Financial Procedures and Forms

Keep copies of all forms for your records, so you have them available should any questions arise.

Download Forms

Pledge and Payroll Deductions Form
One-Time (Cash) Contributions Only Pledge Summary
Campaign Contributions Form

As a Campaign Coordinator, your role is to help employees in your department process online and manual donations during the Lend A Helping Hand campaign. Detailed instructions for using the online donations system, such as setting yourself up as the administrator for your department, resetting and changing an employee’s donation record, and resolving incomplete donation transactions are provided on the Instructions and Training page. Use the Coordinator Links to go there.

This page provides information on financial procedures to handle one-time cash donations and manual transactions.

As a Campaign Coordinator, you are responsible for collecting one-time cash donations and providing an accurate record of all contributions made during the Lend A Helping Hand campaign. Please follow the given procedures for one-time cash donations and manual payroll deductions and use the forms as indicated.

One-Time Cash Donations

  1. When an employee submits to you the Pledge and Payroll Deduction Form along with the one-time cash donation (may be a check or cash), you must fill out and sign the bottom part of the form, known as Receipt of Pledge, and give a copy of it to the employee.
  2. Record each cash donation (not including checks) on the One-Time (Cash) Contributions Only Pledge Summary form and fill out the required information.
  3. Fill out the Campaign Contributions Report, totaling all contributions as instructed on the form.
  4. Mail via State Mail or take in person the One-time (Cash) Contributions Only Pledge Summary, the Pledge and Payroll Deduction Form(s), the Campaign Contributions Report, and cash and checks to the Division of Finance within three days of receiving money from employees. IT IS STRONGLY RECOMMENDED THAT YOU DELIVER CASH PERSONALLY TO THE DIVISION OF FINANCE. If you use State Mail, use a red envelope so the transport will be tracked, and you can ensure safe delivery.
    Division of Finance
    State Office Building
    State Mail Box 141031
    450 N State Street, Suite N2110
    Salt Lake City
    Tel. (801) 538-3082

    The Division of Finance website has information on parking at the Capitol Hill.

  5. Email or mail copies of the Pledge and Payroll Deduction Form(s) and the One-Time (Cash) Contributions Only Pledge Summary and the Campaign Contributions Report to the Utah State Employees’ Charitable Fund Board of Directors Treasurer.

Manual Payroll Deductions

  1. Employees who are unable to donate online can use the Pledge and Payroll Deduction Form to set up ongoing payroll deductions. When an employee submits the form for this purpose, you must fill out and sign the bottom part of the form, known as Receipt of Pledge, and give a copy of it to the employee.
  2. Fill out the Campaign Contributions Report, totaling all contributions as instructed on the form.
  3. Email or mail copies of the Pledge and Payroll Deduction form(s) and the Campaign Contributions Report to both the Division of Finance and the Utah State Employees’ Charitable Fund Board of Directors Treasurer.

Originally posted: April 12, 2019 at 9:11 am
Last updated: April 30, 2019 at 7:08 am
Categories: Campaign Coordinators