Sign Up for epledge!

Transcription

1 A free, easy and secure way for your employees to donate to your United Way Campaign in Sign Up for epledge! Get rid of your pledge forms. Keep your campaign. epledge is an online pledge collection tool that fits seamlessly into your existing United Way campaign, allowing you to more efficiently and safely raise money while eliminating paper pledge forms. It s all done through United Way of Greater Kansas City s secure database, Andar 360. What is epledge? epledge and Andar 360 work together to provide a better giving experience for your employees, your company and for United Way. epledge will: safely store your employees data, reducing the number of people who will need to have access to each employee s pledge information send s directly to your employees set up a site just for your company automatically track your pledges run real-time reports The only system requirement is that a large percentage of your employees have Internet and access. If there are a few employees without this access, your company can still use epledge as a central place to store all campaign data by submitting the paper pledge forms to United Way for processing. What do you need to do? Six weeks before the start of your campaign, you will need to provide an Excel spreadsheet with the following data for each employee: Required elements address unique employee ID number, but not SSN first name, middle initial, last name number of pay periods per year work zip code (if any employees work outside of the Kansas City metro area) Preferred, but not required home address gender ethnicity birthdate Our staff will work with you to ensure that your company s epledge site will be ready to launch one week before your campaign begins! We re Here to Support You United Way s staff will work with you every step of the way to set up your company s epledge site and assist you in downloading reports and managing the campaign. You can be involved as much or as little as you prefer. We want to work with you to help you manage a successful and easier campaign! For more information, call your United Way staff liaison.

2 epledge Toolkit : epledge Campaign Table of Contents A. Pre-Campaign Planning Build Document/Build Survey should be completed and submitted eight weeks prior to campaign kickoff. This is the required technical information to set up the campaign. B. Communications Kickoff/Welcome [ ] Sent to each employee to kick off campaign with instructions on how to access the online pledge system with a personalized URL *** Please do not pass this on to anyone else, as this URL is personalized for each employee *** Sender: may originate from sender of your choice, such as CEO/President or Campaign Chair Subject: Choose Greatness During Campaign 2017 Content: Can be customized IT should take steps to ensure s are not blocked as spam or sent to junk box n-respondent [ ] Sent to those employees who have not yet responded with a pledge decision Set up schedule to run the non-respondent report Set up schedule to automatically generate non-respondent s Sender: may originate from sender of your choice, such as CEO/President or Campaign Chair Subject: Be a hero in Kansas City Content: Can be customized Thank You [ ] Automatically generated to each donor immediately following their pledge, summarizing their pledge and designation information Standard ; non customizable C. Step-by-Step Guide on How to Use epledge D. Administrative Functions for Employee Campaign Managers (ECMs) E. Frequently Asked Questions F. Campaign Set-Up Timeline G. Data File Layouts Company Data File Layout Payroll Deduction Remittance File Layout

3 epledge Toolkit : epledge Build Document COMPANY DATE Contact Name Phone ECM DATA UWGKC STAFF UWGKC EPLEDGE Date Date DATA FILE DUE TO UWGKC SITE LIVE CAMPAIGN START ACTIVE CAMPAIGN CONCLUDES Data File Upload Details Excel spreadsheet format; due six weeks prior to campaign kickoff The following items listed below are required for each employee: EMPLOYEE ID NUMBER Should be unique & in same format as last year ADDRESS NAME (FIRST, M., LAST) PAY PERIODS PER YEAR WORK ZIP CODE PROVIDED* SALARY PROVIDED HOME ADDRESS ETHNICITY Optional GENDER Optional BIRTHDATE Optional MULTIPLE LOCATIONS* If using multiple locations, data is due eight weeks prior to campaign kickoff * Required in file submission if multiple locations are yes NOTES: HELP DESK: UNITEDWAYSOLUTIONS@UWGKC.ORG A1

4 epledge Toolkit : epledge Build Document Site Design Provided By & Date LOGO 280px Same New KICKOFF Same New INCREASE CHALLENGE SUGGESTED GIFT 1-5% SUGGESTED GIFT 2-10% SUGGESTED GIFT 3-15% SUGGESTED GIFT 4 - OTHER % % KICKOFF KICKOFF SUBJECT LINE CONTACT US FOR KICKOFF Name Name Phone Phone NON-RESPONDENT Standard Custom NON-RESPONDENT NON-RESPONDENT SUBJECT LINE DATES FOR NON-RESPONDENT DETAILS: Local IT should whitelist the uwgkc.org and unitedwaygkc.org domains and open the flow control for the duration of the campaign. A2

5 epledge Toolkit : epledge Build Document Payment Types Payment types offered: Payroll Deduction, Credit/Debit, Electronic Check, Direct Bill, Stock and Donation For payroll deduction, complete the following: Provided By/Date PAYROLL DEDUCTION PERCENTAGE Specifics PER PAY PERIOD Specifics TOTAL PLEDGE ONE-TIME PAYROLL PAYROLL DEDUCTION BEGINS (MO/YR) PAYROLL EXPORT DATE (SENT BY UW) For payroll deductions, we will send a file with Employee ID Number, Donor Name, and Total Pledge Amount. REGIONAL CAMPAIGN Does the company remit payroll payments to any United Way other than UWGKC? Please note: United Way of Wyandotte County is a separate United Way NOTES: A3

6 epledge Toolkit : Sample Kickoff/Welcome The Kickoff can be customized to reflect your organization s corporate social responsibility goals, campaign theme goals or company-specific incentives. --- (i.e. CEO/President/Campaign Chair) Subject: Choose Greatness During Campaign Dear <FirstName>, Have you ever thought about what it means to be great? To live as your best self and to achieve feats that may, on the surface, seem impossible? With United Way of Greater Kansas City s Campaign 2017, you can get involved and create real, positive change. Together, we can make an impact and find answers to our community s biggest questions: Where will thousands of people without homes sleep tonight? How can we bring literacy to Kansas City s children who otherwise might have no access to books? How does our city stack up to others in its care for those in need? The truth is, you are powerful and we need you in this fight. When you give to United Way, you make a real difference in the lives of others. Your contribution is an investment in the hope and dignity of people you pass by every day. Please consider joining the fight by giving to United Way of Greater Kansas City. That s choosing real power. That s achieving real greatness. <Company president or campaign chair signature> How to make your pledge This personalized URL will take you directly into your personal pledge page. It is exclusively for your use. If the link doesn t work, just copy and paste it into your browser. Click this link to begin: <Personalized URL> B1

7 epledge Toolkit : Sample n-respondent 1 The n-respondent can be customized to reflect your organization s corporate social responsibility goals, campaign theme goals or company-specific incentives. --- (i.e. CEO/President/Campaign Chair) Subject: Be a Hero in Kansas City --- Dear <FirstName>, Who was the first person who helped you in your career? Was it a boss, a supervisor or a coworker who gave you what you needed to become the confident and capable professional you are today? The simple fact is, none of us are self-made. matter your path, you got to where you are with the help of a person or two (or 20) along the way. Maybe you ve paid it forward in the years since. Today, we d like you to imagine having that same impact on the lives of Kansas Citians who are most in need of a little compassion, a little help, and a little hope. Right now, you have the opportunity to raise your hand and help others. Each year, contributions to United Way of Greater Kansas City from people just like you bring real, lasting change to thousands of people. Here s a small look at what a gift from you will accomplish: Introduce kids to the world of reading. We deliver a free book each month to more than 1,000 children, allowing them to experience the joy of reading before entering kindergarten. Give youth in need the chance to get past their circumstances. We provide more than 1,100 children with access to employment readiness programs. Say thank you to military veterans who have risked everything to serve our country. We offer comprehensive aid for financial help, healthcare, employment and support to more than 750 veterans. Every gift makes a difference. Please consider joining us in the fight to provide help and create hope in our city. Be the personal hero who gives people in need the chance to thrive. If you have any questions, contact our Employee Campaign Manager, <ECM name> at <ECM contact info>. Thank you for your commitment to improving Kansas City! <Click here to pledge> B2

8 epledge Toolkit : Sample n-respondent 2 (option 1) The n-respondent can be customized to reflect your organization s corporate social responsibility goals, campaign theme goals or company-specific incentives. --- (i.e. CEO/President/Campaign Chair) Subject: Join Our Fight and Give the Gift of Hope --- Dear <FirstName>, A gift to United Way of Greater Kansas City provides more than resources. It provides hope. Jill Reitz experienced hope for the first time when a United Way partner agency arrived to help her son, Caleb. Diagnosed with bilateral optic nerve coloboma, Caleb can only see objects eight inches or closer. This would be a challenge for any mother, but Jill soon learned what it meant to receive help from people who care. "This is his journey, and we get to go alongside him and share it," she said. "I am excited to think about what he will be able to do." You can be the next person to inspire confidence and hope within our community. We want you to join our fight and make a gift to United Way s Campaign There is no contribution too small to make a difference. The deadline is fast approaching, so don t forget to make your pledge by <date>! Just click on the link below and create a lifetime of difference for others in our community! <Click here to pledge> B3

9 epledge Toolkit : Sample n-respondent 2 (option 2) The n-respondent can be customized to reflect your organization s corporate social responsibility goals, campaign theme goals or company-specific incentives. --- (i.e. CEO/President/Campaign Chair) Subject: Studies Show Giving Adds Years of Life. Get Involved! --- Dear <FirstName>, If you could add years to your life, what would you do with the time? Travel the world in search of adventure? Spend time with family? Take up skydiving? Research has shown that people who donate time or money to causes have lower blood pressure 1, which is directly tied to heart health and increased life expectancy. When we read this kind of research, we think of the people like you in our community previous donors as well as people who maybe haven t discovered the joy of giving back through United Way. We want to see everyone live the happiest and healthiest life possible. And so with that in mind, we want to invite you to participate in United Way of Greater Kansas City s Campaign Gifts to United Way build a better community for us all. With a gift that works for you, you can connect children, adults and families with tools and supports to thrive. Just click on the link below to provide hope to people in our community who need it most. And don t forget: extra years of your life will thank you! <Click here to pledge> 1 Whillans, A., & Dunn, E. (2016). Is spending money on others good for your heart? Department of Psychology, University of British Columbia. B4

10 epledge Toolkit : Thank You Message Example The Thank You/Confirmation is automatically generated to each donor immediately following their pledge and summarizes their pledge and designation information. Subject: High Fives to You! --- Dear <FirstName>, Give yourself a high five! You joined the fight! We re so proud to have you on our team. With your support of United Way of Greater Kansas City, you provided help and hope to your neighbors in need. Your gift is exactly that: a gift to individuals and families across our community. It s a gift of: Healthy Beginnings Thanks to you, young children will enter kindergarten prepared to succeed Prepared Youth Our next generation will be ready for career and life success Thriving Adults & Families The health and financial security of families in our community help individuals achieve their full potential Thank you for getting involved and making a difference. Thank you for choosing greatness. Your pledge and designation information are summarized below: Pledge Reference Number: <PledgeRefNumber> Account Number: <AccountNumber> <PledgeInfo> <DesignationInfo> Again, thank you for your pledge. **** Please keep this as a confirmation of your pledge. For those donors using payroll deduction keep this confirmation as substantiation for your tax deduction. Questions? Contact the United Way Help Desk at UnitedWaySolutions@uwgkc.org or United Way does not provide goods or services in whole or partial consideration for any contribution. B5

11 epledge Toolkit : Step-By-Step Guide on how to use epledge Pledge Information The Pledge Information page is the first page employees see. ECMs have access to additional menu options through an e-pledge Administrator tab at the bottom left of the page. All campaigns have the following pledge options: payroll deduction, credit card, electronic check, bill me, gift of stock, and the option not to give this year. After selecting a pledge option, the previous year s gift and information specific to the pledge type selected is displayed. te: Please ask everyone to log in and make a selection, even if they decide not to give. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C1

12 epledge Toolkit : Step-By-Step Guide on how to use epledge Pledge Information: Payroll Deduction For payroll deduction, the number of pay periods and the deduction start date are pre-populated for each employee based on the employee data file. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C2

13 epledge Toolkit : Step-By-Step Guide on how to use epledge Pledge Information: Credit Card Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C3

14 epledge Toolkit : Step-By-Step Guide on how to use epledge Pledge Information: Electronic Check Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C4

15 epledge Toolkit : Step-By-Step Guide on how to use epledge Pledge Information: Bill Me Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C5

16 epledge Toolkit : Step-By-Step Guide on how to use epledge Pledge Information: Gift of Stock Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C6

17 epledge Toolkit : Step-By-Step Guide on how to use epledge Donor Information: Designations If a donor has checked the box, I would like to designate my gift on the Pledge Information page, the Designations page is displayed. Donors can designate directly to United Way, a United Way Impact Area or Initiative, or a specific agency. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C7

18 epledge Toolkit : Step-By-Step Guide on how to use epledge Review: Demographics The first Review page allows the donor to check that their personal information is correct, provide some demographic information, and choose to join an Affinity Group. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C8

19 epledge Toolkit : Step-By-Step Guide on how to use epledge Review: Pledge and Designation Information On the second Review page, the donor verifies their pledge information is correct. To change any pledge information, click the Previous button. After verifying the information is correct, click the Confirm button. te: It may take a minute or two to process the gift. A thank you/confirmation will be sent immediately to the donor. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign C9

20 epledge Toolkit : Administration Functions for ECMs ECMs have administrative access to epledge for the company s campaign via a link titled epledge Administrator on the bottom left of each page. Below is a screen shot of the administrative site s Home Page. Links at the top of the Home Page provide access to view the campaign status and run reports. Reports are submitted to the system and executed in the order they were submitted. The reports may also be requested from the Help Desk at UnitedWaySolutions@uwgkc.org or Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign D1

21 epledge Toolkit : Administration Functions for ECMs Campaign Status Provides a real-time summary of the campaign, with total pledge amount and number of donors. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign D2

22 epledge Toolkit : Administration Functions for ECMs Response Report This report details the company employees who have not responded this year with a pledge decision, yes or no. If last year s gift was loaded into the system, it is displayed. If the report is requested in spreadsheet (CSV) format, the data can then be sorted by last year s gift (largest to smallest) and used as a follow-up tool. Once a report is submitted, go to MyOutputs to the view report. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign D3

23 epledge Toolkit : Administration Functions for ECMs Response Report This report details the current year and previous year total gift for each respondent. The data is sorted by donor name, with a grand total. This report lists all who made a pledge decision, including no donation. If this report is requested in spreadsheet (CSV) format, the report also details department, transaction date and time. This can be helpful when you need to isolate people who gave in a specific time period (e.g. raffles). Once a report is submitted, go to MyOutputs to view the report. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign D4

24 epledge Toolkit : Administration Functions for ECMs Summary 1 Report This report provides summary information for the campaign. If the Show Prior Year Amount box is checked, the report provides a comparison of this year s campaign to last year s campaign. Once a report is submitted, go to MyOutputs to view the report. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign D5

25 epledge Toolkit : Administration Functions for ECMs My Outputs After a report is requested, click MyOutputs to view the report. For the report you wish to view, verify the status = Ready. If not Ready, click Refresh until the Status = Ready. Click on the report you wish to view. Sample page using messaging from United Way of Greater Kansas City s 2017 Campaign D6

26 epledge Toolkit : Administration Functions for ECMs ABC Company - Pledge Response Report Employee Name Sort Field 1/Sort Field 2/Sort Field 3/Sort Field 4/Sort Field 5 Employee ID Co-ordinator Prv. Yr. Gift Vanessa Natalie Derric Jabria Paul Elizabeth Kegon Myra $ $1, $0.00 $ $0.00 $ $ $ $15, ** This report can also be generated in Excel (CSV format) allowing you to sort the data to your own specifications. D7

27 epledge Toolkit : Administration Functions for ECMs ABC Company - Pledge Response Report Employee Name Employee ID Sort Field 1/Sort Field 2/Sort Field 3/Sort Field 4/Sort Field 5/Co-ordinator Co-ordinator Previous Year Current Year Gift in Suggested Increase/ Total Gift Total Gift Date Range Gift (Decrease) Ramirez, Carlos $2, $2, $2, $0.00 $0.00 Individual Williams, Lisa $ $ $ $0.00 $48.00 Individual Wilson, Thomas $ $1, $1, $0.00 $ Individual Young, Steven $10, $15, $15, $0.00 $5, Individual Zimmer, Dayana $0.00 $78.00 $78.00 $0.00 $78.00 Individual Total Amounts $31, $51, $51, $2, $20, ** This report can also be generated in Excel (CSV format) allowing you to sort the data to your own specifications. D8

28 epledge Toolkit : Administration Functions for ECMs ABC Company - Pledge Summary Report 1 Sort Field 1/Sort Field 2/Sort Field 3/Sort Field 4/Sort Field #Emps #Resp %Resp $ #Givers %Part Avg Gift Per Cap $Change+/- % Chg +/ $ #Givers %Part Avg Gift Per Cap Sug SGG# Giving SGG$ SGG Avg Individual % $47, % $ $74.81 $4, % $51, % $ $ $37, $ Totals % $47, % $ $74.81 $4, % $51, % $ $ $37, $ The Previous Year %Part & Per Cap are calculated based on this year's # Employees. They do not necessarily equal the figures on last year's report. D9

29 epledge Toolkit : Frequently Asked Questions What if someone loses or deletes their link? Employees should contact the United Way Help Desk at UnitedWaySolutions@uwgkc.org or at (816) to have their link resent. What if all our employees don t have an address or easy access to the website? Anyone can set up epledge, regardless of whether they regularly use a computer at work. If there are a large number of employees who do not have access, you may want to consider a mixed campaign where those without computer access can continue to submit paper pledge forms which will be entered by United Way. What about employees hired after we send the data file? Can they use epledge? A new employee can easily be set up for epledge at any time. Simply send all the data elements for the new employee that were sent in the original data file (name, work address, etc.) to your Donor Relations Manager and epledge contact. The new employee will be set up and a personalized link will be sent. What if I want to change my pledge? Employees who wish to change their pledge after entering it into epledge should contact the United Way Help Desk at UnitedWaySolutions@uwgkc.org or at (816) to make the requested amendments. How do I enter special events or a corporate gift in epledge? You don t. epledge is a tool for tracking employee pledges only. What do I do with the corporate gift, special events, and paper pledge forms? Since these are not entered into epledge, put them in the white campaign envelope, complete the requested information on the front of the envelope, and contact your United Way staff representative to pick it up. Is epledge able to handle a campaign with multiple locations or a national campaign?. But campaigns with multiple locations or a national campaign will require eight weeks set up time prior to the start of the campaign. How do I customize my campaign? Custom wording on the kickoff and non-respondent s, as well as adding logos or images, is free of charge and requires no extra set up time beyond the six weeks necessary to set up any campaign. Will the information be shared?. United Way of Greater Kansas City will not rent, trade, sell or share any information about our donors. E1

30 epledge Toolkit : Frequently Asked Questions Is epledge secure?. Each link is unique to the individual and contains an embedded user ID and password. one can access your site without it. When does epledge shut down? Does the employee s personalized link become automatically unusable after the campaign end date? The campaign shuts down at the customer s request, not to exceed the date when United Way submits the payroll file to the company. Each employee s personalized link is usable until that point in time. When do I get my payroll file? United Way submits the payroll file when the campaign is completed. Typically, you provide the payroll file submission date and it is listed on the Build Document. E2

31 epledge Toolkit : Campaign Set-up Timeline To ensure a successful campaign, plan appropriately based on your campaign s start date. The chart below details the events and necessary time frames leading up to the campaign start date. The example timeline (far right column) reflects a campaign start date of September 11th. epledge Campaign Set-up Event Timeline Your Dates Example Build meeting takes place 8 weeks prior to x July 17 Data file due (multiple locations) 8 weeks prior to x July 17 Custom communications, logos or images due 6 weeks prior to x July 31 Data file due (single location) 6 weeks prior to x July 31 Site Live Date 1 week prior to x September 5 Campaign Start x September 11 First non-respondent sent * x plus 2 or 3 days * September 13 Second non-respondent sent * x plus 5 to 7 days * September 17 Final non-respondent sent * x plus 10 to 12 days * September 22 * n-respondent s - this is a suggested time for sending non-respondent s. It is determined by the company if UW sends non-respondent s, when they are sent and how many are sent. F

32 UWGKC Company Data File Layout Last Name (Required) Prefix First Name (Required) Middle Suffix Gender Employee ID (Required) Work (Required) # of Pay Periods (Required) Home Address Line 1 Home Address Line 2 Home City Home State Home Zip Work Zip (National or Regional Campaign) Ethnicity (Optional) Birthdate (Optional) Sort Field 1 Soft Field 2 Salary (Optional) UWGKC Payroll Deduction Remittance Data File Layout Last Name First Name Employee ID Amount Withheld Location Code G

33 It is United Way of Greater Kansas City s goal to continue to seek ways to increase efficiencies in the processing of our pledges as well as enhancing overall customer service to our donors. One way to make the processing of payments more efficient is to receive a file that includes the following information on an individual level: Employee ID number Last Name First Name Amount Withheld Location code, if applicable The data file should be sent to uwgkcfinance@uwgkc.org. In the , please reference the check number, date and the amount that supports the attached file. Checks should be sent to our lockbox address: United Way of Greater Kansas City PO Box Kansas City, MO If you would like to remit payment via ACH, our banking information is as follows: United Way of Greater Kansas City UMB Bank Routing number: Account number: If new employees are hired or an employee is terminated throughout the year, please let us know by sending an to uwgkcfinance@uwgkc.org. This way, we are able to keep our records as accurate as possible. We do appreciate your assistance with this. Should you have any questions or concerns, please do not hesitate to contact me at (816) or angela.gum@uwgkc.org. Thank you! Angela Gum Vice President, Finance United Way of Greater Kansas City

34 UNITED WAY OF GREATER KANSAS CITY