a more efficient, more secure way for your employees to ... it should take steps to ensure emails...

Sign Up for ePledge!

A more efficient, more secure way for your employees to donate to your United Way Campaign in 2016.

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.

For more information, call your United Way staff liaison.

Combined forcesePledge 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 emails 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 email 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.

Here’s All You Need To DoSix weeks before the start of your campaign, you will need to provide an Excel spreadsheet with the following data for each employee:

Required elements

• email 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 YouUnited 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!

ePledge Toolkit : ePledge Campaign Table of Contents

A. Pre-Campaign PlanningBuild 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.

G. Data File LayoutsCompany Data File Layout Payroll Deduction Remittance File Layout

B. CommunicationsKickoff/Welcome Email [ ] 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 email on to anyone else, as this URL is personalized for each employee *** • Sender: Email may originate from sender of your choice, such as CEO/President or Campaign Chair • Subject: “Live Local. Give Local.” • Content: Can be customized • IT should take steps to ensure emails are not blocked as spam or sent to junk email box

Welcome Message [ ] This is the greeting employees view when their personalized link is opened from the kickoff email • Content: Can be customized

Non-Respondent Email [ ] 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 emails • Sender: Email may originate from sender of your choice, such as CEO/President or Campaign Chair • Subject: “United Way Campaign — Please respond. We can’t do it without you.” • Content: Can be customized

Thank You Email [ ] Automatically generated to each donor immediately following their pledge, summarizing their pledge and designation information • Standard email; 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

Data File Upload Details

HELP DESK: 816-559-4627 • [email protected]

COMPANY DATE

Contact Name PhoneEmail

ECM

DATA

UWGKC STAFF

UWGKC EPLEDGE

Date Date

DATA FILE DUE TO UWGKC

SITE LIVE

CAMPAIGN START

ACTIVE CAMPAIGN CONCLUDES

2015 2016

WORK ZIP CODE PROVIDED*

SALARY PROVIDED

HOME ADDRESS

ETHNICITY Optional

GENDER Optional

BIRTHDATE Optional

MULTIPLE LOCATIONS*

• EMPLOYEE ID NUMBER

• EMAIL ADDRESS

• NAME (FIRST, M., LAST)

• PAY PERIODS PER YEAR

The following items listed below are required for each employee:

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

* Required in file submission if multiple locations are “yes”

If using multiple locations, data is due eight weeks prior to campaign kickoff

Excel spreadsheet format; due six weeks prior to campaign kickoff

NOTES:

ePledge Toolkit : ePledge Build Document

A1

WELCOME MESSAGE

LOGO

KICKOFF EMAIL

INCREASE CHALLENGE

SUGGESTED GIFT 1 - 5%



SUGGESTED GIFT 4 - OTHER

KICKOFF EMAIL SENDER

KICKOFF EMAIL SUBJECT LINE

‘CONTACT US’ FOR KICKOFF EMAIL

NON-RESPONDENT EMAIL

NON-RESPONDENT EMAIL SENDER

NON-RESPONDENT EMAIL SUBJECT LINE

DATES FOR NON-RESPONDENT EMAIL

280px; due seven weeks before kickoff

Word Document

Site Design

2015 2016 Provided By & Date

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Standard Custom

Same New

Same New

Same New

Yes No

Yes No

Yes No

Yes No

DETAILS:

Local IT should whitelist the uwgkc.org and unitedwaygkc.org domains and open the flow control for the duration of the campaign.

@uwgkc.org

@uwgkc.org

Name

Name

Email

Email

Phone

Phone

% %


A2

Payment types offered: Payroll Deduction, Credit/Debit, Electronic Check, Direct Bill, Stock and No Donation

Payment Types

For payroll deduction, complete the following:

2015 2016 Provided By/Date

PAYROLL DEDUCTION

PERCENTAGE

PER PAY PERIOD

TOTAL PLEDGE

ONE-TIME PAYROLL

PAYROLL DEDUCTION BEGINS (MO/YR)

PAYROLL EXPORT DATE (SENT BY UW)

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

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Specifics

Specifics

NOTES:

Yes No


A3

B1

The Kickoff Email can be customized to reflect your organization’s corporate social responsibility goals, campaign theme goals or company-specific incentives.

---

Sender: @uwgkc.org (i.e. CEO/President/Campaign Chair) Subject: Live Local. Give Local.

---

Dear <FirstName>,

There’s never been a better time to live in the Kansas City area – our civic pride is at an all-time high. So now’s your chance to join that movement and show your love for your community – by investing in our United Way Campaign this year.

One donation – your donation – benefits all of Kansas City. And it benefits people throughout their lives, at the times they need help the most. From healthy babies and early childhood education, to preparing our young people for the career they want, to keeping all families safe, healthy and financially secure – the work of United Way covers it all.

Your pledge to this year’s United Way campaign, combined with mine and thousands of others, will help so many people in so many ways. You. Me. One KC.

<Company president or campaign chair signature>

How to make your pledge

A personalized URL has been established for you to use in accessing the UWGKC online pledging system for this year’s campaign. This personalized URL will take you directly into your own pledge experience. Please do not pass this email on to anyone else, as this URL is exclusively for your use. If the link doesn’t work, just copy the link and paste it into your browser.

Log into the United Way Campaign Or Click this link to begin: <Personalized URL>

ePledge Toolkit : Sample Kickoff/Welcome Email

B2

The Welcome Message can be customized to reflect your organization’s corporate social responsibility goals, campaign theme goals or company-specific incentives.

---

Dear _____________

“I don’t question my worth anymore. I feel good to be me.” – Jenny, an abuse survivor

That’s why I’m so excited to be serving as the chair for this year’s United Way campaign here at <company name>. I’m proud to personally support United Way’s work, and I hope that you will choose to make a pledge to this cause as well. United Way holds a unique position within our community, focusing on the stages of life that can make the greatest impact on a person’s success: healthy beginnings, preparing youth for college and career, and helping all adults and families thrive.

“Seeing people succeed after getting help – how can you not support that?” - Teresa, United Way Donor

Your support of United Way will change you, change the lives of many others, and make our community stronger and more vibrant. You. Me. One KC.

<Company president or campaign chair signature>

ePledge Toolkit : Sample Welcome Message

B3

The Non-Respondent Email can be customized to reflect your organization’s corporate social responsibility goals, campaign theme goals or company-specific incentives.

---

Sender: @uwgkc.org (i.e. CEO/President/Campaign Chair) Subject: United Way Campaign — Please respond. We can’t do it without you.

---

Dear <FirstName>,

We are still $ <##,###> short of reaching our goal for this year’s United Way campaign, and we really want to meet the commitment we have made to our community. Please consider making your pledge to United Way today, and join us in making such an important difference in the lives of so many people.

Great things in Kansas City begin with you – and me, and all of us, working together through this year’s United Way campaign. Together, our gifts can:

• Help ensure that babies are born healthy and receive the early childhood supports they need so they can enter kindergarten ready to learn and succeed.

• Give at-risk teens the tools they need to graduate from high school and pursue the post-secondary education or training they will need to build the career they want.

• Help all adults and families have a home and learn the skills they need to be financially secure.

If you have any questions, please don’t hesitate to contact our Employee Campaign Manager, <ECM name> at <ECM contact info>. We have a great city that is finding ways of becoming greater every day. All it takes is you and me.

Thank you for your contribution. Click here to pledge

ePledge Toolkit : Sample Non-Respondent Email 1

B4

The Non-Respondent Email can be customized to reflect your organization’s corporate social responsibility goals, campaign theme goals or company-specific incentives.

---

Sender: @uwgkc.org (i.e. CEO/President/Campaign Chair) Subject: United Way Campaign — Please respond. We can’t do it without you.

---

Dear <FirstName>,

We are still $ <##,###> short of reaching our goal for this year’s United Way campaign, and we really want to meet the commitment we have made to our community.

When Courtney’s family first came to town, they were homeless. But last year, she was chosen as the 2015 Youth of the Year by a United Way agency, thanks to the training and support she was given through United Way programs.

This is just one example of what your gift to United Way makes possible. And that’s why we hope that you will make a generous gift to our United Way campaign this year – we can’t do it without you! Our campaign deadline is fast approaching, so don’t forget to make your pledge by <date>. Just click on the personalized link below to access United Way’s online pledging system – it only takes a few minutes, and you will be creating a lifetime of difference for others in our community.

You. Me. One KC. When you live local and give local, it creates a stronger, more vibrant community for all of us.

Thank you for your contribution. Click here to pledge

ePledge Toolkit : Sample Non-Respondent Email 2

B5

The Thank You/Confirmation Email is automatically generated to each donor immediately following their pledge and summarizes their pledge and designation information.

---

Dear <FirstName>,

“Things that have been made to destroy me have lifted me up.” – Fran, a previously unemployed professional who now has a new job, thanks to help from a United Way-funded program

Thank you for your pledge to our 2016 United Way Campaign. Your gift, combined with those of thousands of your friends, neighbors and co-workers, will make a dramatic difference in our community!

United Way’s work offers all individuals and families the opportunity for:

• healthy beginnings so young children can enter kindergarten ready for school success

• our next generation to be well prepared for career and life success

• all adults and families to be financially secure and achieve their full potential

Thank you for caring. You. Me. One KC.

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 [email protected] or 816-559-4627.

United Way does not provide goods or services in whole or partial consideration for any contribution.

ePledge Toolkit : Thank You Message Example

Welcome PageThis is the first page employees see, and it is customized for your company. A welcome message from your Campaign Chair or CEO may be displayed. Employees have a pledge option and menu selections on the right hand side with information about Caring Club and United Way’s Giving Societies. ECMs have access to additional menu options – see the tab labeled “ePledge Site Overview for ECM’s.”

C1Sample page using messaging from United Way of Greater Kansas City’s 2016 Campaign

ePledge Toolkit : Step-By-Step Guide on how to use ePledge

Pledge Type and Amount: Payroll DeductionAll campaigns have the following pledge options: payroll deduction, credit card, electronic check, bill me, stock, and the option not to give this year. The previous year’s gift is displayed. Information specific to the pledge type selected is displayed.

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.

Note: Please ask everyone to log in and make a selection, even if they decide not to give.

C2

Sample page using messaging from United Way of Greater Kansas City’s 2016 Campaign


Pledge Type and Amount: Credit Card

C3



Pledge Type and Amount: Electronic Check

C4



Pledge Type and Amount: Bill Me

C5



Pledge Type and Amount: Gift of Stock

C6



Designations PageIf a donor has checked the box “I wish to designate my gift to a specific Initiative or Agency” on the Pledge Type and Amount page, the Designations page will be displayed.

Donors can designate directly to United Way, a United Way Impact Area or Initiative, or a specific agency.

C7



Designations: Agency Search

C8



Verification PageThe verification page allows the employee to check that their personal information is correct and to provide some demographic information.

C9



Confirmation PageOn the Confirmation page, the employee verifies their pledge information is correct. To change any pledge information, click the Back button. After verifying the information is correct, click the Confirm button. Note: It may take a minute or two to process the gift.

A thank you/confirmation email will be sent immediately to the employee.

C10



D1

ECMs have administrative access to ePledge for the company’s campaign. These links are located on the right-hand side under the Main Menu:

• Campaign Status

• No Response Report

• Response Report

• Summary 1 Report

• My Outputs

Note: 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 [email protected] or 816-559-4627.


ePledge Toolkit : Administration Functions for ECMs

D2

Campaign StatusProvides a real-time summary of the campaign, with total pledge amount and number of donors.



D3

No Response ReportThis 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.



D4

Response ReportThis 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.



D5

Summary 1 ReportThis 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.



D6

My OutputsAfter 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.



What if all our employees don’t have an email 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 email address, etc.) to your Donor Relations Manager and ePledge contact. The new employee will be set up and a personalized link will be sent.

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?Yes. But campaigns with multiple locations or a national campaign will require eight weeks set up time prior to the start of the campaign.

What if someone loses or deletes their link?Employees should contact the United Way Help Desk at [email protected] or at (816) 559-4627 to have their link resent.

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 [email protected] or at (816) 559-4627 to make the requested amendments.

Will the information be shared?No. United Way of Greater Kansas City will not rent, trade, sell or share any information about our donors.

How do I customize my campaign?Custom wording on the kickoff email, welcome page message and non-respondent emails is free of charge and requires no extra set up time beyond the six weeks necessary to set up any campaign. Adding logos or images is also free but requires seven weeks of set up time prior to the start of the campaign.

E1

ePledge Toolkit : Frequently Asked Questions

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.

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.

E2

Is ePledge secure?Yes. Each link is unique to the individual and contains an embedded user ID and password. No one can access your site without it.

ePledge Toolkit : Frequently Asked Questions

ePledge Toolkit : Campaign Set-Up Timeline

F

ePledge Campaign Set-up Event Timeline Your Dates Example

Build meeting takes place 8 weeks prior to x July 18

Data file due (multiple locations) 8 weeks prior to x July 18

Logos or images due 7 weeks prior to x July 25

Custom communications due 6 weeks prior to x August 1

Data file due (single location) 6 weeks prior to x August 1

Site Live Date 1 week prior to x September 6

Campaign Start x September 12

First non-respondent email sent * x plus 2 or 3 days * September 14

Second non-respondent email sent * x plus 5 to 7 days * September 18

Final non-respondent email sent * x plus 10 to 12 days * September 23

* Non-respondent emails - this is a suggested time for sending non-respondent emails. It is determined by the company if UWsends non-respondent emails, when they are sent and how many are sent.

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 12th.

UWGKC Company Data File Layout

Last Name (Required) Prefix

First Name (Required) Middle Suffix Gender

Employee ID (Required)

Work Email (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)

G1

UWGKC Payroll Deduction Remittance Data File Layout

Last Name First Name Employee ID Amount Withheld Location Code

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 [email protected]. In the email, 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 871400

Kansas City, MO 64187-1400

If you would like to remit payment via ACH, our banking information is as follows:


UMB Bank

Routing number: 101000695

Account number: 9800006874

If new employees are hired or an employee is terminated throughout the year, please let us know by sending

an email to [email protected]. 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) 559-4606 or [email protected]. Thank you!

Angela Gum

Vice President, Finance


mailto:[email protected]

mailto:[email protected]

UNITED WAY OF

GREATER KANSAS CITY

a more efficient, more secure way for your employees to ... it should take steps to ensure emails...

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