After the Canvass GIFT Form Assisting donors to make their gift Module 3
What is the Gift Form? The Gift form is one of the mechanism used to make a donation through the GCWCC Non-ePledge In organization that have not adopted epledge, the Gift form is used for all gifts: Cash Cheque Credit Card Payroll Deductions epledge In organizations that have adopted epledge, the Gift form must be used for the following gifts: Cash Cheque Upon donor request, the Gift form can also be used for Payroll and Credit Card donations.
Objectives In the next few minutes, you will learn How to help someone complete a Gift form Why it is important to verify completed forms How to complete a batch report (For nonepledge departments) Tracking and reporting
DR AF T The 2013 Gift Form National Capital Region (NCR) Government of Canada Workplace Charitable Campaign (GCWCC) There is a separate form for GCWCC campaigns held outside of the NCR. These areas use the National GCWCC Gift form to enable donors to Give where they live.
Top Section
Top Section: Canvasser s info For organizations not on epledge Information about the canvasser must appear on the gift form Enter your Canvasser number on the gift form BEFORE giving it to the donor You will get your canvasser number from your departmental GCWCC team Organizations that have adopted epledge do not assign canvasser numbers.
Top Section: Donor info While donors must fill in the remainder of this portion, Canvassers must make sure the information is complete To issue an income tax receipt, Canada Revenue Agency requires that donors include: Their full name (First, Last), and Their full home address (including city, province and postal code) Important Note Inaccurate information could mean that the donor does not receive a receipt for their donation.
Top Section: Donor info The telephone number and E-Mail information is Required for credit card donations Helpful in case of inconsistencies in the rest of the form Include the Date Age is requested for statistical purposes only
Your gift costs you less than you think This section demonstrates an approximated cost of a donation after tax. For more detailed information, please visit Canada Revenue Agency's Charitable donation tax credit calculator Did you know Giving through the GCWCC is a one-stop shop for all you charitable giving. You can give to all your charities in one place, at one time AND get a single tax receipt for all those donations.
Choosing where to give The three named recipient organizations for the GCWCC in the National Capital Region are featured at the top of the form United Way Ottawa Centraide Outaouais Healthpartners Note that the GCWCC also enables donors to give to any United Way / Centraide in Canada and Any Canadian registered Charity
Choosing where to give To designate your gift to United Way Ottawa Choose to give to where it is needed most, and will have the greatest impact; or Specifically indicate which causes within United Way you wish to support Yearly amount Total 26 The amount to be entered is the full Did you know amount (per year). It is not the per pay It is the canvasser s job to verify that the amount amount in the Total box equals the sum of the Any combination of giving is possible! boxes above. Then, if a payroll deduction, that the total is divided by the number of pay periods (typically 26).
Choosing where to give The same process is used whether you choose to designate your gift to any of the other designated charities, including Centraide Outaouais; or Healthpartners Total 26 Just make sure that The totals equal the sums of the other boxes! Divide the total by 26 if it is a payroll deduction donation Total 26
Choosing where to give Donors can also donate to any other United Way / Centraide in Canada Any registered Canadian charity
Choosing where to give: Other United Ways Prescott-Russell Total 26 Ensure that the following is provided: Name of the United Way, and The 5-digit United Way Code (can be found on the calendar or by visiting our website: http: //www.gcwcc-ccmtgc.org/en) Verify that the amount donated to this United Way is entered If the donor would like to donate to more than one United Way across Canada, on a separate sheet of paper (blank or lined paper), ensure that the donor lists the name(s) of the United Ways, the 5-digit United Way Code and the gift amount, Signs the sheet and Staple the sheet to the gift form Verify that the total gift amount is correct, and If giving through the payroll, divide the total by 26 and indicate it here.
Choosing where to give: Other A minimum $26 gift per charity is required for the GCWCC to process these donations. In this box, the donor is to write the exact name of the charity to which he/she wished to donate This is important because many charities have similar names Note that the charity must be registered with the Canada Revenue Agency You can help the donor find the BN/Registration number by visiting the following CRA websites: Charity Listing visiting the following CRA websites: Charity Listing and Other Qualified Donees Listings calling 613-946-2412 or 1-877-442-2899, or suggesting that the donor send an email to charitylistings-listebienfaisance@cra-arc.gc.ca
Choosing where to give: Other Total 26 Then, make sure that there is a gift amount for each charity The totals equal the sums of the other boxes Divide the total by 26 if it is a payroll deduction donation Remember! For the GCWCC to process donations for Other Canadian Registered Charities, there is a minimum $26 gift per charity.
Choosing where to give: Other Total 26 If a donor would like to designate a gift to more than four other Canadian Registered Charities, on a blank piece of paper, ensure that all the required information (charity name, BN/Registration number, amount of gift) is clearly indicated the donor included his/her name and signature (required) the gift form number (top right of the Gift form) also is written on the paper; and the paper is stapled to the gift form Then, verify that the total gift amount is correct, and if giving through the payroll, divide the total by 26 and indicate it here.
Tallying up the donations This is the total amount given by the donor Verify that the totals of all the boxes are added up If more than $1000, verify with the donor whether they wish to appear on the honor roll; and to receive information on special leadership events
Method of payment This is where donors indicate the method they wish to use to make their gift. Note that payment can be made through any combination of Payroll deduction Cash Cheque (payable to United Way GCWCC) or Credit card (equal monthly payments, or one-time gift)
Method of payment Please verify that the donor has checked at least one of the boxes, and indicated the amount paid using that particular method (If giving by credit card) indicated the type of card, provided his/her credit card number, expiry date and has signed the form To protect yourself, ensure that it is the donor that fills in this information!
A Note on donating by Credit Cards Look at the expiry date of the credit card! If the expiry date is Before the end of the current year for one-time credit card donation or Before the end of NEXT year for monthly credit card donations Inform the donor that United Way (the manager of the GCWCC) will contact them to obtain updated information should it be required at the time the payment is processed
Method of payment Important note If the donor wishes to make their gift using more than one method of payment, please ensure that the total of the gift equals the total of the circled boxes!
Method of Payment: Payroll Deduction Ensure that the donor has completed the whole section Full name The Pay Office requires that the Donor provide Payroll information This information is located on the donor s pay stub, or your some departmental Leave system As of April 2013, donors may need to access this information on PWGSC s Compensation AppliWeb
Method of Payment: Payroll Deduction Ensure that the donor has completed the whole section Full name The Pay Office requires that the Donor provide Payroll information The total Remember! Per section Per pay period Of the complete donation Signature and Date Do NOT tear off this portion of the form. You don t need it, the treasurer does! He/she will send it to payroll.
Congratulations!
Your Organization s Process
Find out Your Organization s Internal Process 1.Keep the forms in a secured location They contain personal information Under no circumstance make copies of donor s Gift Form 2.Reporting Timeline How frequently should I report my progress? (daily, weekly) 3.Routing process To whom should the forms be returned to? (Team captain, Branch Coordinator, Treasurer) 4.Creating a Batch/Canvasser Report (non-epledge organizations) Once you receive 2-3 gift forms, create a Batch/Canvasser Report manually or in the GIFTS system
Tracking and Reporting: Batch & Canvasser Reports For non-epledge organizations only! Training Tip epledge organization? Skip this section
Batch/ Canvasser Report
Reports? Reports helps the campaign team with their tracking and reporting Reports also provide Up-to-date information regarding the campaign; A general understanding of campaign progress; Information on areas where extra help and support could be required.
The Batch & Canvasser Report Keep this field empty! It is for Treasurer use Enter your Name Canvasser number and The Date Indicate where you work in your organization
The Batch & Canvasser Report In this section, indicate In box 8, the report number This is chronological! Write 1 if it is your first report In box 9, the number of forms attached with this report If you are currently submitting 3 forms (even if you previously submitted 6) write 3 in this box In box 10, the number of special events forms attached with this report If you are currenlty submitting 2 forms, write 2 in this box Box 11 is to total of box 9 and 10 Box 12 is the total number of people you are supposed to canvass (your canvass list!) This should not change from one report to another Box 14 is the number of declines you ve received since your last report
The Batch & Canvasser Report In this section, indicate what you are submitting in this batch only In box 14, the total cash in this batch In box 15, the number of cheques in this batch In box 16, the total dollar amount of the cheques in this batch In box 17, the total dollar amount of the credit card donations in this batch In box 18, the total dollar amount of the submitted payroll deductions in this batch Box 19 is the total of the above
The Batch & Canvasser Report In this section, indicate for this batch only In box 20, report number of leaders ($1000+) Box 21 will be the total dollar amount of leadership donations in this batch In Box 22, report the number friends ($500-999) Box 23 will be the total dollar amount of Friend donations in this batch In this section, Sign the sheet Submit it to your team captain
It s a Donor choice campaign Donors can give to through the GCWCC to Healthpartners United Ways / Centraides across Canada; or All Canadian registered charities All donations will help make a difference in the lives of people facing challenges Where would I like to give?
Making a Difference: Cystic Fibrosis Canada Cystic Fibrosis Canada is one of 16 national health charities that make up Healthpartners. It is dedicated to finding a cure or control for CF, an inherited, fatal disorder affecting the respiratory, digestive and reproductive systems. The CCFF's programs have contributed to dramatic improvements in the median age of survival of Canadians with CF (from four years of age in 1960, to over 40 years today). Heather Hanna: I was born with cystic fibrosis, a disease that makes me cough a lot and makes it really hard to breathe. I hate when I get chest infections, because the therapies hurt more and I have to take a medication that burns my throat.
Making a Difference: KOGALUK KOGALUK, a Centraide Outaouais funded agency, provides social housing to homeless and at-risk of becoming homeless individuals and families, that may also suffer from addictions, mental health issues and from social exclusion. KOGALUK enables them to live in an environment that is healthy and safe, while acknowledging their limits and their fragility. With the help of KOGALUK, Richard sees a brighter future, away from depression and addictions. (incl: expublic servant?)
Making a Difference: Friends of Hospice Friends of Hospice, a United Way Ottawa priority goal partner, is helping seniors stay in their homes and connected to the community they live in. Together, they are providing in-home assistance for a few hours each week, allowing caregivers to do groceries and errands and other things that contribute positively to their mental health and outlook on life. I didn t know what to do, says Dino, Mom wanted to be at home and it seemed like that s what was best for her, but I didn t know if I was going to be able to handle it.
Other modules 1. Be a Star Canvasser 2. After the Canvass: epledge 4. Canvasser Toolbox FAQ Links Dates 5. Quiz, certification and evaluation