Matched Giving Program Website User Guide. Paul Hitchins, Community Analyst, HSEC April 2014

Transcription

1 Matched Giving Program Website User Guide Paul Hitchins, Community Analyst, HSEC April 2014

2 User Guide: Table of Contents How to Access the MGP Website Slide 3 How to Log In Slide 4 Program Terms and Conditions Slide 5 Selecting Donations or Volunteering Slide 6 Selecting your Charitable Organisation Slide 7 Nominating your Charitable Organisation Slide 10 Submitting a Donation Application Slide 11 Submitting a Volunteering Application Slide 15 Tracking your Applications Slide 19 How to Submit a Paper Application Slide 20 Matched Giving Program Internal Procedure Slide 21 CyberGrants Contact Details Slide 22 Where to Access Further Information Slide 23 Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 2

3 How do I find the MGP website? Go to the BHP Billiton Intranet Portal and click on the BHP Billiton Matched Giving Program useful link on the left hand side of the page. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 3

4 How do I log in? Once at the landing page, provide your 1SAP ID and password and click Log In. If you are a first time user you will need to set up a password by clicking Create your password on the right hand side and following the steps. useful link on the left hand side of the page. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 4

5 Accepting the Terms and Conditions Each time you access the Matched Giving Program site you will need to accept the Program s terms and conditions. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 5

6 Is your match for a Donation or Volunteering? The first step of any application is to determine whether the match is for a personal donation or volunteering effort. If you are requesting a match for a donation, click on the Donations tab at the top or left hand side of the home screen. If you are requesting a match for volunteering, click on the Volunteering tab at the top or centre of the home screen. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 6

7 Selecting Your Charitable Organisation Once you have selected either Donations or Volunteering, you will be asked to select your chosen charitable organisation. If you have requested a match for this organisation in the past, it will come up in the My Previous Organisations section and you will be able to select that organisation and click on Create Application. The available details for this organisation will then automatically be populated into your application and you will be ready to enter the details of your match request. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 7

8 Selecting Your Charitable Organisation If this is a new organisation for you, enter the name of the organisation and the country in the search field at the top of the page and click Search to see if it is already validated in the MGP system. If your required organisation appears in the search results page and is already validated for the program, click the Select button next to the appropriate organisation from the list. The available details for this organisation will then automatically be populated into your application and you will be ready to enter the details of your match request. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 8

9 Selecting Your Charitable Organisation The MGP system may also display matches for your organisation for which some information is already known, but the organisation has not yet been fully validated for inclusion in the MGP. In this instance you will need click Nominate next to the correct organisation and fill in the required fields in order to complete the nomination for this organisation. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 9

10 Nominating Your Charitable Organisation If your organisation still does not appear in the search list you will need to Nominate it for inclusion in the program. This can be done by clicking on the Nominate your organisation link at the top of the search results page. You will then be asked to complete a series of fields to provide the required contact details and information about your chosen organisation. You should be able to find this information on either the website or a tax receipt from your organisation. Please note that an organisation can only be nominated when it is accompanied by a donation or volunteering application. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 10

11 Submitting a Donation Application To submit an application to match a personal donation, first follow the organisation selection steps outlined in slides 7-10 of this User Guide. Once you have selected/nominated your chosen organisation you will be asked to provide a series of information on the donation that you have given to this organisation. Please note that you MUST specify the currency in which your gift was made in the local currency code field. The designation field allows you to provide instructions on where the matched funds are to be directed, for example a specific chapter or fundraising campaign for the recipient organisation. You may also upload a receipt or other supporting documentation. This is not a program requirement but may help to expedite your application. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 11

12 Submitting a Donation Application You will then be asked to confirm a series of requirements before clicking the Save and Proceed button at the bottom of the screen. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 12

13 Submitting a Donation Application On the next page you will be given to opportunity to review your matching application, and make any necessary changes, before clicking the Submit button at the bottom of the screen. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 13

14 Submitting a Donation Application On the final page page you will receive a message acknowledging that your submission has been successful. You will be given an opportunity to print your application information, and to forward details of this matching request to your chosen organisation. You will also receive an with all the details of your application. Whilst there is no requirement to do so, we strongly recommend that you save your application and either or post a copy to your organisation so that they are aware it is coming and can assist with the validation of your request in a timely manner. Please check your spam filter for your confirmation and advise your organisation to check theirs for any correspondence. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 14

15 Submitting a Volunteering Application To submit an application to match your volunteering efforts, first follow the organisation selection steps outlined in slides 7-10 of this User Guide. Once you have selected/nominated your chosen organisation you will be asked to provide information on the volunteering that you have done for this organisation. Please note that you MUST specify in the local currency code field the local currency in which you would like the match to be paid. Please include a Start and End Date for the time period in which you conducted the volunteering, and a description of activities undertaken. The designation field allows you to provide instructions on where the matched funds are to be directed, for example a specific chapter or fundraising campaign for the recipient organisation. You may also upload any supporting documentation. This is not a program requirement but may help to expedite your application. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 15

16 Submitting a Volunteering Application You will then be asked to confirm a series requirements before clicking the Save and Proceed button at the bottom of the screen. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 16

17 Submitting a Volunteering Application On the next page you will be given to opportunity to review your matching application, and make any necessary changes, before clicking the Submit button at the bottom of the screen. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 17

18 Submitting a Volunteering Application On the final page page you will receive a message acknowledging that your submission has been successful. You will be given an opportunity to print your application information, and to forward details of this matching request to your chosen organisation. You will also receive an with all the details of your application. Whilst there is no requirement to do so, we strongly recommend that you save your application and either or post a copy to your organisation so that they are aware it is coming and can assist with the validation of your request in a timely manner. Please check your spam filter for your confirmation and advise your organisation to check theirs for any correspondence. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 18

19 How do I track my applications? Your personal giving history with the details of all your current and historical donation applications is available via the Donations tab. Your giving history will also indicate the status of any pending applications. Your personal volunteering history with the details of all your current and historical volunteering applications is available via the Volunteering tab. Your giving history will also indicate the status of any pending applications. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 19

20 Want to submit a Paper Application? If you wish to submit a paper application please click on the link highlighted below in the FAQs section of the MGP site to download and complete your updated paper form, and then follow the steps outlined on the form to submit your application. Please note that forms from the previous program will not be accepted. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 20

21 Matched Giving Program Internal Procedure For your reference, a copy of the BHP Billiton Matched Giving Program Internal Procedure is available in the FAQs section of the site. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 21

22 CyberGrants Contact Details Telephone: Call Centre is staffed between 8am and 6pm US EST US: (+1) Australia: (+61) (tollfree) Please leave a voic message for calls outside these hours and you will be responded to via . Mailing Address: BHP Billiton Matched Giving Program C/O CyberGrants Inc., 300 Brickstone Square STE 601, Andover, MA bhpbilliton@cybergrants.com Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 22

23 For Further Information Please contact your Matched Giving Site Coordinator. A list of asset coordinators can be found in the Matched Giving Program eroom: _b483d/asset-level coordinators FY14.xlsx The Matched Giving Program (MGP) eroom also contains the MGP Guidelines and FAQs, the Paper Application Form (for those not using the online system), as well as flyers, promotional material and MGP videos. Paul Hitchins, Community Analyst, Group HSEC, April 2014 Slide 23

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