Audit Procedures: Prep for Data Entry Audit Team One Team: Making A Difference 1 Websites: ...

Audit Procedures:Prep for Data Entry

Audit Team

One Team: Making A Difference

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Websites:https://community.apan.org/2012_hawaii-

pacific_area_cfc/default.aspxwww.cfc-hawaii.org

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• 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

After Keyperson envelopes have been audited by the Agency After Keyperson envelopes have been audited by the Agency Project Officer please follow the below procedures for returning Project Officer please follow the below procedures for returning the envelopes to the CFC Committee:the envelopes to the CFC Committee: Large agenciesLarge agencies: Please don’t wait until all of the envelopes have : Please don’t wait until all of the envelopes have

been returned to you. Contact the CFC Materials Coordinator to been returned to you. Contact the CFC Materials Coordinator to schedule a time to do a partial return of your materialsschedule a time to do a partial return of your materials

Small agenciesSmall agencies: Contact the CFC Materials Coordinator to : Contact the CFC Materials Coordinator to schedule a time to return your materialsschedule a time to return your materials

* NOTE: Agencies located in the vicinity of the Federal Bldg should contact the * NOTE: Agencies located in the vicinity of the Federal Bldg should contact the Materials Coordinator for instructionsMaterials Coordinator for instructions

Materials will be returned to the same location that the materials Materials will be returned to the same location that the materials were picked-up from (Fort Shafter, Bldg 443 – see slide #5 for were picked-up from (Fort Shafter, Bldg 443 – see slide #5 for directions). directions).

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CFC Materials Return Procedures

Agency Project Officers contact the primary POC to Agency Project Officers contact the primary POC to return all materials (Keyperson envlelopes, gifts, and return all materials (Keyperson envlelopes, gifts, and banners)banners)

POCs for returning the materials:POCs for returning the materials: Primary: MAJ Stock (Materials Coordinator):Primary: MAJ Stock (Materials Coordinator):

[email protected]@mail.mil 438-5681 (Work), 808-xxx-xxxx (Cell) 438-5681 (Work), 808-xxx-xxxx (Cell)

Alternate: Alternate: @[email protected] 438-xxxx (Work)438-xxxx (Work)

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CFC Materials Return Procedures

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CFC Materials Return LocationAddress:CFC - Hawaii-Pacific AreaBLDG: 443 Warner RdFort Shafter, HI 96858-5100

AuditAudit Contact warehouse for turn-in timesContact warehouse for turn-in times

Warehouse will also contact Audit Team OICWarehouse will also contact Audit Team OIC Schedule Audit team to workSchedule Audit team to work Audit all paperwork, 4500 envelopsAudit all paperwork, 4500 envelops Input into computer systemInput into computer system Deliver to CFC at Aloha United WayDeliver to CFC at Aloha United Way Dispose of un-needed items in proper locations Dispose of un-needed items in proper locations

(Trash or Recycle)(Trash or Recycle)

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Audit ProceduresAudit Procedures Log in each envelopLog in each envelop Review each keyperson form and do the mathReview each keyperson form and do the math Review each Pledge Card for errors and match it to Review each Pledge Card for errors and match it to

the keyperson reportthe keyperson report Review the Bank Deposit slip (if needed)Review the Bank Deposit slip (if needed) Write the amounts on the top of the envelopWrite the amounts on the top of the envelop

# of Donors# of Donors $ by Special Event$ by Special Event # of Pledge cards# of Pledge cards $ by Pledge $ by Pledge # of On Line Donors# of On Line Donors $ by on line$ by on line # by Cash/check# by Cash/check $ Cash / Check$ Cash / Check

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Keyperson’s EnvelopeKeyperson’s Envelope

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Verify that theAgency # andFederal Agency Name are correct.

1011 Pacific Aerospace Administration

•Remove all contents•Do one envelope at a time•All used and unusedEnvelops must go through the following auidt procedures.

Audit TeamAudit Team

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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 shownon following slides.

Confidential DonationsConfidential Donations

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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 envelopeReturn all content to the envelope

Check the Confidential Block in the upper left hand corner on the outside of the envelope.

Forward these envelopes immediately to CFC HQ’s.

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Envelope PreparationEnvelope Preparation

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If no confidential contributions are made, continue on…


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Ensure the following materials are in the envelope

1.Possible confidential contribution in sealed envelop(s)2.25 Pledge cards – used and unused3.1 completed keyperson final report4.Lost Pledge Card – used5.Deposit Slip and bank receipt(s)

1. Used: Ensure deposit slip is validated by bank2. Unused: Envelop contains no cash/check contribution.

Save unused deposit slips separately.


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Remove all Pledge CardSeparate Used and Unused pledge cards

Unused/voided (white or yellow copy) – keep neatly in aSeparate pile – in numeric order

•Keep with the envelope

IMPORTANT: All #1 copies with Payroll Deduction must go tothe Federal Agency’s Payroll/Finance Office!

•Remove the keyperson’s final reportUsed (White Copy) – place in front of you

•Keep with the envelope


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Remove all Deposit Slip (s) and Receipt(s)Unused: Keep neatly in a separate box for return to CFC HQ’sUsed: Deposit Slips and Receipts – Keep with the envelope

Remove all Lost Pledge Card FormsUnused: Unused Lost Pledge Card Forms do not need to be returnedUsed: Lost Pledge Card Forms – Keep with the envelope

Unused or Void Pledge Unused or Void Pledge CardsCards

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Ensure the following:Pledge Card is from the appropriate envelopeThe Correct Keyperson’s Envelop Number is written on the Pledge CardDraw a diagonal line across the cardWrite “Void” along the lineOne staple in the top center ofall unused or voided cards

VOID

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3001

1011

Pacific Aerospace Admin. Space 1

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75025

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Not used

Edward Cullen

(555) 555-5555

Ensure the “Contributions” area is completed

Ensure keyperson and UPO have signed, provided phone # and dated.

Ensure that on-line pledge arenot included.

300110/15/XX

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#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

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Lost Pledge CardLost Pledge Card

Unused Lost Pledge Card Forms do notneed to be returned

Used Lost Pledge Card Forms must remain with the envelope

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1011

3001 Indiana Jones

Finalize EnvelopeFinalize 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 PledgeCard 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” sectionof the Keyperson’s Final Report

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3001

1011


7500175002750037500475005750067500775008

75025

Harry Potter

Luke Skywalker

Edward Cullen

Mickey Mouse

LOST

Sam Spade

Not U

sed


75009

Confidential300 00

5000 0625 00

75010Mickey Mouse

1200 00

S

S

75025

160.79

160 79 6500 06 510 06

3

6500.06

510.06

7170.91

2

3

1

1

7

Not used

Edward Cullen

(555) 555-5555

Audit Team completes thebottom right portion.

Initial and date report.

This portion is for data entry

Print neatly

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

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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.

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3001

1011


7500175002750037500475005750067500775008

75025

Harry Potter

Luke Skywalker

Edward Cullen

Mickey Mouse

LOST

Sam Spade

Not U

sed


75009

Confidential300 00

5000 0625 00

75010Mickey Mouse

1200 00


1011

3001

75003 Indiana Jones

S

S

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!

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3001

1011


7500175002750037500475005750067500775008

75025

Harry Potter

Luke Skywalker

Edward Cullen

Mickey Mouse

LOST

Sam Spade

Not U

sed


75009

Confidential300 00

5000 0625 00

75010Mickey Mouse

1200 00

S

S

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.

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3001

1011


7500175002750037500475005750067500775008

75025

Harry Potter

Luke Skywalker

Edward Cullen

Mickey Mouse

LOST

Sam Spade

Not U

sed


75009

Confidential300 00

5000 0625 00

75010Mickey Mouse

1200 00

S

S

Keyperson’s Final ReportKeyperson’s Final ReportNon-GiversNon-Givers

There should be one staple inthe top center of the voidedor unused cards.

Place them on the outside ofthe folded Keyperson’s FinalReport.

Place contents back into theenvelope.VOID

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One Staple!


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 themon 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.


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 foldedKeyperson’s Final Report.

6. Staple unused cards in numeric order and place above folded Keyperson’s Final Report.

On-Line Confirmations & On-Line Confirmations & ReportsReports

Thank You!Thank You!

Questions?Questions?

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Audit Procedures: Prep for Data Entry Audit Team One Team: Making A Difference 1 Websites: ...

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