Presentation on theme: "State Employees Federated Appeal New York City"— Presentation transcript:
1State Employees Federated Appeal New York City Campaign Orientation Session2014 CampaignGiving is Golden
2Welcome and Introductions SEFA Charity Speaker AgendaWelcome and IntroductionsSEFA Charity Speaker2014 Campaign – 50 years of givingRole of the Campaign ManagerSteps for SuccessCampaign CalendarSEFANYC websiteHow to Pledge OnlineSubmitting paper formsParticipation Incentive ProgramQuestion and Answer2013 State Employees Federated AppealState Employees are the Heart of New York
3Role of the Campaign Manager Educate & MotivateEducate – Educate your unit coordinators and your employees about the program using the campaign materials. Awareness by your employees on the needs in the community and the services that are provided is very important.Motivate – Make sure that your team has fun with the campaign and understand that no gift is too small to make an impact.There are two reasons that people give:1) they are asked2) they have a personal connection to the causeMake sure that each and every employee is personally asked to make a contribution!2013 State Employees Federated AppealState Employees are the Heart of New York
4Steps for Success Secure Support from your Senior Management Build a TeamSet a TimelinePromote and EducateCommunicate and Follow upIncorporate FunSay “Thank You”
5Get Management Support Support from both senior management and your bargaining unit is critical to the success of your agency’s SEFA Campaign. Their leadership sets an example for other contributors and will emphasize the importance of the campaign.Ways to get your management involved:Ask your facility director or senior manager to send an to every employee announcing the campaign and asking for their support.Obtain permission to conduct group meetings or rallies. Ask senior management to be part of the program. This can be a separate event or part of a regular meeting.Ask your labor representative to send an endorsement to all members
6Build a TeamDon’t try to do it alone. Recruit a team – whether you are in a small agency or large, it is easier and more fun when you involve more peoplePlan an event that will help promote SEFAConduct training for your captains or fund raisers, invite me to attendSchedule dates to report back results
7Set a Timeline and Goals Plan for a “campaign window”Establish a “clear” Kick-off and closing dateSet a goal for total dollars and participationSchedule meetings to collect contributions and to evaluate what’s working and what’s not workingTrack results
8Promote and EducateIndividuals that get to hear and learn about charities and programs are more likely to get involved and participate.Ways to promote and educate:Publicize your campaign dates and events well in advance through your intranet, bulletin boards and .Schedule a kickoff event. Use this as an opportunity to bring community awareness to your co-workers and educate them on the value of SEFA. Invite charity speakers.Ensure that posters/flyers are distributed and displayed.Have your facility director send a general endorsement message to all employees.Organize charity fairs for employees to learn more about services providedInclude SEFA on the agenda of a staff meetings.Plan a fund raiser like a bake sale or a holiday eventBE Enthusiastic!
9Communicate and Follow up Be Sincere! Make your donation first, then talk about how easy it wasDiscuss reasons for givingEncourage payroll deductionRemain available as a resourceAsk givers to get their friends to giveWays to Maintain Momentum:Communicate with your co-workers weekly to provide an update and encourage them to participateFollow-up with your captainsRemember to say “Thank You.”Post thank you messages BOLDLY in visible areas. Suggestions are bulletin boards, break rooms, or s.A simple “thank you” at your staff meeting is a great way to start.
10Incorporate Fun Food, food, food Bake sale International food festival Chili cook offHoliday themed eventsTrivia contestsOther ideas
11Say Thank You Last steps to perform before the campaign ends: Make a final request via for employees to visit the online pledge site and make a contributionReport results to employeesSay a final “Thank You” to employees and Captains. These simple words not only show appreciation, but can also set a positive tone for next year’s campaign.
12Campaign CalendarThe pledge site is now open - employees can make a pledgeWeek of September 22nd – materials will begin shipping to your agencySet your campaign kickoff date and request a charitable speakerOctober 9, 2014– Charitable Champion Kickoff and Awards CeremonyNovember 28, Participation Incentive Program Deadline -Submit all paper forms to SEFADecember 12, 2014 – Submit all paper payroll forms to your payroll officeDecember 19, 2014 – Pledge site closesDecember 31, 2014 – Campaign ends, submit any additional paper forms to SEFA
14How to Pledge OnlineState employees will be able to complete the pledge process through an online systemSystem is secure, simple and paperlessCoordinators will be able to track pledging in real timePledge information will be submitted to the Office of the State Comptroller at the close of the campaign for upload into the payroll system.Online pledges do not need to be sent to payroll or the SEFA officeThe system eliminates the need to follow up with donors about pledges with invalid code numbers, incorrect calculations or missing information
18Complete the registration. . . Complete the registration by completing all fields.You must enter your first and last name as they appear on your paystubEnter your preferred (it can be office or personal, your choice)Create a username that you will remember and a secure passwordOnce you click complete you will receive an confirmation
19Welcome . . . . Logging In Enter username Enter password Note that if you forget your password you can reset it by selecting “recover my password
21Begin the Pledge Process Enter your NYS EMPLID as is appears on your paystubSelect the pledge type (payroll, credit/debit card or e-check)
22Payroll Deduction. . . . Select Payroll Contribution Select the Payroll PeriodEnter Amount Per Pay Period to be deductedNote the Total Annual Gift amount (automatically calculated)Click the Payroll Deduction Authorization button
23EMPLID As It Appears On The Paystub The NYS EMPLID is required for all paper and electronic pledge forms. SS# or last four will no longer be accepted.
24EMPLID As It Appears On The Paystub Enter the NYS EMP ID as it appears on your paystub. The number begins with an “N” and is followed by eight numerical digits. The only letter is the first one.
27Search Charities/Designations Donors may click on the Search Mode button to search charities by name or key wordsORDonors may browse through charities by clicking on the green symbol before each group of charities or federations to expand each federation’s membershipDonors may also choose to give to the Campaign Undesignated which is dispersed by the campaign to all charities in the campaign.
29Select Charities Click the plus sign to view the description Click add to pledge once a selection is made
30Enter Designations Designations after chosen charity(ies) are listed in the allocation area, the amount to be designated to each charity should be entered in the currency fieldORclick on the green button which will divide all or remainder of funds among all chosen charity(ies)
31Completing Pledge/Donation Using your mouse sign your name in the box.
33ConfirmationDonors will automatically receive an message after completing the pledge
34Pledge SummaryDonors may return to the site and click on the gray pledge box to print or themselves a copy of the pledge.
35Coordinator Access New Coordinators Register on the site Let me know that you have registered on the site and want coordinator access, include your agency name and location in theThe next time you log in (allow 48 hours) you will see a new tab at the top indicating “coordinator”Select “view donor data” from the drop down menuAll paper pledges will be entered into this site within 10 days of receipt
36Campaign StatusDonors can log in at any time to or print a copy of the pledge detail
37Campaign Materials and Support SEFA Website –You will findLink to the pledge siteCharity search toolStories and photos from charitiesTo DownloadPosterBrochurePledge formReport formSupply order formImage from the poster2013 State Employees Federated AppealState Employees are the Heart of New York
38Newly Designed Paper Form SEFA has returned to the 3-part carbonless formThe new form includes instructions for entering NYS EMPLID,Department ID and FCC code
40Submitting Paper Forms Make sure all pledge forms have been completed properly.The NYS EMPLID replaces SSNBe sure your state agency payroll ID is entered – communicate the code to employees so they know itBe sure the FCC code is entered (851)Send all part 1 sections to your agency payroll office by December 12thComplete the coordinator report form and or fax to mePrint the form and mail it with part 2 to SEFA in the envelope provided with your materialsBe sure to attach checks to the pledge form with a paper clip
41Participation Incentive Program We’re giving away mugs, bags, backpacks and other surprise gifts.Drawings will be held October 31, November 15th and November 30th.There are two ways to enter.Goto and click “pledge online”. Follow the instructions to register and make your pledge by December 12th.Submit a paper pledge by November 28th.Grand PrizeWe’ll be giving away an Amazon Kindle WiFi
42Thank You Sheila O’Connor sheila@sefanyc Thank You Sheila O’Connor Fran Greene