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Events and eFormsWhy?
To give you:1. self-service record of your events, the funds
raised, and your charity choice(s).
2. A unique serial #s (for easy identification)
3. a place to track the forms that have been submitted for your workplace
If you have any questions about Event eForms, money, or deposits, contact: [email protected]
Or
Anne Davis, Financial Officer
ph 250 387 4658 email: [email protected]
TIP: Did you know? The end of this presentation, includes some tricks/best practices.
Event Wrap Up Support:
Where: located in the SharePoint Site https://hr.gov.bc.ca/pecsf/default.aspx
When: complete and submit after an event is held (within five days)
Event eForms – where to find them?
1. open a new Form, input the details, save and submit
2. deposit the money (at Coast Capital Savings Credit Union, or Service BC)
3. write your Business Unit # & eForm #(s) on the receipt you get from CCSCU, or Service BC.
4. send a scan of the receipt with your Business Unit # & eForm #(s) (this is your proof of deposit) to PECSF HQ.
Event eForms – What needs to happen?
How:
open a new Form
Start by clicking on the Fundraiser Form link to get this window:
Then click on + Add document to start the new form …
0
Completing your Fundraiser eForm
Required information is indicated by: a * or
This is how the eForm will look when you open it for the first time.
Completing your Form
Completing your Form
Before you hit the Submit button, ensure that you have recorded the name of the people who Verified & Witnessed the money collected from the event.
Completing your FormOnce submitted:
1. the Serial or Name field at the top right of the eForm will change from F13 to F13XXX
2. The Status will change from New to Printed
3. The Submit button will change to Save button
4. You will received a pop up Microsoft Office InfoPath message: The form was submitted successfully.
5. Click OK and close the screen using the red X at the top right corner of the screen.
If you have an expense for holding the fundraiser and planned to cover the cost from the $ raised, then enter the amount in the “Less prize expense” field (this IS a “mis-nomer”), it should have read “Less event expense”.
Ensure that you provide scanned copies of the receipts for the goods rented or purchased. Write the Business Unit # & eForm# on the receipts.
Fundraiser eForm - some tips & tricks
1. Go to your local Coast Capital Savings Credit Union (for volunteers outside of Victoria and Vancouver: go to Service BC)
2. Write your Business Unit # and eForm #(s) on the receipt you get from CCSCU or Service BC.
TIP: For Service BC instructions,
visit our website:
Depositing the Money
Service BC Regional Deposit and Register: Guide
Final steps after you have made the deposit:
1.) Email [email protected] a scanned copy of the receipt (with your BU and eForm number on it)
BC100F13470Yeh! You’re
done!
Some tips and tricks and best practices!
• Contact us if you have any entry errors in eForms by email to [email protected]
• Use a new eForm for every event.
• Use the Gaming eForms for raffles and 50/50 draws and the Fundraiser Forms for all other events.
• Note any cash prizes awarded in the “Notes and comments” field ie: “Cash prize awarded = $175.00”.
• Record “Rental or event Expenses” taken from the funds raised by the event in the “Notes and comments” field & provide receipts.
• Use the right accounts: Gaming account: 14162974Fundraiser account: 2336040
Head’s Up and Reminders
Printing your forms – this is optional.
Otherwise, when you go back to the original Gaming Form page, press F5 to refresh the window.
You will find your newly created eForm in the listing.
Click on its “Name” G13007 if you wish to review it.
If you want to print the eForm, the printed version looks like this.
When you are done, close the form using the button at top right of the window.
US $ conversion to CAD $Donations should be in
CAD $ only.But if you receive US $,
the bank may break out theforeign currency on 1 receipt
orprovide a separate receipt.
Add these 2 CAD $ amountsto get a
total in CAD $reported on the eForm.
US $ to CAD $ CAD $ only
BC100F13007
BC100F13007
Fundraiser eForms – tracking the status
When you have Submitted your eForm (Filled it out), the Status will change from “New” to “Printed”When PECSF has verified the deposit matches the eForm, the Status will be changed from “Printed” to “Received”If there is a concern with the eForm, the Status will be changed from “Printed” to “Pending”If there is an error or duplicated eForm, the balance will be set to $0 & the Status will be set to “Voided”
You can also see the total of all gaming events you have submitted in the Sum = at the top of the Amounts column e.g. in this screen Sum = 1,200
Useful ResourcesIf you are looking for a charity in your
region, check out the link found in the
Libraries section of the SharePoint site:
https://hr.gov.bc.ca/pecsf/default.aspx#’
