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Events and eForms Why? To give you: 1.self-service record of your events, the funds raised, and your charity choice(s). 2.A unique serial #s (for easy.

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Presentation on theme: "Events and eForms Why? To give you: 1.self-service record of your events, the funds raised, and your charity choice(s). 2.A unique serial #s (for easy."— Presentation transcript:

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2 Events and eForms Why? To give you: 1.self-service record of your events, the funds raised, and your charity choice(s). 2.A unique serial #s (for easy identification) 3.a place to track the forms that have been submitted for your workplace

3 If you have any questions about Event eForms, money, or deposits, contact: OR A nne Davis, Financial Officer ph TIP: Did you know? The end of this presentation, includes some tricks/best practices. Event Wrap Up Support:

4 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) Event eForms – where to find them?

5 1.Open a new Form, input the details, save and submit 2.Deposit the money (at Coast Capital Savings Credit Union, or Service BC) 3.Wwrite your Business Unit # & eForm #(s) on the receipt you get from CCSCU, or Service BC. 4.Send a scan of the receipt with your Business Unit # & eForm #(s) (this is your proof of deposit) to PECSF HQ. 5.Include a scan of the Winning Ticket. 6. Return all unused tickets for each event to PECSF HQ. (include your contact information) Event eForms – What needs to happen?

6 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 Completing your Gaming eForm

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

8 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.

9 Completing your Form Once submitted: 1.the Serial or Name field at the top right of the eForm will change from G13 to e.g. G The Status will change from New to Printed 3.The Submit button will change to Save button 4.You will received a pop up Microsoft Office InfoPath message: The form was submitted successfully. 5.Click OK and close the screen using the red X at the top right corner of the screen.

10 1.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: Depositing the Money Service BC Regional Deposit and Register: Guide

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

12 Yeh! Youre done!

13 Some tips and tricks and best practices !

14 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: Gaming eForm – Ticket Sales Tracker 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) *** 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.

15 Contact us if you have any entry errors in eForms by to 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 = $ 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: Fundraiser account: Heads Up and Reminders

16 Printing your forms – this is optional. 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. 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.

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

18 Gaming eForm – some tips & tricks Another Common error message If you sell tickets for an amount that isnt 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.

19 US $ conversion to CAD $ 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. US $ to CAD $ CAD $ only BC100 F13007 BC100 F13007

20 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=

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

22 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#


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