Category: Campaign Coordinators

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.

Instructions and Training for Campaign Coordinators

As a Campaign Coordinator, you are responsible for helping employees in your department with processing contributions manually and online. The preferred method is handling donations ― even one-time cash donations ― online. Manual processing should be used only when online access is not feasible.

The online donations system is available to employees for making contributions only during the annual Lend A Helping Hand campaign, which usually runs for six weeks from about September 23 until the beginning of November.

Campaign Coordinators, however, have access to the online donations system about a week before and after the campaign in order to prepare for and to close transactions.

In order to be able to manage donations for your departments, you have to have coordinator rights to the USECF donations processing system.

DTS has already setup your coordinator rights. To check that you have coordinator rights, please login to the portal using your State Employee username and password. After you login, make sure you have option “Manage Department Donators.” If so, then you are set up with coordinator rights and you are ready to manage donations, etc.

Get to the portal by going to the Donate page and clicking on the “Make a Donation” button (pictured below).

Make a Donation

Instructions for Using the Online Donations Systems

Download a PowerPoint presentation (3 MB) showing detailed instructions with screenshots of how to perform various transactions on the online donations system. The presentation covers the following transactions:

  • Donating through the USECF website (slide 8)
  • Resetting and changing an employee’s donation record (slide 18)
  • Accessing campaign reports (slide 24)
  • Resolving incomplete donation transactions (slide 27)
  • Completing the campaign and following up (slide 30)
  • Frequently asked questions (slide 37)

Coordinator Training

Download the PowerPoint presentation (829 KB) given at the August 2018 Campaign Coordinator training class. It provides information about the annual Lend A Helping Hand campaign and your role and responsibilities.

A classroom training is held in August, about a month before the Lend A Helping Hand campaign kicks off. All coordinators are strongly encouraged to attend.

If you need additional training or resources, contact your USECF Board liaison.

Campaign Promotion

Promoting the Lend A Helping Hand Campaign

During the annual Lend A Helping Hand fund-raising campaign, your most important task as a campaign coordinator is to get the word out. You can promote the campaign and encourage employees in your department to donate by reaching out in many different ways. Here are only a few suggestions:

  • Send weekly email messages with a short video or flyer attached
  • Place posters or flyers in locations frequented by employees: bathrooms, elevators, breakrooms, hallways, etc.
  • Publish an article in an employee newsletter before or during the campaign
  • Display a flyer on your department intranet
  • Present a short video at staff meetings before or during the campaign
  • Send the letter from Gov. Gary R. Herbert to encourage employee participation

You are welcome to use the promotional materials provided on this website and personalize them as needed. You can also create your own. If you do create your own flyers, please send them to your Utah State Employees’ Charitable Fund (USECF) Board liaison in a format that allows editing so they can be shared with other campaign coordinators.

Please include a USECF/Lend A Helping Hand logo in all communication pieces, whether electronic or print. We recommend using the USECF color scheme when possible. Also, we encourage using the USECF letterhead for campaign-related correspondence.

Promotional materials to carry out these activities are available to you here

  • Short Videos
  • Campaign Posters/Flyers
  • Newsletter Article
  • Gov. Herbert’ Letter to Employees
  • USECF/Lend A Helping Hand Logos
  • USECF Letterhead
  • USECF Recommended Color Scheme

Short Videos

Watch Youth Futures Shelter Home

Ride Along With Youth Futures Shelter Home While They Do Community Outreach

Faces of Hunger: Brittany (Lend a Helping Hand to Your Neighbor)
by Utah Food Bank

Watch The Difference You Make

The Difference You Make
by Pamela Atkinson

Campaign Flyers/Posters (click the image to download the file)

Elder flyer PDF

Elder Flyer (400 KB)

Woman in Uniform Flyer (496 KB)

Girl in Wheel Chair Flyer (355 KB)

Kids Planting Trees Flyer (511 KB)

Governor Herbert Letter

Governor Herbert Letter (389 KB)

In Giving, We Receive Flyer

In Giving, We Receive Flyer (744 KB)

Get Involved Flyer

Get Involved Flyer (292 KB)

Choose, Donate, Help Flyer

Choose, Donate, Help Flyer (813 KB)

USECF Fundraiser Flyer

USECF Fundraiser Flyer (87 KB)

Purpose to Help Others Flyer

Purpose to Help Others Flyer (149 KB)

Every Donor Counts

Every Donor Counts (909 KB)

USECF/Lend A Helping Hand Campaign Logos

USECF Letterhead

USECF Recommended Color Scheme

Campaign Coordinators

Thank you for helping support efforts to enhance the quality of life for all Utahns.
— Governor Gary R. Herbert
Utah Governor Gary R. Herbert

Thank you for volunteering as a Campaign Coordinator. You serve in a key position to ensure that the state employees’ annual Lend A Helping Hand fund-raising campaign is successful. As a Campaign Coordinator your duties include the following:

  • Educate your department leaders about the Utah State Employees’ Charitable Fund and secure their support for the campaign.
  • Promote the campaign throughout your department.
  • Encourage employees to participate in the campaign. As more people get involved, the more successful the campaign is.
  • Assist your coworkers in processing their donations online.
  • Keep accurate financial records of donations.
  • Deliver cash donations to the Division of Finance within 3 days of receipt.

There are ample resources available on this website to help you succeed. Use the links on the right to access training and instructions, financial forms, and promotional materials, like flyers, videos, newsletter articles, etc. Your Utah State Employees’ Charitable Fund (USECF) Board liaison is also happy to offer support and assistance.