Ø Make sure to include the number of employees to have accurate results and statistics for the entire campaign and for your agency. Ø Make sure to sign envelope and list date submitted.

Report Envelope Before you write on your envelope, separate your pledge forms as follows: Payroll $1 Deduction: to $999 donors $1000 or more donors One-Time $1 Donations to $999 donors $1000 or more donors Fundraisers

Report Envelope DO NOT FILL-IN

Report Envelope Count your forms per category and enter that number on your envelope as shown. Payroll Deduction: $1 to $999 donors $1000 or more donors One-Time Donations $1 to $999 donors $1000 or more donors

Report Envelope • Count your forms per category and enter that number on your envelope as shown. 1. Payroll Deduction: 1. $1 to $999 donors 2. $1000 or more donors 2. One-Time Donations 3. $1 to $999 donors 4. $1000 or more donors

Report Envelope ADD UP ALL TOTALS These two added give you total for “$1 $999” These added together give you total “Am’t of Donations” These two added give you total for “$1000 or more”

Report Envelope • This is similar to what your envelope should look like when complete. • The cover of the envelope can be found in the Resources folder for coordinators for you to complete and print out for your envelope. • If you have questions, please contact your LCM.

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