Deposit Procedures

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Taking Donations

Deposit Form
 
Each Department/Captain is responsible for collecting pledge cards and/or funds collected for the United Way.
All contributions should be coordinated through the departmental captain or area coordinator.
 
 

Payroll Deduction

If a person is requesting payroll deduction, make sure the employee's campus-wide identification number (CWID) is included.
Make sure to resolve any differences on the individual's pledge card.
If a person makes a $0.00 contribution, it is not necessary to return the pledge card.
Make sure all pledge cards are signed.
Minimum of $5 per month.
Bi-weekly employees, the amount indicated will be deducted from the first paycheck of each month. 
 
 

Making Your Deposits

The Captain/Department should prepare an excel spreadsheet (Deposit Form) with the information pertinent to the employee's or general department's United Way contribution.
With each deposit, the Department/Captain must electronically submit the spreadsheet summarizing the contributor's pledge information/deposit to Lynette Rhea at lynette.rhea@okstate.edu. In addition, a hard copy should accompany each deposit.
Any cash and/or checks collected should be delivered to Campaign Treasurer, Lynette Rhea in 207 Whitehurst, within 24 hours of receipt. Cash, checks, and/or completed pledge cards must be kept in a secure location.
Prepare the cash/checks as you would any deposit: cash by denominations and separated from checks.
Pledge cards and checks may be sent through the campus mail, but no cash.
Verify totals before delivery and request a receipt from Lynette Rhea when funds are delivered.
Fundraisers should be listed on the deposit form with a total for checks and a total for cash.  Adding machine tape or spreadsheet must be included to show the check totals.  Fundraiser amounts will be attributed to the department sponsoring the fundraiser, not to the individual donors.
Pledge cards may be accumulated in a secure location and delivered with the summary spreadsheet once a week.
Verify with Lynette or a member from her office prior to leaving the deposit. Each deposit is verified in front of the person bringing the deposits, so be prepared to stay a few minutes. 
 
 

Event Checklist

Before you set a date, time and location, check the OSU UW calendar and the OSU calendar for conflicts. 
Reserve space/venue.
Email your event name, date, time, location and a short description to ivy@unitedwaypaynecounty.org or shelby.clanahan@okstate.edu. This will ensure your event is added to the OSU calendar of events, OSU UW calendar, linked on the UWPC Facebook page and linked in OSU Headlines.
Tell people! Email employees in your area, post flyers (requires approval from Campus Life), chalk (requires approval from Campus Life), invite friends on Facebook (UWPC can create a Facebook event if you like), post to unit/department/college website.
Take pictures and share them on the UWPC facebook and twitter page. 
Make your deposit promptly after the event.
Fundraisers should be listed on the deposit form with a total for checks and a total for cash.  Adding machine tape or spreadsheet must be included to show the check totals.  Fundraiser amounts will be attributed to the department sponsoring the fundraiser, not to the individual donors.
 

Campaign Timeline

Mark your calendar for these important dates in the campaign. Find a full list of events here.
September 7
OSU Kick-off, 11 a.m. at the Student Union Ballroom
September 21
Day of Caring, 7:30 a.m. at the Kansas Buffet Company
October 7
Juke Joint Jog at Eskimo Joes
November 30
Deadline for all packets and pledge cards to be turned in