REPORTING PROCEDURES

• Reporting Results
• Cash Contributions
• Pledge Card
• Instruction for Filling Out the Pledge Card
• Pledge Listing Sheet
• Report Envelope
• Procedure for Contributions

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Reporting Results

As a Campaign Chair or Captain, there are two important points of contact:

1. Your Departmental Payroll Office.
2. The SECC Coordinator in the Office of Management and Budget, Human Resource Management.

During the course of the campaign, weekly contributions are to be submitted to the Department Chair.  Do not hold on to the donations as they can be misplaced.  The Department Chair is responsible for collecting all cash, checks, pledge listing sheets and pledge cards from the Department Captains.  The Department Chairs will then verify the information and forward the packet to the SECC Coordinator in the Office of Management and Budget, Human Resource Management.  Please note: Payroll deductions begin in January, so it is imperative that the pledge card be given to your Department's Payroll Office by the end of November.

Cash Contributions

Cash and check contributions are sent to the attention of the SECC Coordinator in a preprinted SECC report envelope addressed to the Office of Management and Budget, Human Resource Management.  All checks and cash will be deposited by the Office of Management and Budget, Human Resource Management.

Pledge Card

The pledge card is a three-part form designed to carry out the intent of the contributor.

• White Copy: (Page 1) This is the Administrator's copy to be submitted to the Office of Management and Budget, Human Resource Management.
• Yellow Copy: (Page 2) This is the SECC copy to be submitted to your Department/Agency Payroll Office.
• Pink Copy: (Page 3) This is the Employee copy to be kept as a receipt for the donor.

Instructions for Filling Out the Pledge Card

1. Use ball point pen, press hard and write legibly.
2. Fill in your full name.
3. Fill in your social security number if contributing through payroll deduction.
4. Write in Department and Division name.
5. Fill in the amount to be deducted each pay period and total the amount for the year if contributing through payroll deduction.  Fill in the amount in the appropriate area if contributing through cash or check.  Make your check payable to SECC.
6. Check off whether or not you want your name and address released to your agencies of choice.
7. Fill in the address if you want and acknowledgement.
8. Make your desired designations using the codes from the current brochure.
9. Date and sign the card.

Pledge Listing Sheet

The pledge listing sheet enables you to record individual pledges, cash donations, payroll deductions and the total dollar amount.  The results are to be written on the front of the report envelope.  Place sheets in the envelope along with the White Copy (Page 1) of the pledge card.

Report Envelope

The report envelope allows you to summarize the pledges collected from your Department or Agency according to the total number of payroll pledges, cash, or check donations.  Each week of the campaign, you are to send a report envelope to the SECC Coordinator in the Office of Management and Budget, Human Resource Management.  The envelope is to contain a pledge listing sheet and all pledge cards, cash and/or check donations collected for that week.  Please submit envelopes weekly to the SECC Coordinator in the Office of Management and Budget, Human Resource Management.  The envelope should contain a pledge listing sheet, all pledge cards, and cash and/or check donations collected that week.

Procedure for Contributions

All cash/check contributions will be deported by the SECC Coordinator at the Office of Management and Budget, Human Resource Management.

Last Updated: Monday December 17 2007