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Audit Procedures: Prep for Data Entry Audit Team One Team: Making A Difference 1 Websites: https://community.apan.org/2012_hawaii- pacific_area_cfc/default.aspx.

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Presentation on theme: "Audit Procedures: Prep for Data Entry Audit Team One Team: Making A Difference 1 Websites: https://community.apan.org/2012_hawaii- pacific_area_cfc/default.aspx."— Presentation transcript:

1 Audit Procedures: Prep for Data Entry Audit Team One Team: Making A Difference 1 Websites: https://community.apan.org/2012_hawaii- pacific_area_cfc/default.aspx

2 2 Ensure the following items are in the Keyperson envelopes –Possible confidential contribution in sealed envelope –25 pledge cards (used or unused) –1 completed Keyperson’s Final Report –Used or unused Lost Pledge Card Form –Used or unused deposit slip(s) and bank receipt(s) Ensure used slip is validated by bank Unused Eagle and Super Eagle Gifts CFC Banners Items to be Returned

3  After Keyperson envelopes have been audited by the Agency Project Officer please follow the below procedures for returning the envelopes to the CFC Committee:  Large agencies: Please don’t wait until all of the envelopes have been returned to you. Contact the CFC Materials Coordinator to schedule a time to do a partial return of your materials  Small agencies: Contact the CFC Materials Coordinator to schedule a time to return your materials * NOTE: Agencies located in the vicinity of the Federal Bldg should contact the Materials Coordinator for instructions  Materials will be returned to the same location that the materials were picked-up from (Fort Shafter, Bldg 443 – see slide #5 for directions). 3 CFC Materials Return Procedures

4  Agency Project Officers contact the primary POC to return all materials (Keyperson envlelopes, gifts, and banners)  POCs for returning the materials:  Primary: MAJ Stock (Materials Coordinator):   (Work), 808-xxx-xxxx (Cell)  Alternate:  438-xxxx (Work) 4 CFC Materials Return Procedures

5 5 CFC Materials Return Location Address: CFC - Hawaii-Pacific Area BLDG: 443 Warner Rd Fort Shafter, HI

6 Audit  Contact warehouse for turn-in times  Warehouse will also contact Audit Team OIC  Schedule Audit team to work  Audit all paperwork, 4500 envelops  Input into computer system  Deliver to CFC at Aloha United Way  Dispose of un-needed items in proper locations (Trash or Recycle) 6

7 Audit Procedures  Log in each envelop  Review each keyperson form and do the math  Review each Pledge Card for errors and match it to the keyperson report  Review the Bank Deposit slip (if needed)  Write the amounts on the top of the envelop  # of Donors$ by Special Event  # of Pledge cards$ by Pledge  # of On Line Donors$ by on line  # by Cash/check$ Cash / Check 7

8 Keyperson’s Envelope 8 Verify that the Agency # and Federal Agency Name are correct Pacific Aerospace Administration Remove all contents Do one envelope at a time All used and unused Envelops must go through the following auidt procedures.

9 Audit Team 9 Ensure all keypersons and UPOs responsibilities have been completed - #1’s copies of pledge cards have been taken to appropriate payroll office. Do not accept envelops that have not been properly completed Complete & Finalize audit/data entry preparation as shown on following slides.

10 Confidential Donations 10 If the envelop contains confidential Donations: 1.Ensure that the keyperson and project officer have signed & Completed their portion of the audit (without a final $$ total) 2. Ensure confidential is written next to donor’s name on Keyperson‘s Final Report. 3. Ensure that the donor’s pledge card number are on the sealed envelope  Do not process the envelope  Return all content to the envelope

11 Check the Confidential Block in the upper left hand corner on the outside of the envelope. Forward these envelopes immediately to CFC HQ’s. 11

12 Envelope Preparation 12 If no confidential contributions are made, continue on…

13 Envelope Preparation 13 Ensure the following materials are in the envelope 1.Possible confidential contribution in sealed envelop(s) 2.25 Pledge cards – used and unused 3.1 completed keyperson final report 4.Lost Pledge Card – used 5.Deposit Slip and bank receipt(s) 1.Used: Ensure deposit slip is validated by bank 2.Unused: Envelop contains no cash/check contribution. Save unused deposit slips separately.

14 Envelope Preparation 14  Remove all Pledge Card Separate Used and Unused pledge cards  Unused/voided (white or yellow copy) – keep neatly in a Separate pile – in numeric order Keep with the envelope IMPORTANT: All #1 copies with Payroll Deduction must go to the Federal Agency’s Payroll/Finance Office! Remove the keyperson’s final report  Used (White Copy) – place in front of you Keep with the envelope

15 Envelope Preparation 15  Remove all Deposit Slip (s) and Receipt(s)  Unused: Keep neatly in a separate box for return to CFC HQ’s  Used: Deposit Slips and Receipts – Keep with the envelope  Remove all Lost Pledge Card Forms  Unused: Unused Lost Pledge Card Forms do not need to be returned  Used: Lost Pledge Card Forms – Keep with the envelope

16 Unused or Void Pledge Cards 16  Ensure the following:  Pledge Card is from the appropriate envelope  The Correct Keyperson’s Envelop Number is written on the Pledge Card  Draw a diagonal line across the card  Write “Void” along the line  One staple in the top center of all unused or voided cards VOID

17 Pacific Aerospace Admin. Space Harry Potter Luke Skywalker Edward Cullen Mickey Mouse LOST Sam Spade Not Used James Bond Katniss Everdeen Confidential Mickey Mouse S S Not used Edward Cullen (555) Ensure the “Contributions” area is completed Ensure keyperson and UPO have signed, provided phone # and dated. Ensure that on-line pledge are not included.

18 /15/XX /15/XX 12: DDA/SAV DEPOSIT $ PEARL HARBOR #1 Copy will be taken by the bank (White Copy) #2 Copy goes back into the envelope. (Yellow Copy) #3 Copy is for Keyperson (Pink Copy) ALL COPIES MUST BE VALIDATED 18

19 Lost Pledge Card Unused Lost Pledge Card Forms do not need to be returned Used Lost Pledge Card Forms must remain with the envelope 19 Pacific Aerospace Admin. Space Indiana Jones

20 Finalize Envelope  One copy of each Pledge Card must be in the envelope (used, or unused) OR Lost Pledge Card should be documented on the Lost Pledge Card Form  Staple the unused/voided pledge card stack (in numeeric order) in the top center about one inch down. Keep them in a neat stack.  There should be one copy (white) of the Keyperson’s Final Report.  Complete the “FOR USE BY CFCHQ PERSONNEL ONLY” section of the Keyperson’s Final Report

21 Pacific Aerospace Admin. Space Harry Potter Luke Skywalker Edward Cullen Mickey Mouse LOST Sam Spade Not Used James Bond Katniss Everdeen Confidential Mickey Mouse S S Not used Edward Cullen (555) Audit Team completes the bottom right portion. Initial and date report. This portion is for data entry Print neatly

22 Complete the Envelope total & sign the envelope in the top left hand corner. Print neatly. Note: Mark any envelope with confidential and forward to CFC HQ’s 22

23 If there are any lost pledge cards, make sure the Lost Pledge Card Form is filled out and place it behind the Keyperson Final Report Pacific Aerospace Admin. Space Harry Potter Luke Skywalker Edward Cullen Mickey Mouse LOST Sam Spade Not Used James Bond Katniss Everdeen Confidential Mickey Mouse Pacific Aerospace Admin. Space Indiana Jones S S

24 If there are any cash/check donations, ensure the deposit slip is filled out and validated by the bank. Place deposit slip (and bank receipt, if applicable) on top of the Keyperson’s Final Report in the top left hand corner. Staple once in the top left corner. ONE STAPLE ONLY! Pacific Aerospace Admin. Space Harry Potter Luke Skywalker Edward Cullen Mickey Mouse LOST Sam Spade Not Used James Bond Katniss Everdeen Confidential Mickey Mouse S S

25 Place the used pledge cards in the top center of the Keyperson’s Final Report and fold the final report (with attached pledge card form) over the used pledge cards Pacific Aerospace Admin. Space Harry Potter Luke Skywalker Edward Cullen Mickey Mouse LOST Sam Spade Not Used James Bond Katniss Everdeen Confidential Mickey Mouse S S

26 Keyperson’s Final Report Non-Givers There should be one staple in the top center of the voided or unused cards. Place them on the outside of the folded Keyperson’s Final Report. Place contents back into the envelope. VOID 26 One Staple!

27 Finalize Envelope 1.If there are any used Lost Pledge Card Forms, place them behind the Keyperson’s Final Report. 2. If there are any used/validated deposit slips and receipts, place them on the top left corner of the Keyperson’s Final Report. 3. Staple deposit slip(s) and receipt, Keyperson’s Final Report, and Lost Pledge Card Form once in the top left corner.

28 Finalize Envelope 4.Place the used Pledge Card on the top portion of the Keyperson’s Final Report in numeric order and fold the report in half.  Fold from the bottom towards the top of the report. 5.Ensure all used cards are neatly inside the Keyperson’s Final Report.  Only the used cards are in the Keyperson’s Final Report.  Unused/voided stapled cards will be set on top of the folded Keyperson’s Final Report. 6.Staple unused cards in numeric order and place above folded Keyperson’s Final Report.

29 On-Line Confirmations & Reports

30 Thank You! Questions? 30


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