Campaign in a Day. e) Share your plan with senior management and union leaders (if applicable) to obtain early buy-in.

Transcription

1 CAMPAIGN IN A DAY

2 Campaign in a Day Whatever you do for a United Way campaign in your workplace, your efforts will have a tremendous impact for the one in three people in our community that count on your support. Here are three easy steps for a successful one-day campaign. Plan Build your team involve United Way volunteer or staff in your team. We are here to help you! Learn about your United Way () Develop a Campaign Plan a) Appoint someone to run your campaign (Employee Campaign Coordinator) and put together a campaign team b) Decide how you will inform, ask and thank your colleagues. c) Set financial & participation goals. d) Pick a day. e) Share your plan with senior management and union leaders (if applicable) to obtain early buy-in. Execute Inform a) Promote the event with invites, balloons & posters. b) Announce what you have planned for the campaign including your targeted goal. c) Kick off in the morning with an agency speaker or United Way presentation (offering food & refreshments will increase participation.) Ask a) Pass out pledge forms or use online donation system (Artez). b) Follow up in person. c) Collect pledges by the end of day. Wrap up Thank your team, canvassers, donors, colleagues, senior management and labour (if applicable)! Announce your results and celebrate at a fun event such as a BBQ, silent auction or social at the end of the day! Inform your United Way contact of the result. Evaluate and identify what worked and what didn t in order to plan for next year.

3 Campaign materials available for you Here is a sample of some of the materials available to support your campaign. If you would like materials for your campaign, please call us at Promote the event! Balloons Flags and banners on loan if available at the time of request Thermometers United Way Materials Video or Speaker Have fun! Casual day stickers Aprons

4 How to set up a Payroll Deduction for your United Way campaign? Payroll deduction is a very convenient way to contribute to United Way. Many companies have set up a payroll deduction system for their United Way campaign, because it s easy and keeps administrative costs low. If you want to set up a payroll deduction for your campaign, please follow the process below; 1) Set-up Forward to your payroll department, copies of signed pledge cards where gifts are made by payroll deduction. For organizations using United Way pledge cards, simply separate and forward an employer copy of the pledge card. Enter the pledges of all employees who authorize payroll deduction into your payroll system. Deductions should begin with the first pay of the new year. If your organization uses an automated payroll service, simply set up an additional deduction code in the general ledger so that individual donations to United Way will be consolidated into one account payable. If your organization does not use an automated payroll service, simply deduct the amount from each employee the way you would do with other deductions. If your company has an external payroll system, please ask your payroll company to set up a new deduction code for donations. Also, check with your payroll service to determine who will remit deductions to United Way. 2) Remittance If your company is responsible for remitting the deductions, we suggest that you send us the contributions on a regular basis (monthly or quarterly). Please make cheques payable to United Way of K-W and Area and mail them to the address below. 3) Year-end receipting Employees who donate through the payroll deduction plan are entitled to a tax receipt at the end of the year, reporting total charitable donations for the year. This can be provided in one of the following ways; For most employers, the simplest way to provide a receipt for income tax purposes is to report charitable donations on employees T4 slip at yearend. If your company prefers this method, we will provide you with Letter of Understanding for your CEO to sign. A copy of the letter needs to be kept by both parties to make their files complete for tax auditors. If your payroll system can not report charitable donations on T4s, United Way will issue tax receipts after we have received your final payroll remittance for the year (typically in January of the following year). You will need to provide us with the name of each donor and amount donated through payroll deduction for the year. We also need to have total amount remitted by you to the United Way for the year. Tax receipts will be produced and mailed to your organization for internal distribution.

5 United Way of Kitchener Waterloo Marsland Centre 20 Erb Street West, 11th Floor Waterloo, ON N2L 1T2 Ph: