PECSF Regional Deposits & ServiceBC The way to get cash donations from the Regions to PECSF …

 In areas/regions with no Coast Capital Savings Credit Unions, PECSF volunteers have struggled to manage cash donations and money raised through fundraisers and gaming events.  Volunteers have found ingenious ways to get $ to Victoria:  Talking banks into giving them free money orders  Writing personal cheques in exchange for the money raised  Bundling the cash & cheques into double wrapped envelopes and mailing/couriering them to Victoria  Each of these ways put the money and the volunteers at risk! Why are we doing this?

 Service BC has stepped in to help PECSF set up a method for money collection at your local Service BC office. Step 1: Fill out some forms Step 2: Take the cash & cheques to Service BC Step 3: Service BC does the rest! They will process the deposit.  At the end of the campaign Service BC will transfer the funds to PECSF in Victoria for the amount of ALL the deposits made during the campaign. The solution!

 Once you have held your  Fundraiser Events  Gaming Events or  Collected cash/cheque donations from individual Ensure that you have a completed eForm for each Event or have a signed Pledge form for each Donation. You will use the #s on the top of each eForm and EmployeeID# to complete the Service BC “Transaction Register”. Here’s how it will work:

 Go to:  Here you will find the: Regional Deposit and Register Form with ServiceBC  Once you open this document you will find all the forms you will need for the deposit process.  Transaction Register  Location - Region #s Listing  Deposit Form  These forms are found in the tabs along the bottom left of the excel workbook. Here’s how it will work: (Cont’d)

 Once again, go to:  Here you will find the Regional Deposit and Register Form with ServiceBC It is a good idea to start filling this out as soon as the donations are collected and events finish. If you have lots of forms, then consider doing 1 deposit a month. If you only have a few, then consider doing 1 deposit at the end of the campaign (by November 23, 2012). Transaction Register:

 Once you have collected the donations & event monies: Step 1: Fill out the Transaction Register (see next slide & it’s notes) Step 2: Save the.xls for your files Step 3: print out a copy to accompany the pledge/ fundraiser/ gaming forms that you will send to Victoria after making the deposit Transaction Register (cont’d) :

The Transaction Register Form! 31-Oct-12 F12001 $5.00 Apple, A (#123456) $5.00 G12001 $5.00 F12002 $2.00 Bennett, B (#444444) $10.00 G12002 $10.00 F12003 $3.00 Carson, C (#999999) $5.00 G12003 $15.00 $30.00 $20.00 $10.00

 Once you have filled out the Transactions Register tab: Step 1: Click on the Deposit Form tab and fill out this form. (see next slide & it’s notes) Step 2: Save the.xls for your files Step 3: print out 2 copies -  1 to accompany the deposit made at Service BC  1 to accompany the pledge/ fundraiser/ gaming forms that you will send to Victoria after making the deposit Deposit Form:

The Deposit Form! AD AD

 Once you have filled out the Deposit Form tab: Step 1: Save the.xls for your files Step 2: Take the $ and Deposit Form to Service BC to make deposit Step 3: Service BC will give you a Receipt to accompany the pledge/fundraiser/gaming forms that you will send to Victoria after making the deposit.  The Receipt should add up to the totals on your Deposit Form and look like this … Receipt from ServiceBC:

The Receipt from ServiceBC ! OCT 31, 2012

 Once you have completed the deposit at Service BC, be sure to keep copies of the following for your files: the pecsf deposit form and register.xls Excel document the receipt from Service BC  Send the following in one bundle to PECSF in Victoria: the Receipt from Service BC the Deposit Form the Transaction Register the pledge/fundraiser/gaming forms (as listed on the Transaction Register) What you send to PECSF: And...

You’re done! AWESOME!!

If you have any questions about Deposits made at Service BC, contact: A nne Davis, Financial Officer ph: Good Luck with your Campaign!