Government of Canada Workplace Charitable - gcwcc

Government of Canada
Workplace Charitable
Campaign (GCWCC)
Campaign
Management and
Operations Manual
2013 Version
Updated August 2013
0
Table of Contents
Welcome.....................................................................................................................................................................2
Acknowledgement of Understanding .........................................................................................................................3
Section I: About GCWCC .........................................................................................................................................4
Section II: Recipient Organizations...........................................................................................................................6
Section III: Roles and Responsibilities – Campaign Management ...........................................................................9
Section IV: Roles and Responsibilities – Recipients...............................................................................................14
Section V: Campaign Tools ....................................................................................................................................17
1. Campaign Materials .....................................................................................................................................17
2. Promotional Items ........................................................................................................................................23
3. Recognition ..................................................................................................................................................24
4. Training Manuals .........................................................................................................................................24
5. Loaned Representatives ...............................................................................................................................25
6. Post-Mortem ................................................................................................................................................25
Section VI: Promoting Your Campaign and Media Relations ................................................................................26
Section VII: National Federal Retirees....................................................................................................................27
Section VIII: Results reporting................................................................................................................................28
Section IX: Financial Procedures ............................................................................................................................31
1. National Employee Campaign (outside of the NCR) ..................................................................................31
2. National Federal Retiree Campaign (within and outside of the NCR) .........................................................37
Section X: GCWCC Revenue Recognition and Cost Recovery..............................................................................38
Useful Links .............................................................................................................................................................41
Appendices ...............................................................................................................................................................42
Appendix 1: Letter of support and endorsement for the GCWCC sent to all federal government employees on May ??,
2013 from Yaprak Baltacıoğlu, Secretary of the Treasury Board, and Daniel Jean, 2013 GCWCC Campaign Chair and
Deputy Minister of Health Canada ................................................................................................................................... 42
Appendix 2: GCWCC Structure ....................................................................................................................................... 43
Appendix 3: Memo from Michael Allen and Shirlane Day Re: Outline of Roles and Responsibilities of United Ways
and Healthpartners/Partenairesanté .................................................................................................................................. 44
Appendix 4: Statement of Principles for Donors’ Rights ................................................................................................. 45
Appendix 5: Material Order Form.................................................................................................................................... 46
Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift Solicitation .................................................................. 46
Appendix 7: Promoting your Campaign – sample Media Advisory and News Release .................................................. 49
Appendix 8: Sample Payroll Payout Backup lists from National Office ......................................................................... 51
Appendix 9: GCWCC Donations – Departments/Agencies Paid by PWGSC vs. Separate Employers That Pay Each
Recipient Directly .......................................................................................................................................................... 522
Appendix 10: Sample Retiree Payout Backup lists from National Office……………………………………………….55
Appendix 11: Sample Cost Recovery Letter Accompanying Payout from National Office…………………..………...56
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WELCOME
This manual serves as a reference tool for the Government of Canada Workplace Charitable Campaign
(GCWCC) across Canada. The intended users of the manual are all United Way staff involved in the
GCWCC across Canada, as well as volunteers within federal departments and agencies, and
Healthpartners coordinators involved in the GCWCC.
This is the definitive document for policies, procedures and practices pertaining to the direction of the
GCWCC. It was created by United Way Ottawa, which is mandated by the Treasury Board of Canada
to manage the GCWCC nationally and to co-manage the National Capital Region (NCR) GCWCC with
Centraide Outaouais. It is mandatory reading for local GCWCC Managers at United Ways across
Canada to ensure national accountability and consistency.
Additional information on the roles and responsibilities of the team members involved in delivering the
GCWCC Campaign (either in the NCR or across Canada) is found on the GCWCC website:
www.gcwcc-ccmtgc.org under Training Manuals.
For more information contact:
Linda Barber
Senior Director, GCWCC National Campaign, United Way Ottawa
Tel: (613) 683-3872
Fax: (613) 228-6722
e-mail: [email protected]
Sandy Stiles
Manager GCWCC, National Approach, United Way Ottawa
Tel: (613) 228-6897
Fax: (613) 228-6722
e-mail: [email protected]
Or
Government of Canada Workplace Charitable Campaign (GCWCC)
363 Coventry Road
Ottawa, ON K1K 2C5
Tel: (613) 228-6700
Fax: (613) 228-6722
Note: This manual has been updated for the 2013 campaign year. Any changes made since the last
2012 version (September) have been indicated by highlighting and a bar in the left-hand margin.
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ACKNOWLEDGEMENT OF UNDERSTANDING
To ensure that all GCWCC Managers and other staff at local United Ways who play a part in the
GCWCC understand the policies, procedures and practices pertaining to the management of the
GCWCC, we ask that each GCWCC Manager provide an electronic or hard-copy signature of
acknowledgement of understanding to the GCWCC National Office on a yearly basis.
Please read the following statement, complete and return to the GCWCC National Office by:
1. Copying and pasting into email format and sending to [email protected], or
2. Printing a hard copy, filling out, signing and sending to Sandy Stiles, Manager, GCWCC,
National Approach, United Way Ottawa, 363 Coventry Road, Ottawa, ON K1K 2C5).
Date: _____________
I ____________(Name of GCWCC Manager)_____________ have read the 2013 version of the
Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and
Operations Manual.
I understand the policies, procedures and practices in effect and my role and responsibilities as GCWCC
Manager for the execution, delivery and handling of the GCWCC for _________________(Name of
United Way)___________.
I also acknowledge that all staff at my local United Way who play a role in the GCWCC (eg. Finance
staff, senior management), have been provided with a copy of the GCWCC Campaign Management and
Operations Manual, and have been asked to read and follow all procedures outlined in the manual.
________________________
(Signature)
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SECTION I: ABOUT GCWCC
FEDERAL GOVERNMENT SUPPORT
The federal government proudly supports Canadian communities and their needs through the
Government of Canada Workplace Charitable Campaign (GCWCC). Developed exclusively for federal
employees and retirees, the GCWCC builds stronger, healthier communities through charitable giving,
including payroll or pension deduction. The GCWCC supports United Ways, Healthpartners and all
other Canadian Registered Charities. Please see Appendix 1 for the most recent letter of support and
endorsement for the GCWCC from the federal government.
A PROUD TRADITION
From 1990 to 1996, United Way-Centraide and Healthpartners participated in nearly 80 federal
campaigns across Canada. In 1997, the Treasury Board of Canada expanded the campaign so that donors
could support any Canadian registered charity under a new name, the Government of Canada Workplace
Charitable Campaign.
Each year, as mandated by the Treasury Board of Canada, United Way-Centraide, one of the most
trusted names in the charitable sector, manages the annual campaign with the support of dedicated
volunteers and donors from across the country.
Since its inception, the GCWCC has become one of the largest and most successful workplace
fundraising campaigns in Canada.
The GCWCC Campaign consists of three elements:
 National Capital Region (NCR) Employee Workplace Campaign (Ottawa and Outaouais)
Canada,
 National Employee Workplace Campaigns (outside of the NCR) wherever there is a federal
presence
 Federal Retirees Direct Mail Campaign (across Canada)
To ensure consistency and cost-effectiveness, United Way Ottawa works with the network of local
United Ways across Canada to support them in their role as local GCWCC campaign managers.
WHY FEDERAL EMPLOYEES AND RETIREES VALUE THE CAMPAIGN
The GCWCC is a testament to how much federal employees and retirees care about their communities.
The campaign provides them with the opportunity to express the core values that they share from coast
to coast to coast and to make a difference in their communities and across the country by supporting
organizations that are close to their hearts.
Key features of the campaign are:
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1. Giving is easy: The GCWCC offers donors the convenience and efficiency of consolidating their
annual charitable giving through one transaction on a single form. Donors can choose to give
through payroll or pension deduction, spreading their gift out over the year. At the end of the
year the amount appears directly on a donor’s T4 or T4A, alleviating the need to keep track of
charitable receipts.
2. Donor choice: Donors have the choice of supporting a wide range of social, health and
community-related agencies and organizations, large and small, which offer essential services
within the community.
3. Efficiency: Through a centralized, streamlined administrative process, GCWCC donations are
processed more efficiently than most charitable organizations. This enables more of each
donation to go where it is needed most and enables the GCWCC to keep fundraising costs well
below the national average for the charitable sector.
FEDERAL EMPLOYEES AND RETIREES – CREATING HOPE… CHANGING LIVES
The GCWCC slogan “Federal employees and retirees – creating hope… changing lives” brings focus to
the supporters of this campaign and the power of their generosity. Every year federal employees and
retirees throughout Canada create hope and change lives for thousands of people in communities across
the country with their donations to the GCWCC.
KEYS TO THE GCWCC’S SUCCESS
The GCWCC operates across Canada from coast to coast to coast and each campaign shares some
common elements which are key to its success. Some of these elements are:

a tradition of generosity and community engagement among federal employees and retirees;

early planning;

early launches;

100% face-to-face peer canvassing:

giving through payroll or pension deduction;

support from all levels of management and unions;

effective recruitment and motivation of workplace volunteers;

support and guidance of campaign teams from United Way’s GCWCC Managers across
Canada; and

ongoing communication with donors, volunteers and managers.
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SECTION II: RECIPIENT ORGANIZATIONS
ABOUT UNITED WAY
www.unitedway.ca
www.centraide.ca
United Way is about building strong, healthy and safe communities for everyone. With your support
and the help of thousands of volunteers, we bring people together to help find solutions that address
short- and long-term needs in your own community.
When you give to United Way your donation will be invested where it is needed most and will have the
greatest impact in your community.
For more information on the programs, projects, initiatives and partnerships that we support in your
area, contact your local United Way.
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ABOUT HEALTHPARTNERS
www.healthpartners.ca
www.partenairesante.ca
What is Healthpartners?
Healthpartners is a unique collaboration of 16 Canadian national health charities that are working together to
transform the health of Canadians, particularly the 87% who are likely to be affected over the course of their
lifetime by one or more of the illnesses they represent. Healthpartners offers a convenient and cost-effective
way for Canadians to connect with and give to health charities in the workplace.
Why Give to Healthpartners?
We all know someone – a family member, friend, loved one or colleague who has learned that they have
cancer....or diabetes, Alzheimers or heart disease, Kidney disease or MS, or any of the other illnesses
represented by Healthpartners. And, as our population ages, those numbers are expected to increase.
The dollars that donors invest through Healthpartners – more than 100 million - have been and continue to be
invested in life saving research, early diagnostic tools, new treatments, and local health promotion and support
programs in communities across Canada.
What kind of impact does Healthpartners have, are my donor dollars actually supporting people in my
community?
All Healthpartners members are community-based organizations; they operate programs, offer services, and
promote health in communities, and are sustained by the efforts of community volunteers. Millions of
Canadians and their families are struggling to maintain the best possible quality of life while fighting disabling
and life-threatening diseases. In many cases they are also facing cuts to the health and community services
available to them. Donations made through Healthpartners enable our member organizations - with the
assistance of many dedicated volunteers - to provide direct support to these individuals. As well, Healthpartners
members contribute to the research that benefits all of us. We`ve seen some exceptional results that make a
difference in the lives of Canadians every day through the advances in knowledge, care and life expectancy.
Canadians have benefited from research that has resulted in a doubling of cancer survival rates. Heart attack
deaths have decreased by 75% over the past five decades. And, the median age of survival for people diagnosed
with Cystic Fibrosis has increased by 22 years (from 26 to 48) since 1985.
Who are the sixteen charities that make up Healthpartners?
The Healthpartners members are made up of 16 community-based health organizations located in all regions
across the country. All members share a common goal: to support medical research and health programs that
improve the health and quality of life of Canadians.
Alzheimer Society of Canada
Canadian Liver Foundation
ALS Society of Canada
Heart and Stroke Foundation of Canada
The Arthritis Society
Huntington Society of Canada
Canadian Cancer Society
The Kidney Foundation of Canada
Cystic Fibrosis Canada
The Lung Association
Canadian Diabetes Association
Multiple Sclerosis Society of Canada
Canadian Hemophilia Society
Muscular Dystrophy Canada
Crohn’s and Colitis Foundation of Canada
Parkinson Society Canada
Does Healthpartners support donor choice?
We believe that donors know best where they want their money to go. Healthpartners completely respects –
and promote donor choice to any one or more of our health charities. And, when donors give to Healthpartners
directly, their donation is shared amongst all of our partners. Every dollar has an incredible impact on the lives
of Canadians.
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What can your donation do?
Healthpartners members contribute to the research that benefits all of us. We`ve seen some exceptional results
that make a difference in the lives of Canadians every day through the advances in knowledge, care and life
expectancy. Canadians have benefited from research that has resulted in a doubling of cancer survival rates.
Heart attack deaths have decreased by 75% over the past five decades. And, the median age of survival for
people diagnosed with Cystic Fibrosis has increased by 22 years (from 26 to 48) since 1985.
 Healthpartners members provide more than 87 different local programs and services that assist
Canadians living with chronic disease and their families. Some of these programs and services also
include health promotion programs and activities so that more Canadians can live healthier.
How can I find out more about Healthpartners?
To assist donors in directing their gifts, Healthpartners makes information about our member health charities
readily available throughout the campaign. Visit us online at www.healthpartners.ca
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SECTION III: ROLES AND RESPONSIBILITIES –
CAMPAIGN MANAGEMENT
In February 1997, Treasury Board selected United Way-Centraide to serve as the GCWCC Campaign
Manager. The Campaign Manager is supported by local United Way offices in communities where there
is a federal government presence. The GCWCC in the National Capital Region is co-managed by
United Way Ottawa and Centraide Outaouais. The GCWCC organization chart can be found in
Appendix 2.
A clarification of roles and responsibilities was issued in 1999 with an addendum in 2003. The
following is a summary of those roles; please see Appendix 3 for the historical documents.
GCWCC CAMPAIGN MANAGER
The position of GCWCC Campaign Manager is mandated by Treasury Board (TB). The Campaign
Manager:

Is accountable to TB for campaign management and for results across the country;

Provides leadership and strategic direction;

Conducts the GCWCC in an efficient and effective manner;

Secures commitment from Deputy Ministers, Assistant Deputy Ministers, Heads of Agencies,
and Regional Federal Councils regarding their engagement;

Promotes all GCWCC campaigns;

Ensures consistency and cohesion amongst each campaign;

Implements and promotes donor and volunteer recognition;

Focuses on evolving the GCWCC and maximizing its potential as a national campaign and as a
source of pride for federal employees and retirees both locally and nationally; and

In concert with Public Works and Government Services Canada (PWGSC), centrally receives
and directs employee gifts made through payroll deduction and gifts from retirees.
GCWCC CAMPAIGN CHAIR AND CABINET
Note: Each GCWCC operating outside of the NCR should have a structure similar to the one outlined
below. The Local GCWCC Campaign Chair and Cabinet will work to support the local GCWCC within
the workplace and with the Regional Federal Council.
GCWCC NCR Campaign Chair shall:

Chair the GCWCC NCR Campaign Cabinet;

Provide strategic vision and leadership for the annual GCWCC, both within the NCR, and across
Canada;
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
Set the annual GCWCC NCR campaign goal in consultation with the GCWCC NCR Cabinet;

Act as a spokesperson for the annual GCWCC and give interviews to the media;

Demonstrate leadership by participating in key NCR campaign events (ex. Launch,
Achievement, etc.);

Encourage fellow Deputy Ministers and Heads of Agencies to engage their departments/agencies
in the GCWCC and to participate personally;

Encourage Federal Regional Councils across Canada to engage in and support the GCWCC
(travel where schedule permits);

Report to the Clerk of the Privy Council at the DM Breakfasts (weekly during the campaign) and
report on the annual campaign once in the spring to the Secretary of the TB along with the
Campaign Manager; and

Represent the GCWCC on the Campaign Cabinet for the local United Way Community
Campaign in the NCR.
GCWCC NCR Cabinet
Members of the cabinet are senior volunteers. The Cabinet shall;

Represent and liaise directly with an assigned portfolio of federal departments/agencies; and

Meet at least twice in the spring and twice a month during the campaign.
GCWCC NATIONAL OFFICE
The GCWCC National Office is responsible for providing strategic direction, leadership and
professional and technical support in both official languages to GCWCC volunteers and to all United
Ways that manage a local GCWCC across Canada, including the NCR.
The GCWCC National Office:
1) Is accountable to the GCWCC Campaign Manager
 Maintains and updates the GCWCC results database on a regular basis; and
 Compiles and provides a final accountability report of the campaign results to TB and
United Ways.
2) Supports local United Ways
 Encourages consolidated giving and establishes consistency in the GCWCC across
Canada;
 Reviews the training materials and explains the expectations of the employer, TB;
 Provides a contact list of Healthpartners provincial coordinators to local GCWCC
Managers in the spring;
 Promotes and provides information and advice regarding the Loaned Representative
Program, volunteer recruitment, and the procedures for meeting with Deputy Ministers
and Assistant Deputy Ministers and Heads of Agencies to ensure strong support for
campaigns;
 Works with individual departments and agencies across Canada to promote participation;
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



Ensures the website at http://www.gcwcc-ccmtgc.org/ is updated regularly with national
content to show the progress of the campaign;
Ensures that all local GCWCC Managers report their respective campaign results to the
GCWCC National Office in a timely and consistent fashion and provides a reporting
mechanism that is efficient and accurate;
Attends and makes presentations on the GCWCC at Regional and National Conferences;
and
Disseminates key messages during the campaign and arranges for post-mortem
discussions to exchange information on best practices.
3) Collaborates with Healthpartners representatives
 Ensures a collaborative approach between local United Way and local Healthpartners
representatives;
 Organizes and attends meetings and workshops and provides information for the
upcoming GCWCC;
 Promotes and monitors the equal visibility of United Way and Healthpartners as the two
named campaign recipients in departments/agencies; and
 Ensures that all campaign results are reported to Healthpartners in early spring.
4) Prepares and distributes campaign materials
 Oversees the collection of feedback on campaign collaterals and the design, production
and distribution of campaign materials and volunteer training guides;
 Ensures the use of the GCWCC supplies within federal departments/agencies;
 Provides United Way offices and GCWCC Managers with sufficient supplies and ensures
distribution of the material within the federal departments/agencies;
 Verifies that the official name, logo, slogan, posters and brochures are distributed and
utilized in the local GCWCC and within federal departments/agencies; and
 Prepares and distributes volunteer training guides online.
Note: For more information refer to Section V: Campaign Tools.
5) Manages the national federal retirees’ campaign
 Manages the national federal retirees’ campaign on behalf of all United Ways and
Healthpartners; and
 In partnership with PWGSC, prepares and distributes direct mail packages to federal
retirees across Canada.
Note: For more information, refer to Section VII: National Federal Retirees.
The GCWCC National Finance Office:

Receives and distributes federal employee and retiree payroll/pension deductions to local
United Ways and Healthpartners monthly;

Receives and processes pledge forms and distributes tax receipts for the GCWCC retirees
campaign; and
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
Recovers campaign costs from all United Ways and Healthpartners based on a pro-rata
share of campaign revenues.
LOCAL GCWCC MANAGERS
Local GCWCC Managers shall:
1) Abide by the Principles for Donors’ Rights
 The “Statement of Principles for Donors’ Rights” (see Appendix 4) was approved by the
membership of United Way Canada at the March 1998 Annual General Meeting.
Member United Ways are expected to comply with these guidelines. This document
stipulates that the donor has “the right to expect that the organization will not share or sell
a mailing list which includes the donor’s name, without providing the donor with a
meaningful opportunity to decline;” and

Lists of donors cannot be sold or given to any organization, including United Way and
Healthpartners. However, the local United Way, as the local GCWCC manager, may
invite GCWCC donors to recognition and/or thank-you events, in order to express
gratitude for giving to the local community through the GCWCC.
2) Comply with GCWCC strategic direction and instructions provided by the GCWCC
Campaign Manager and the GCWCC National Office and documented in this manual.
3) Plan, organize and manage local GCWCC employee campaigns
 United Ways identify a local GCWCC manager who is responsible for conducting
departmental GCWCCs and educating federal employees on the GCWCC concept;

Recruit, train, and organize a local GCWCC volunteer structure;

Set up a local Campaign Cabinet;

Disseminate GCWCC materials;

Manage events;

Manage the GCWCC Speakers’ Bureau (United Way and Healthpartners speakers); and

Implement a recognition program to ensure continued commitment and engagement to
the GCWCC.
4) Foster relationships with Healthpartners provincial coordinators
 Initiate and build relationships with Healthpartners provincial coordinators; and

Ensure that Healthpartners representatives are invited to attend key training and special
events during the GCWCC.
5) Foster relationships with the local federal retiree community
 Explore opportunities for retiree engagement.
Note: For more information, refer to Section VII: National Federal Retirees.
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6) Report results
 Produce and forward to the GCWCC National Office a final report of local GCWCC
results by the due date, January 31, of each year. This is important for calculating the
share of expenses of each United Way based on a pro-rata of the revenues, and to report
national results to TB.
Note: For more information, refer to Section VIII: Results Reporting.
7) Fulfill Designations
Note: For more information, refer to Section IX: Financial Procedures.
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SECTION IV: ROLES AND RESPONSIBILITIES –
RECIPIENTS
When the campaign was established in 1997, the federal government specifically identified two charities
as named recipients, giving them special recognition and prominence in the eyes of GCWCC donors.
The two named recipients are
 United Way; and
 Healthpartners.
Each of these organizations embraces a defined but broad range of community issues and needs. United
Way focuses on social needs and issues within the local community and Healthpartners focuses on
health needs and issues addressed by national health charities.
This prominence and recognition for the two named recipients means that both organizations:
 Share top-of-mind positioning and visibility with donors;
 Share access to donors through the gift form and campaign materials; and,
 Since 1999, both named recipients have received over 78% of the total GCWCC
donations between them each year.
Other charitable organizations receive donations through the GCWCC when:
 they register as Canadian charities with the Canada Revenue Agency. (More information
is available at: http://www.cra-arc.gc.ca/chrts-gvng/menu-eng.html)
 donors write in by hand the charities’ names and charitable registration numbers –
Business Number (BN) on the gift form.
UNITED WAY (RECIPIENT)
As a recipient, United Way:









Collaborates effectively with United Way’s local GCWCC Manager throughout the campaign;
Supports GCWCC Managers by providing human resources (volunteer or staff);
Provides agency speakers to promote respective causes at GCWCC events when requested by
the GCWCC Manager;
Provides information and United Way material to the local GCWCC Managers for distribution
when requested;
Attends and participates in training sessions upon invitation by the GCWCC Manager;
Attends special events held by departmental/agency campaigns when requested by the
department and the GCWCC Manager;
Attends launch and achievement celebrations where applicable;
Shares campaign costs based on revenues; and
Acts in good faith and promotes the GCWCC.
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HEALTHPARTNERS (RECIPIENT)
Healthpartners works in collaboration with the GCWCC Campaign Manager throughout the campaign
each year. Across the country, Healthpartners members provide support to the local GCWCC Managers
through local provincial coordinators. The provincial coordinators are encouraged to build relationships
with local GCWCC Managers to ensure participation at campaign events and activities. Provincial
coordinators are the lead contacts for the 16 individual member agencies and they coordinate all requests
for campaign events, Healthpartners’s speakers bureau, displays, and HEALTH CHECKs. They are
responsible for recruiting, training, scheduling and coordinating Healthpartners volunteers.
As a recipient, Healthpartners:












Represents the interests of the 16 member organizations of Healthpartners in the local GCWCC;
Collaborates effectively with United Way local GCWCC Managers throughout the campaign;
Supports the GCWCC Managers by providing human resources (volunteer or staff);
Provides agency speakers at GCWCC events;
Provides information and Healthpartners material to the local GCWCC Managers for distribution
when requested by GCWCC Managers;
Arranges for displays and HEALTH CHECKs when requested by GCWCC Managers;
Manages the Healthpartners Speakers Bureau, in collaboration with GCWCC Managers, including
finding speakers and providing them at canvasser trainings when requested by GCWCC Managers;
Attends and participate in training sessions upon invitation by the GCWCC Manager;
Attends special events held by departmental/agency campaigns when requested by the department
and invited by the GCWCC Manager;
Attends launch and achievement celebrations where applicable;
Shares campaign costs based on revenues; and
Acts in good faith and promotes the GCWCC;
HEALTH CHECK
Healthpartners actively promotes health in Canadian workplaces using a unique and fun approach.
HEALTH CHECK is a free educational program designed to make people more aware of their health
and to show how simple lifestyle changes can make a real difference. During the GCWCC, HEALTH
CHECKs are offered to federal employees at their workplace and are available to departments/agencies
upon request. Healthpartners provide fully interactive displays that share information about physical
activity, managing stress and healthy eating choices. Please speak to your local GCWCC manager to
book a HEALTH CHECK for your department.
Speakers Bureau
Healthpartners run a Speakers Bureau program where volunteers visit Canadian workplaces and speak
about their personal health experiences, challenges and success stories. Some speakers have battled
disease themselves, while others may have been supporting family members or close friends during a
health crisis. These speakers put a human face on the fight against disease and can speak about how they
have benefited from the support and services provided by Healthpartners member organizations.
The Speakers Bureau supports workplace fundraising initiatives, and helps keep Canadians informed
about health matters. Throughout the year, members of the Speakers Bureau are available to address
15
employees, interested donors, canvassers, campaign workers and other groups. If you’re interested in
hosting one of our speakers, please speak with your local GCWCC manager.
Seeing is Believing Tours
Healthpartners offer all donors the opportunity to see how their donations make a difference.
Healthpartners can arrange a tour at health charity facilities or research centres, so you can see firsthand
the hard work they are doing in the community. Book a tour today to learn how your donation supports
important research and health support services in your area.
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SECTION V: CAMPAIGN TOOLS
1. Campaign Materials
To ensure consistent messaging, bilingual GCWCC campaign materials are developed by the
Communications and Marketing team at United Way Ottawa, in consultation with Healthpartners, and
Centraide Outaouais. These materials are distributed by the GCWCC National Office for further
distribution by local GCWCC Managers to federal department/agency workplaces across Canada.
Usages
Only GCWCC campaign materials provided by the GCWCC National Office should be distributed by
local GCWCC Managers and/or federal departmental/agency volunteers. However, if GCWCC
campaign materials are unavailable, local GCWCC Managers can include a brochure about their local
United Way, if they also include a Healthpartners brochure to ensure equal promotion of both United
Way and Healthpartners as recipients.
Procedures for Ordering Campaign Materials
Each year, usually during the April\May period, the GCWCC National Office canvasses the local United
Ways for their requirements, and requests them to respond to a material order online survey (see
Appendix 5). Local GCWCC Managers are required to complete the survey and return it by the due
date (usually before end of May). The GCWCC National Office then processes all orders and ships
requested hard-copy materials to the appropriate locations by August. Upon receipt, all local GCWCC
Managers are required to check the contents of the packages and communicate to the GCWCC National
Office if there are any discrepancies. These materials are then to be distributed to local
departmental/agency volunteers for further distribution.
For reference:
 The official name of the campaign is: Government of Canada Workplace Charitable Campaign
(GCWCC).
 The official logo highlights the Healthpartners logo, the United Way logo and a maple leaf
representing the federal government.
 The theme of the GCWCC is: “Be a star in someone’s life. Support the GCWCC.”
 The slogan of the GCWCC is: “Federal employees and retirees – creating hope…changing
lives.”
Suggestions for improvement or modification to campaign material can be communicated to the
GCWCC National Office which will work with the Communications and Marketing team. Feedback on
materials may also be provided via the annual GCWCC Post-Mortem (see sub-section 6).
17
A) The Gift Form
The gift form and the principles governing the procedures set out in this manual were originally
approved by TB. The GCWCC gift form promotes donor choice and provides United Way and
Healthpartners with equal prominence as named recipients.
Note: In the NCR, there are three named recipients who are provided with equal prominence:
United Way Ottawa, Centraide Outaouais, and Healthpartners. Working within the federal
government’s parameters, the GCWCC gift form is reviewed annually and strives to reflect as
many recommended improvements as possible. Requests to alter the gift form require approval
and must be sent to the GCWCC National Office.
Note: Should an employee wish to increase a contribution amount after the original form has
been submitted, a new gift form for the full revised amount to be deducted must be completed
and forwarded to the local United Way and payroll office as required. The employee should
indicate on the new gift form that this amount supersedes the previous one.
Two Types of National Gift Forms
When ordering their GCWCC materials in early spring, local GCWCC Managers outside of the NCR
have the option to choose between two (2) different types of GCWCC national gift forms: generic and
customizable gift forms. In 2012, the option was introduced to enable local GCWCC Managers to print
gift forms locally or to receive hard-copy stock from the GCWCC National Office. This option was
introduced because of the ability to eliminate the unique numbering system that was traditionally used
with GCWCC national gift forms in the past (which gave each gift form a unique serial number in the
top right-hand corner). In a survey conducted in early 2012, local United Ways confirmed that the
unique numbering system was not essential (*Note: The numbering system is essential and will be
maintained for the GCWCC gift forms for the National Capital Region, Centraide Québec et ChaudièreAppalaches, and Nunavut because of their use of the GIFTS system which requires the unique serial
number for data entry). If a local United Way wishes to number their gift forms, a blank space has
been left in the top-right hand corner for them to do so (see below for more information).
Note: If a local GCWCC Manager chooses to print their generic or customizable forms locally, they
will be exempted from charges for the cost of centralized gift form printing and distribution, and will
incur the costs of printing their gift forms locally. If a local GCWCC Manager chooses to receive hardcopy stock of the generic gift forms from the GCWCC National Office they will be charged, as in
previous years, to help pay for centralized gift form stock, printing and distribution. The local GCWCC
Manager will also incur locally any charges to overprint information on the gift forms (ex. Local United
Way’s identification # in Box 1 and 4, and/or unique serial numbering).
For reference purposes, relevant comparisons with the NCR Gift Form are also included below.
Generic Gift Forms
 Local GCWCC Managers may choose forms that have text in Box 1 (Local United Way
Box) that reflects five generic impact/priority areas for donors to choose from (Services to
alleviate poverty, Seniors, People with disabilities, New Canadians, and Children, youth and
families).
 If the local GCWCC Manager chooses to receive hard-copy stock of the generic gift form
from the GCWCC National Office, these gift forms will arrive ready for distribution.
However, the local GCWCC manager may choose to over-print their local United Way’s
18
identification # in the Box 1 and 4 sections of the gift form (at the top and bottom of the
form) to reduce the need for donors to do so manually, or they may choose to apply a unique
serial number on each gift form.
 If the local GCWCC manager chooses to print their generic gift forms locally, they will
receive an electronic file from the GCWCC National Office enabling them to do so. The
option will remain for local GCWCC Campaign Manager to input their local United Way’s
identification # in the Box 1 and 4 sections of the gift form (at the top and bottom of the
form), and/or to apply a unique serial number on each gift form. Instructions will be
provided to this effect when the file is sent.
Customizable Gift Forms
 Impact/priority areas listed on the generic gift form may not suit every local United Way.
Therefore, local GCWCC Managers may order GCWCC national gift forms that allow for
customizable text to be inserted into the Local United Way Box (Box 1). Text developed by
local United Way must be submitted to the GCWCC National Office by the due date
provided to obtain the necessary approval for use.
 If the local GCWCC Manager chooses to receive hard-copy stock of the customizable gift
form from the GCWCC National office, these gift forms will arrive ready for over-printing.
Local GCWCC Managers are responsible for over-printing their approved customized text
into Box 1, using a template provided by the GCWCC National Office. Local Campaign
Managers may also over-print their local United Way’s identification # in the Box 1 and 4
sections of the gift form (at the top and bottom of the form) to reduce the need for donors to
do so manually, or they may choose to apply a unique serial number on each gift form –
both which will be made possible with use of the template provided by the GCWCC
National Office.
 If the local GCWCC manager chooses to print their customizable gift forms locally, they
will receive an electronic file from the GCWCC National Office allowing for customization
of text in permitted areas prior to printing with their preferred print supplier and/or through
their United Way’s laser printer. The option will also remain for local GCWCC Campaign
Manager to input their local United Way’s identification # in the Box 1 and 4 sections of the
gift form (at the top and bottom of the form), and/or to apply a unique serial number on each
gift form. Instructions will be provided to this effect when the file is sent.
19
Tour of the Gift Form
BOX 1 – Local United Way
Box 1 is the designated space for the local United Way. If an employee wishes to contribute to their
local United Way, they must identify their gift in Box 1 – My Local United Way.
Note: In the NCR, Box 1 is assigned as the United Way Ottawa box, and Box 2 is assigned as
the Centraide Outaouais box, as there are two (2) local United Ways in the NCR campaign.

All donations captured under Box 1 must be recorded as designations to the Local United
Way in the year-end GCWCC final results submission.

In order to ensure that gifts are directed to the appropriate local United Way office, the
local United Way code must be entered on the gift form in both sections for Box 1
(top and bottom of the gift form). The codes for United Ways across Canada are listed
on the national and NCR calendars and on the website at http://www.gcwccccmtgc.org/en/running_a_campaign/National/Promotional_Materials.php .
Note: All United Way codes start with a “01 code”. Local United Way Campaign Managers
may over-print their local United Way code in the Identification # box for Box 1 in order to
reduce the need for donors to insert this manually and avoid coding errors.
BOX 2 – Other United Way
Box 2 is the designated space for Other United Ways. If an employee wishes to contribute to a United
Way other than their local United Way, they must identify their gift in Box 2 – Other United Way.
Note: In the NCR, Box 3 is assigned as the Other United Way box.

All donations captured under Box 2 must be recorded as designations to Other United Ways
in the year-end GCWCC final results submission.
20

In order to ensure that gifts are directed to the appropriate local United Way office, the
correct local United Way code must be entered on the gift form in both sections for Box
2 (top and bottom of the gift form). The codes for United Ways across Canada are listed
on the National and NCR calendars and on the website at http://www.gcwccccmtgc.org/en/running_a_campaign/National/Promotional_Materials.php .
Note: All United Way codes start with a “01 code”.
Note: Should an employee wish to contribute to additional United Ways, over and above their
local United Way and one additional Other United Way, an additional gift form must be fully
completed. All forms should be attached together.
BOX 3 – Healthpartners
Box 3 is the designated space for Healthpartners. If an employee wishes to contribute to Healthpartners,
they must identify their gift in Box 3 – Healthpartners.
Note: In the NCR, Box 4 is assigned as the Healthpartners box.

All donations captured under Box 3 must be recorded as designations to Healthpartners in the
year-end GCWCC final results submission.

The identification number for Healthpartners and their national member organizations is
01555 across Canada, and this number is pre-printed in BOX 3.

Donors may choose to designate their Box 3 gift to Healthpartners who will distribute the gift
amongst its 16 national member agencies, and/or to one or multiple Healthpartners national
member agencies. As part of Healthpartners, the member organizations have the freedom to
determine the best way to invest the funds raised, within the limits established by the
Healthpartners membership criteria. Based on Healthpartners’s intent to support both
research and local programs and services, gifts made to Healthpartners in BOX 3 will be
directed to each national member organization for distribution to local communities and
national research initiatives.
21
Note: If a donor wishes to direct their donation to a local health affiliate (e.g. a provincial health
organization), the gift must be captured in BOX 4 (see below) as long as the local affiliate has its own
Business Number (BN). When the local affiliate does not have its own BN, the gift cannot be processed
through BOX 4 and should be included in BOX 3 under the Healthpartners BN.
BOX 3
Gifts to Healthpartners and/or individual member organizations.
BOX 4
Gifts to local affiliates of Healthpartners
 Must have distinct BN
 If no distinct BN, return to BOX 3
BOX 4 – Other Canadian Registered Charities
Box 4 is the designated space for designations to Other Canadian Registered Charities. If an employee
wishes to contribute to any other Canadian registered charities, they must identify their gift in Box 4 –
Other Canadian Registered Charities.
Note: In the NCR, Box 5 is assigned as the Other Canadian Registered Charities box.

All donations captured under Box 4 must be recorded as designations to Other Canadian
Registered Charities in the year-end GCWCC final results submission.

When completing BOX 4 on the gift form, the donor must fill in the name of the charity and
the organization’s BN in the appropriate area. This number is the charity’s registration
number assigned by Canada Revenue Agency. A searchable listing can be found at
http://www.cra-arc.gc.ca/chrts-gvng/lstngs/menu-eng.html or by calling 1-800-267-2384
Note: The local United Way is responsible for the distribution of Box 4 designations and
therefore the local United Way’s code must be placed in the Identification # for Box 4. Local
GCWCC Managers may over-print their local United Way’s code in the Identification # box for
Box 4 in order to reduce the need for donors to insert this manually and avoid coding errors.
B) Calendar
It is the responsibility of local GCWCC Managers to instruct canvassers to distribute the GCWCC gift
forms together with GCWCC calendars provided by the GCWCC National Office. The calendar has
important information related to campaign giving, and also includes the codes of the local United Ways
across Canada, which are required for donations to Other United Ways and Other Canadian Registered
Charities.
22
C) GCWCC Posters
GCWCC posters are available in two sizes, small (8.5” x 11”) and large (17” x 22”) and are excellent
visuals for the campaign.
Posters are customizable and images of local federal public servants may be substituted for the photos
provided. Please go to http://www.gcwcc-ccmtgc.org/ for more information.
Note: In the NCR, only large posters are available in hard copy. Small posters are available
online at http://www.gcwcc-ccmtgc.org/
D) GCWCC Thermometers
GCWCC thermometers are helpful tools to keep employees informed of the progress of their campaign.
They are available in two sizes, small (8.5” x 11”) and large (17” x 22”).
Thermometers are customizable and images of local federal public servants may be substituted for the
photos provided. Please go to http://www.gcwcc-ccmtgc.org/ for more information.
Note: In the NCR, only large thermometers are available in hard copy. Small thermometers,
however, are available online at http://www.gcwcc-ccmtgc.org/
E) Special Event Forms
Special event forms should be provided by the local GCWCC Manager to departments and agencies for
tracking of special events and dollars raised.
F) GCWCC Logos
GCWCC logos can be downloaded online and they can be found at http://www.gcwcc-ccmtgc.org/.
2. Promotional Items
Promotional items, such as t-shirts, and aprons, etc., may be produced by local GCWCC Managers and
given or loaned to volunteers in the federal workplace as long as the materials are branded with the
GCWCC logo or messaging. Local GCWCC Managers may also encourage departments/agencies to
produce their own items at their own cost by a company of their choice, as long as the official GCWCC
logo and name appear on the items. Before producing any promotional materials, please check with the
GCWCC National Office.
When departments/agencies want to hold special events (draws, golf tournaments, etc.) to recognize
volunteers and GCWCC promotional items are not available, the local GCWCC Manager may give
United Way and Healthpartners items as prizes. To ensure equal visibility, both recipient organizations'
promotional items should be utilized at the same event.
GCWCC Online Store
GCWCC customized materials and collaterals may be purchased through the online store (ex. leadership
pins, banners, flags, kit folders). The purchase of these items is at the discretion of the local United Way
23
or department/agency and must be funded through local budgets. Please go to http://www.gcwccccmtgc.org/ or contact the GCWCC National for more information.
Gift Solicitation
Campaign teams occasionally consider soliciting gifts from private sector suppliers. Annually the
GCWCC Chair writes to departmental Deputy Ministers and Heads of Agencies providing guidance on
this subject for Campaign Leaders and employees involved in the campaign. Please see Appendix 6.
3. Recognition
A) Certificates
Certificates may be downloaded from the website (http://www.gcwcc-ccmtgc.org/) and customized for
volunteer recognition. Hard copy certificates for use outside of the NCR may also be ordered from the
GCWCC National Office.
B) Local GCWCC Awards
Recognition to departments/agencies for pledge rate, pledge rate increase, etc., is encouraged. The
GCWCC logo and name must appear on these awards and no other logos or slogans can appear.
Local GCWCC Managers are strongly encouraged to implement a recognition program (thank you
letters or e-mails to volunteers and campaign leaders, personalized holiday cards, etc.) to ensure
continued engagement and commitment to the GCWCC.
C) GCWCC National Team Spirit Award
In 2010, a new GCWCC award was introduced, the National Team Spirit Award, which recognizes the
effort, innovation and creativity that departments/agencies put forth to bring together their GCWCC in
the NCR with all of the GCWCC activities that take place across Canada in departments’ local offices.
The award is given out annually and departments who take a national approach are encouraged to apply
at the end of their campaign. For more information, contact at the National Office at
[email protected]
4. Training Manuals
GCWCC volunteer training manuals for GCWCC employee workplace campaigns both in the NCR and
across Canada (National) are available from the website (http://www.gcwcc-ccmtgc.org/).
These manuals have been created to help train local departmental/agency volunteers. The
topics/positions covered by the manuals are:





Campaign Leader
Branch Coordinator
Team Captain
Special Events Coordinator
Treasurer/Payroll
24
Training manuals can be customized by United Ways to include local content such as statistics and
information about the local GCWCC.
5. Loaned Representatives
Loaned Representatives (LRs) or sponsored employees are individuals loaned to local United Ways by
organizations in the public and private sector over the course of the campaign (16 weeks). These
individuals act as extensions of United Way staff and local GCWCC Managers by working closely with
departmental/agency campaigns. Local federal senior managers make the decision whether or not to
allocate staff to the LR/sponsored employee program, and each local United Way is responsible for
developing its own LR program, recruiting qualified candidates and providing adequate training.
Salaries and expenses are paid by the home organizations.
For more information, please contact the GCWCC National Office.
6. Post-Mortem
The GCWCC National Office conducts a yearly electronic post-mortem survey of the GCWCC with all
local GCWCC Managers at local United Ways that run employee campaigns. This post-mortem is used
to acquire important feedback and lessons learned from the yearly campaign. Subjects covered include
operations, materials, best practices and difficulties.
It is very important that all GCWCC Managers respond to the post-mortem survey by the due date
indicated. The GCWCC National Office shares the compiled results with all local United Ways and also
takes the feedback into consideration for campaign planning for the coming years.
25
SECTION VI: PROMOTING YOUR CAMPAIGN AND
MEDIA RELATIONS
How to get your launch or fundraising event covered by the local media:
Before you get started, ask yourself some simple questions:
 Is my story interesting/compelling?
 Is there a visual for a photo-op?
 Do I have a spokesperson?
 Would it be good for TV, radio and newspaper?
If you answered yes to all of these questions, prepare a media advisory. A media advisory is a onepage summary that provides the media with all the relevant details regarding your event.
At a minimum, it should provide the following information:
1. Date and time of the event
2. Location
3. Details regarding people in attendance
4. Some interesting facts about the event
Issue the media advisory a day in advance to the local media and follow-up with phone calls. Then,
make sure your primary media contact is on stand-by to greet reporters and help them out with
interviews and photo opportunities. Please see Appendix 7 for an example of a media advisory.
A news release is also a great tool as it provides additional information about the event and quotes from
your spokespeople. It essentially helps the journalist shape the news coverage. Note that you do not
have to prepare a news release for every event, but it is helpful to media covering your event. Please see
Appendix 7 for an example of a news release.
Managing media issues:
The local United Way is responsible for handling media regarding any inquiries re the local GCWCC.
Although United Way Ottawa is available for consultation, the local United Way is required to provide a
response and, if necessary, a spokesperson.
26
SECTION VII: NATIONAL FEDERAL RETIREES
Federal retirees play an important role in the success of the GCWCC. Their contributions help ensure
the continued well-being of our communities through the agencies and programs they support.
RELATIONSHIP WITH THE FEDERAL RETIREE COMMUNITY
Local GCWCC offices are encouraged to engage their local federal retiree population in order to provide
them with an opportunity to remain connected to their communities after they have left the workplace.
Local retiree groups and/or alumnus associations provide for networking opportunities and act as
potential sources for volunteers. These groups enable retirees to be better informed about the GCWCC
and foster stronger bonds with the campaign.
PROCEDURES FOR THE RETIREE MAILING
With assistance from Public Works and Government Services Canada (PWGSC), two mailings are
conducted: the first in September and the second in January.
Materials contained in the packages are prepared by the GCWCC National Office and include:
 a solicitation letter
 a gift form - the GCWCC retirees gift form contains all the same designation options as
that of the GCWCC employee workplace gift form (i.e. Box 1 – Local United Way or
Other United Way, Box 2 – Healthpartners, and Box 3 – Other Canadian Registered
Charities)
 a return envelope - gift forms are returned to the GCWCC National Office for processing
Note: When a retiree donor selects Box 1 – United Way, their gift will go to their local United Way (as
per the donor’s postal code indicated on the gift form), unless otherwise indicated by the donor.
Note: For more information on roles/responsibilities for processing designations for the GCWCC
retirees campaign, please refer to Section IX: Financial Procedures.
Any inquiries from federal retirees should be directed to the GCWCC retiree hot-line, at 1-877-3796070.
27
SECTION VIII: RESULTS REPORTING
Each year, the GCWCC Campaign Manager presents the official GCWCC results to Treasury Board.
This reporting function is essential to United Way accountability as GCWCC Campaign Manager.
The results are also used to determine each Recipient’s share of the fundraising costs (see Section X) of
each local United Way vis-à-vis the GCWCC national campaign. Local assistance in submitting and
preparing results is essential and greatly appreciated.
The GCWCC results report is also a useful tool that gives Deputy Ministers, Agency Heads, federal
departments/agencies, volunteers, staff and recipients an opportunity to review campaign results from
across Canada.
The GCWCC results have been made available online via the National Online Reporting Tool (NORT)
since 2009 on the GCWCC website. Reports from 1999 to the present are available for viewing. NORT
allows users to download reports and save them in various file formats including MS Word and PDF.
About the National Online Reporting Tool (NORT)
NORT (available at http://www.gcwcc-ccmtgc-national.org/) was created in-house in 2009 by the
GCWCC national staff at United Way Ottawa. The objective of the NORT is to make it easy and
convenient for local United Way offices running GCWCC’s to electronically report their results and to
streamline the work involved, thereby reducing the time required for the production of the GCWCC
national reports.
Prior to 2009, all local United Way offices submitted their GCWCC results via two Excel spreadsheets
(National Results and Healthpartners designation form). To ease the transition to online reporting,
NORT was designed to closely resemble the Excel spreadsheets. The primary difference is that data is
now live, online, and available immediately for viewing by the local United Way offices and the
GCWCC National Office.
Training and assistance using NORT are available from the GCWCC National Office.
REPORTING FINAL GCWCC NATIONAL RESULTS – END OF CAMPAIGN
Please see the “National Online Reporting Tool (NORT) GCWCC Manager User Guide” available at
www.gcwcc-ccmtgc.ca for specific steps on how to report final results.
The NCR GCWCC Manager submits final results via the locally used system, Andar or GIFTS.
Local GCWCC Managers outside of the NCR must complete and submit their GCWCC results by
January 31 using NORT.
28
Information Required for NORT
National Results Form
Note: Do not report federal service retirees numbers. These results will be entered by the GCWCC
national office at the end of the campaign

Department Name: Results from all offices that belong to the same department or agency must
be combined. For example, the presence of three different HRSDC offices in your catchment
area should be combined under one HRSDC entry.

Number of employees: indicates the number of employees. HR managers in the
departments/agencies of the local campaign will be able to provide this number. This information
allows for calculations of pledge rate and other analysis.

Number of Donors: indicates the number of donors. This is the number of completed gift forms
collected from each department/agency. Knowing the number of donors allows for calculations
of pledge rate and conduct analysis.

Number of Friends, and Leaders: indicates the total number of Leaders and Friends for each
respective department/agency. A separate field is provided to specify Leadership gift $ amount.

United Way $s: indicates the amount of money that departments/agencies raise in the various
categories: Cash and Payroll Deductions (PRD). Please note that “Cash” includes cash, cheques
(one-time and monthly) and credit card payments (one-time and monthly).

Healthpartners $s: same procedures as for the United Way dollar entries. The total amount for
this column must balance with the total amount on the Healthpartners Designation Form (entered
via a separate screen). Note: local chapters of Healthpartners are recorded under Other Canadian
Registeres Charities.

Other United Way $s: same procedures as for the United Way dollar entries.

Other Canadian Registered Charities: same procedures as for the United Way dollar entries.

Special Events: NORT calculates the percentage of special events dollars to be allocated to
United Way and Healthpartners. For more information, please refer to Section VIX: Financial
Procedures.

Total: calculates the total figures from the entries above.
29
Healthpartners Designation Form

Member Name: this column lists Healthpartners members and includes a line for the
Healthpartners fund. The amount that donors designate in Box 3 of the gift form on the line
“Healthpartners — Divide among all 16 organizations” is indicated here.

Cash: indicates the amount of cash designated to each Healthpartners member. This information
is found on gift forms submitted by federal employees during the federal campaign.

PRD: same procedures as for the Cash column.

Total: calculates the total figures in the horizontal and vertical columns. The total amount for
this column must balance with the Cash and PRD amounts for Healthpartners on the National
Results Form.
30
SECTION IX: FINANCIAL PROCEDURES
It is important to note that the discussions regarding the possible introduction of a new fee for
recovering local United Way costs from Healthpartners have not been concluded and therefore
the existing policy, as described in this manual, continues to apply for 2013. If there are any
changes, an updated manual will be issued.
Please also note that this section reflects information shared at the annual GCWCC webinars on
financial procedures provided on United Way Canada’s portal (http://www.unitedway.ca/portal). New
local United Way staff with GCWCC financial responsibilities should view the recording of the
webinar.
1. National Employee Campaign (outside of the NCR)
PROCESSING THE GIFT FORM
It is important to remember that:
 The main portion of the gift form goes back to the local United Way office/local GCWCC
manager.
 The tear-away piece at bottom of gift form goes to the appropriate federal government payroll
office designated for that department/agency.
Duties of Department/Agency Coordinator
The department/agency coordinator compiles and summarizes the information, reporting regularly to the
local GCWCC manager. The specific duties of the department/agency coordinator are as follows:






Collect pledge forms from donors. Please ensure that all the necessary donor information has
been completed.
If the designation is to Box 1 and/or Box 4, the coordinator must ensure that the five (5) digit
code of the local United Way identification # is on both parts of the gift form (main portion and
tear-away piece)
. If the designation is to Box
2 – Other United Way, the 5 digit code of the chosen United Way should be entered. The code
for Box 3 is already pre-printed with the Healthpartners code.
The department/agency coordinator returns the entire gift form to the treasurer for recording
purposes.
The department/agency coordinator then remits the main portion of all gift forms received to the
local GCWCC manager, including any cash/cheques and summary report, for processing and the
printing of receipts. Please do not keep hard-copies of the donor’s completed gift forms.
The department/agency coordinator receives receipts for cash/cheque donations from the local
GCWCC manager and distributes them to the donor(s).
Additional procedures for payroll donations:
a. *Important Note: All payroll deductions start in January and end in December of each
year. Please consult the respective Payroll Office to identify the deadline by which this
information is needed.
31
b. The department/agency coordinator remits the tear-away piece of the gift form to the
Payroll Office to authorize payroll deductions.
c. Please make absolutely sure that the code for the designated United Way from the main
form also shows up on the tear-away piece for any donations to Box 1, 2 and/or 4 to
ensure the payroll payments are forwarded to the appropriate United Way.
Duties of the Payroll (Pay and Benefits) Office
The department/agency’s Payroll Office will receive the tear-off portion of the pledge form for all
donations paid via payroll. It is the responsibility of the Payroll Office to ensure that the donation is
properly coded in the pay system at the correct amount, processed each month and transmitted to
PWGSC for payment. The following procedures must be followed to ensure the correct deduction and
distribution of each donation:






Although the tear-off form may be received at different points in time throughout the campaign,
the payroll deduction for the donation should begin on the first pay of the calendar year in
January.
If the form is received after the first pay in January then the donation should start to be deducted
from the next pay and distributed over the remaining number of pay periods remaining in the
“calendar” year, unless otherwise indicated.
Be sure to identify the proper monthly amount. The monthly amount is located in the box next to
the words “x 26 pay periods”. If this box was left blank then the monthly amount will need to be
calculated.
The monthly donation needs to be designated to the appropriate recipient. The split is based on
the amounts entered in boxes 1, 2, 3 and/or 4 (N.B. in the NCR there are 5 boxes). Please note
the amounts in these boxes are total donation amounts, not monthly and must be divided by the
number of pay periods to obtain the monthly designation amount. Double check to ensure the
total adds up to the amount in the “total gift” box.
The code for each recipient should be noted below each of the amounts listed in boxes 1, 2, 3 and
4 (in the NCR 1, 2, 3, 4 and 5). If the code boxes are not pre-filled by the local United Ways,
then the donor should have written in the codes. If the donor left these boxes blank do not
assume that the donation should be coded to the local United Way. Contact the Treasurer or
the donor to obtain the designation details.
Donations should only be designated to the recipient agencies coded on the tear off form (ie.
Local United Way, Other United Way or Healthpartners). Donations to Box 4 must be coded to
the local United Way. The local United Way will have the orginal of the pledge form and will
distribute designations to Other Canadian Registered Charities based on that information.
32


Therefore, it is imperative that donations to Other Canadian Registered Charities be designated
in the payroll system to the Local United Way, who are responsible for distributing to all other
charities, except Healthpartners and other United Ways.
If an employee transfers from one department/agency to another, their donation information must
be entered in the new department/agency’s payroll system with the same information: monthly
payment and designation to the appropriate recipient code(s).
If an employee retires or goes on leave, the Payroll Office should check to assist the employee if
he/she would like to pay off the remainder of the donation on their last pay. Note: donors who
currently participate in payroll deduction, should be encouraged to continue giving through
pension cheque deductions. The payroll office can help fill out the appropriate forms
http://www.tpsgc-pwgsc.gc.ca/remuneration-compensation/form/html/1422-eng.html .
Duties of the local GCWCC Manager
The responsibilities of the local GCWCC Manager are to process the pledge forms in their local
donation management system for all cash and payroll donations.
Since cash/cheque/credit card donations are received and deposited by the local GCWCC Manager, it is
the responsibility of the local GCWCC Manager to distribute the portion of these donations that are
designated to either Box 2 (Other United Way), 3 (Healthpartners) or 4 (Other Canadian Registered
Charities).
In the case of employee payroll donations, PWGSC will send the money directly to the Other United
Way (Box 2) and Healthpartners (Box 3), but the local United Way will receive the money designated to
Box 1 (Local United Way) and 4 (Other Canadian Registered Charities). It is therefore the local
GCWCC Manager’s responsibility to pay out employee payroll deduction donations to Other Canadian
Registered Charities, but not employee payroll deduction donations to Other United Ways (Box 2) and
Healthpartners (Box 3).
The key responsibilities of the local GCWCC Manager are as follows:
 Receive all cash, cheque and credit card donations directly and deposit them in their local United
Way or GCWCC bank account.
 Process each pledge form and record cash/cheque/credit card donations as cash donations and
payroll donations as PRD (or pledge) in the local Donation Management system. Record Box 1
amounts as donations to the local United Way, Box 2 amounts as designations to other United
Ways, Box 3 amounts as a designations to Healthpartners and Box 4 amounts as designations to
Other Canadian Registered Charities or Member Agencies (if applicable).
 Issue official income tax receipts to donors for cash, credit card and cheque donations and
forward the tax receipt to the department/agency coordinator for distribution to donors (or mail
directly). Donors who give via payroll deductions will not be receipted by the local United
Way. Rather, their donation will be captured directly on their T4.
 Distribute cash/cheque/credit card donations to Other United Ways (Box 2) and
Healthpartners (Box 3) within 45 days of the end of the campaign. The final campaign results
are due by the end of January; therefore “end of campaign” is defined as January 31.
o A designation fee can be deducted from Other United Ways and from Healthpartners
for cash, credit card and cheque donations.
33


Designation payments to Other Canadian Registered Charities should include cash and
payroll deduction donations and should be distributed based on the local United Way’s
designation payout schedule.
o A designation fee may be applied by the local United Way according to local
administrative fee policies.
At the end of the campaign, the local GCWCC manager is required to report National Employee
Campaign results for their area to the GCWCC National Office via the NORT system online.
Final results must be reported no later than due date, January 31 following the end of the
campaign.
o To learn more about the reporting process, refer to the National Online Reporting Tool
(NORT) GCWCC Manager User Guide manual available at: http://www.gcwccccmtgc.org/
Special Notes on Box 3 (Healthpartners) Designations:
 Designations to Healthpartners and its member agencies must be tracked closely in order to
report specific designation information to Healthpartners at the end of campaign. The local
GCWCC Manager records this information in NORT and the GCWCC National Office reports
the total of all designations to member agencies from each United Way to Healthpartners.
 All gifts must be remitted to Healthpartners within 45 days of the end of the campaign (ie. 45
days after January 31).
 The local GCWCC Managers must forward the cash raised along with any designation
information to:
Healthpartners
17 York Street, Suite 409
Ottawa, ON K1N 5S7


Healthpartners is then responsible for distributing these funds to its member organizations.
Healthpartners may charge a designation fee in accordance with the policies of
Healthpartners and its member organizations.
A fee may be charged to Other Canadian Registered Charities for designated special event dollars
but should not be charged to Healthpartners, even if the special event was designated to
Healthpartners or their member agencies.
Special Notes on Employee Payroll Donations:
 The GCWCC National Finance Office distributes to local United Ways and to Healthpartners
their portion of the payroll remittance within 30 days of receipt from PWGSC, as identified
by the recipient code in the identification # box of the tear-away portion that was entered by
each payroll office. It is this code that PWGSC picks up in the payout to determine which
payroll deductions belong to which United Way or to Healthpartners. Payroll remittances
are also paid directly to the Other United Way (Box 2) not to the local United Way.
 The local United Way receives from the GCWCC National Finance Office all payroll
designations to itself (Box 1), designations to Other Canadian Registered Charities and
member agencies (Box 4) from local donors. Healthpartners receives all designations to
itself and to its member agencies (Box 3) from across the country.
 Each local United Way is responsible for checking the backup list of donors (see sample in
Appendix 8) that comes with the PRD payout (especially the first one in January) to ensure
34



that all the donors that should have been coded to their United Way have been included in the
payout and that donations that belong to another United Way or Healthpartners do not show
up on their list.
If a coding error is discovered, it is the responsibility of the local United Way to contact the
appropriate government department pay office or GCWCC National Office to correct the
error as soon as possible.
Since the payroll deductions are forwarded directly to each local United Way and
Healthpartners based on actual amounts collected, each recipient incurs their own pledge
loss. It is the responsibility of the recipient to track pledge loss (ie. pledge amount less
campaign cost recoveries charged less actual dollars received).
Please note that payroll deductions from agencies that are separate employers (i.e. are not
included in the monthly payment from the GCWCC National Office) are paid directly by
cheque to the United Way and Healthpartners.
See Appendix 9 for a list of
departments/agencies whose employees are paid by PWGSC and whose employee payroll
deductions are distributed by the GCWCC National Office as well as a list of those that are
separate employers and pay each recipient directly.
DISTRIBUTION OF SPECIAL EVENT DONATIONS
In the spirit of the origins of the GCWCC, special event donations are to be split between United Way
and Healthpartners. The distribution is based on the percentage of campaign revenue that each named
recipient realizes within each departmental campaign. For example, out of 100% of the GCWCC monies
raised in one location within a specific department, if 60% of that revenue was designated to United
Way and 40% was designated to Healthpartners, then 60% of the special events monies from that
location would go to the local United Way and 40% would go to Healthpartners. In the NCR, the split is
three ways according to designations to United Way Ottawa, Centraide Outaouais and Healthpartners
In the spirit of donor choice in the GCWCC, however, in special cases, special events may be designated
to the benefit of one of the named recipients or another registered Canadian charity only if pre-approval
is obtained from the GCWCC National Office. In such cases, the designation of such special events
must be clearly indicated to event participants.
Duties of Department/Agency Coordinator



The GCWCC National Office has a special event form which must be used to record all special
events.
The department/agency special events coordinator or departmental campaign leader must ensure
that these forms are filled out for each special event. Any designations approved by the GCWCC
National Office must be clearly indicated on the special events forms.
Special event dollars should be collected and sent to the local GCWCC manager with a summary
report detailing the total amount of pre-approved designated special event dollars (including who
the monies are designated to) and total amount of undesignated special event dollars.
35
Duties of the Local GCWCC Manager






Local GCWCC Managers must ensure that the special event forms are provided to departmental
campaign leaders.
Local GCWCC Managers receive all special events forms and special events dollars from the
department/agency coordinator.
At the end of the campaign, the local GCWCC manager is required to report special event totals
to the GCWCC National Office via the NORT system online.
o Undesignated special events must be reported under the ‘special events’ column, so that
the automatic distribution formula may be applied.
o To learn more about the reporting process, refer to the National Online Reporting Tool
(NORT) GCWCC Manager User Guide manual available at: http://www.gcwccccmtgc.org/
If a special event is to be designated to a specific Charitable Organization the local GCWCC
manager must obtain pre-approval from the GCWCC National Office and directions on how to
report these totals. The local GCWCC manager then makes the final calculations for both the
United Way and Healthpartners share based on the formula applied through the NORT system.
The local GCWCC manager will keep special events dollars equal to the United Way portion.
The local GCWCC manager will send special event dollars equal to the Healthpartners share
with a summary report of special event activities within 45 days of receipt of the final report to:
Healthpartners
17 York Street, Suite 409
Ottawa, ON K1N 5S7
 A fee may be charged to Other Canadian Registered Charities for designated special event
dollars but should not be charged to Healthpartners, even if the special event was designated
to Healthpartners or their member agencies.
36
2. National Federal Retiree Campaign (within and outside of the NCR)
1) Cash/Cheque/Credit Card Donations





The GCWCC National Finance Office receives these and deposits them into a GCWCC
segregated bank account, and processes all information.
GCWCC National Finance Office pays out the cash/cheque/credit cards received during the
campaign to each recipient: local United Way and Healthpartners. The recipient local United
Way is determined based on the retiree’s postal code. Each local United Way will receive a
print-out of all the donor information (see sample in Appendix 10) with the cash payouts (2-3 per
campaign year). This donor print-out includes both cash and pledge donors as well as any/all
designation information.
It is the responsibility of the local United Way to pay any cash designation to Other
Canadian Charities and to Other United Ways on their list. Healthpartners are also
included on the list of designations but the local United Way should not pay out these
designations. They are sent directly by the GCWCC National Office to Healthpartners.
Healthpartners is responsible for paying designations to their member agencies.
A designation fee may be applied by the local United Way to other United Ways and Other
Canadian Registered Canadian Charities and by Healthpartners to their member agencies. Local
United Ways cannot charge Healthpartners a designation fee, since these donations do not come
to the Local United Way but are distributed directly to Healthpartners by the National Finance
Office.
Local GCWCC Managers are not responsible for preparing and receipting of cash, credit card, or
cheque donations for retiree donors. Once the pledge is processed, the GCWCC National Office
will mail a receipt to all cash, credit card, and/or cheque donors. The receipt notes that donations
remain in the local community (unless otherwise specified by the donor).
2) Pension Cheque Donations






The GCWCC National Office will send this information to the PWGSC Pension and
Superannuation office. The Pension Office then forwards reports and payments to the GCWCC
National Office on a monthly basis, and the GCWCC National Office is responsible for
distributing these funds to local United Ways and Healthpartners.
Again, it is the responsibility of the local United Way to pay any pension deduction
designation to Other Canadian Charities and to Other United Ways on their list. This is
different from the GCWCC National Employee Campaign, where the local United Way does
not need to pay out the payroll deduction designations to Other United Ways because these are
paid directly from PWGSC.
Healthpartners are also included on the list of designations but the local United Way
should not pay out these designations. They are sent directly from the GCWCC National
Office to Healthpartners.
Healthpartners is responsible for paying designations to their member agencies.
A designation fee may be charged by the local United Way and Healthpartners, in accordance
with the local policies. The Local United Way may charge other United Ways and other
Registered Canadian Charities but cannot charge Healthpartners for these donations.
Retirees who give via pension cheque deductions do not receive tax receipts. The donation is
included on their annual T4 slips.
37
SECTION X: GCWCC REVENUE RECOGNITION
AND COST RECOVERY
It is important to note that the discussions regarding the possible introduction of a new fee for
recovering local United Way costs from Healthpartners have not been concluded and therefore the
existing policy, as described in this manual, continues to apply for 2013. If there are any changes, an
updated manual will issued.
Campaign Revenue
For both the GCWCC employee and the retiree campaigns, donations are designated to the Local United
Way, Other United Way, Healthpartners, and/or, Other Registered Canadian Charities. The local United
Way, as the local GCWCC Manager, recognizes the total of all these donations as revenue, but then
must record the designations to the other organizations as a designation expense. It is recommended that
local United Ways inform Other United Ways (Box 2) the total of all donations designated to the Other
United Ways or that these United Ways seek out this information from the local United Ways
throughout and at the end of the campaign. Healthpartners is informed of their results by the GCWCC
National Finance Office and access to NORT.
GCWCC donations come in the form of cash (cash, cheque, one-time credit card and monthly credit
card/bank withdrawals), payroll deductions and special event dollars. Each United Way is responsible
for collecting the cash and special event dollars and paying the designated amounts to the proper
recipient; Healthpartners or another United Way or Other Registered Canadian Charity. The GCWCC
National Finance Office receives all Retirees cash and is therefore, responsible for forwarding that cash
to the appropriate recipient (ie. Healthpartners and local United Ways) and it is then the recipient’s
responsibility to payout the designations to Other United Ways and Other Registered Canadian Charities
and Member Agencies.
For payroll and pension deductions the payments come to the GCWCC National Finance Office for
distribution. PWGSC, the Superannuation Office and other government organizations forward the
actual payroll deducted from employees and inform the GCWCC National Finance Office how much
should be distributed to each United Way and to Healthpartners.
For the National Employee Campaign, the GCWCC National Finance Office distributes the
payroll deductions directly to the local United Way (Box 1), other United Ways (Box 2) and
Healthpartners (Box 3). The local United Way is responsible for paying out any payroll
designations to Other Canadian Registered Charities (Box 4) and Healthpartners is responsible
for paying out any payroll designations to its member agencies.
For the National Retiree Campaign, the GCWCC National Finance Office distributes the
pension deductions to the local United Way and Healthpartners. The local United Way is
responsible for paying out any pension designations to Other Canadian Registered Charities and
Other United Ways, and Healthpartners is responsible for paying out any pension designations to
its member agencies.
Since the payroll and pension deductions are forwarded directly to each recipient based on actual
amounts collected, each recipient incurs their own pledge loss. It is the responsibility of the Local
United Way to track pledge loss (ie. pledge amount less campaign cost recoveries charged less actual
38
dollars received) and to ensure that they are receiving payments for all employees/retirees in their local
area. If a coding error is discovered, it is the responsibility of the local United Way to contact the
appropriate government department pay office to correct the error as soon as possible. It is highly
recommended, that each local United Way review the backup listing from the first payout from the
January pay to ensure that it is complete and no donors are missing or miscoded.
Campaign Costs and Cost Recovery
United Way-Centraide was selected to manage the GCWCC through Treasury Board’s competitive
process because of its ability to pool resources and its ability to achieve economies of scale on behalf of
smaller charities. United Way-Centraide is able to keep fundraising costs very low thanks to the support
of many sponsors and contributors who provide gifts and services in-kind and who lend us staff through
our Loaned Representative program during the campaign period.
The GCWCC Campaign Manager and local United Way Campaign Managers are expected to run the
campaign as cost-effectively as possible and to make every effort to contain costs. These costs are
incurred throughout the year and recovered from each recipient (ie. Healthpartners and local United
Ways).
The Campaign Manager is entitled to recover the costs of running the campaign including:
fundraising and campaign costs such as gift solicitation, advertising and promotion, printing
and delivery of campaign materials, donor recognition and stewardship, charitable tax receipting,
accounting, reporting and auditing, staff salaries, external contractors, telecommunications and
information technology, office supplies, and other fundraising costs (e.g. travel).
donation processing costs such as staff salaries, external contractors, bank/credit card charges,
and office supplies and other administrative costs, in addition to other processing costs
associated with processing payroll and pension deductions and distributing payroll and pension
donations; monthly payments in the form of credit cards and debit withdrawals and one-time
credit cards; issuance of receipts for non payroll donations.
management and coordination costs such as administration and management of all manuals,
training delivery, governance reporting, system/tool development, implementation and support,
responding to queries from departments, donors and recipients and issue resolution.
A significant portion of these costs are incurred by the GCWCC National Office, but local United Ways
also incur some fundraising and campaign costs and processing costs for all non-payroll donations
(collection, distribution and receipting).
Costs incurred by the GCWCC National Office for the National Capital Region, the National Employee
Campaign and the Retiree Campaign are recovered from Healthpartners and local United Ways based on
a formula that determines each recipient’s pro-rata share of “actual” GCWCC costs based on their
percentage of the overall revenue: Total Recipient Revenue divided by Total campaign Revenue
multiplied by Actual GCWCC Costs = Recipient’s Share of GCWCC Costs. This formula is used by
GCWCC National Finance Office to recover the cost of the GCWCC campaign from each recipient for
the NCR, National Employee and the Retiree campaigns. The costs of the NCR Campaign are
recovered from Centraide Outaouais and Healthpartners. The costs of the National Employee and the
39
National Retiree Campaign are recovered from all the other local United Ways nationally and
Healthpartners.
In addition to these central GCWCC costs, each Local United Way is entitled to recover a portion of
their GCWCC campaign costs from Healthpartners. Local United Ways can charge a designation fee to
Healthpartners for cash donations only (does not include special event dollars).
Local United Ways can charge a designation fee for designations to Other Canadian Charitable
Organizations and to Other United Ways based on local policies. Healthpartners can also charge a
designation fee to member agencies.
*Note: It is highly recommended that local GCWCC Managers post a summary of fees applied to
donations with respect to the GCWCC on their local United Way and/or GCWCC websites. The gift
form contains the phrase: Questions about fundraising costs? Contact your local United Way.
The cost recovery charge applied by the GCWCC National Office for the Employee and Retiree
Campaign within and outside the NCR will be held back from the monthly remittances in equal
instalments. Each payout will include a letter (see sample in Appendix 11) detailing the breakdown of
the payment which details the source of the payout and any deductions for cost recovery purposes:







PWGSC – amounts paid out by PWGSC for payroll deductions
PWGSC-Superannuation – amounts paid out by the Superannuation Office for pension
deductions
RCMP Employees
DND Pension
DND Employees
Employee Campaign Expenses
Retirees Campaign Expenses
In addition to the letter, each local United Way also receives a detailed printout of the donor names,
including the department/agency they belong to and amount deducted from their pay for that month and
designated to Box 1, Box 4 and any Box 2 designations from donors in other catchment areas. It is this
printout the local United Way should use to determine if they are incurring pledge loss or to ensure they
aren’t receiving donations intended for another recipient.
For additional details and instructions on the GCWCC Financial Procedures please view the webinar on
this topic found on the United Way Canada portal at http://www.unitedway.ca/portal. New staff with
GCWCC financial responsibilities should participate in the annual webinar.
40
USEFUL LINKS
GCWCC Website:
http://www.gcwcc-ccmtgc.org/
NORT system:
http://www.gcwcc-ccmtgc-national.org
Healthpartners
http://www.healthpartners.ca/
United Way Canada:
http://www.unitedway.ca/
41
APPENDICES
Appendix 1: Letter of support and endorsement for the GCWCC sent to
all federal government employees on June 28, 2013 from Yaprak
Baltacioğlu, Secretary of the Treasury Board, and Daniel Jean, 2013
GCWCC Campaign Chair and Deputy Minister of Canadian Heritage
To: Deputy Ministers and Heads of Agencies – please forward to all staff
Every year, federal employees and retirees across the country show how much they care about the people in their
communities by supporting the Government of Canada Workplace Charitable Campaign (GCWCC). Last year, despite the
uncertainty in the workplace for many of you, you put the needs of others first and helped raise more than $38.9 million across
Canada.
Your gift changes lives
Your gifts to United Way/Centraide, Healthpartners/Partenairesanté and other registered Canadian charities are having a
profound impact on the health and well-being of Canadians. Thanks to you, there is more support for medical research, health
education and patient services, and people have the tools to cope with disabling and life-threatening diseases. Thanks to you,
families in need can access food banks and emergency shelters; children have a safe place to go after school where they can
learn, play and grow; and seniors have the help they need to remain in their own homes and stay connected to their
communities.
The generous spirit and heart that you bring to the GCWCC is not surprising. All year long, in the Public Service, the Canadian
Armed Forces and the RCMP, you dedicate your work to making a difference in the lives of others and to making Canada a
better place for all of us.
Thank you for your generosity
You don’t look for recognition or ask for thanks. What matters is that your gift provides help to those who need it. On behalf of
all the people you have helped and continue to help through your generous donations, we thank you. You give others courage
and inspiration. You demonstrate hope and humanity.
Join us once again this year
The GCWCC is a proud tradition within the federal government. Since 1997, United Way/Centraide has managed the GCWCC
on behalf of the Treasury Board and worked closely with dedicated volunteers and donors like you who continue to make the
annual campaign such a nation-wide success.
It is our privilege to participate with you in the annual campaign, and we look forward to working together again this year to
help people in need make lasting, positive change in their lives for the future.
Yaprak Baltacioğlu
Daniel Jean
Secretary
Canadian Heritage
Deputy Minister of
42
Appendix 2: GCWCC Structure
43
Appendix 3: Memo from Michael Allen and Shirlane Day Re:
Outline of Roles and Responsibilities of United Ways and
Healthpartners/Partenairesanté
On August 26, 1999, Michael Allen, President/Executive Director of United Way Ottawa and
Shirlane Day, former Executive Director of Centraide Outaouais sent the following memo to all
presidents/executive directors of United Way offices.
**************************************************
During the annual conference in Regina, significant discussion occurred in reference to the evolving definition
between United Way/Centraide’s role as manager of the GCWCC and our role as recipient. Below please find a
clarification of these roles that we hope you will find helpful. We would like to stress, however, that the relationship
between United Way/Centraide, Healthpartners/Partenairesanté, Treasury Board of Canada Secretariat and
Government of Canada departments/agencies is evolving. We understand that the expression of these roles may
differ from one community to another, depending on the situation.
In defining roles, it is important to remember that the employer has stipulated that United Way/Centraide — when
acting in its capacity as manager is to provide equal access and visibility to both recipients: United Way/Centraide
and Healthpartners/Partenairesanté. As well, the Employer has indicated that the donor should have the capacity to
elect any registered Canadian charity of his/her choice.
A. Managerial functions (United Way/Centraide)
1. Responsible for planning and organizing the campaign
2. Recruitment of volunteers
3. Access to departmental/agency visits, management of departmental campaigns and responsible for the
delivery of training sessions.
4. Management of staff
5. Management/production of campaign material (final approval)
6. Advisor to Treasury Board of Canada Secretariat on best practices and strategic direction for the campaign
7. Accountability to the employer for campaign results, scope, and management
8. Management of budget
9. Recognition as the Campaign Manager
10. Organization of launch and achievement celebrations where applicable
11. Responsible for recruitment and management of Loaned Representatives
B. Recipient functions: for both Healthpartners/Partenairesanté and United Ways/Centraides
 Support GCWCC Managers by providing human resources (volunteer or staff)
 Provide agency speakers to promote respective causes
 Attend and participate in training sessions and support the development of materials
 Attend special events held by departmental/agency campaigns
 Attend launch and achievement celebrations where applicable
 Share campaign costs based on revenues
 Act in good faith and promote the GCWCC
This division of activities is not meant to be exhaustive but rather to provide guidelines. If further information is
required, please do not hesitate to contact the Senior Director, GCWCC National Campaign.
44
Appendix 4: Statement of Principles for Donors’ Rights
The Donor participates in the very essence of our mission and purpose, exercises rights,
prerogatives and fundamental privileges that must be recognized at all times and without
reservation.

The right to be informed of the organization’s mission and purpose and to become a
member of the organization if the donor so wishes;

The right to know the identity of the organization’s officers and members of the Board of
Directors and to expect that they act with the greatest transparency, integrity and
discernment in implementing the organization’s mission and purpose for the best interests
of the community;

The right to have access to the organization’s annual financial statements and to easily
obtain a copy;

The right to know how donations, directly or indirectly contributed to the organization
are distributed, and to be assured that donated funds are used as intended by the donor;

The right to be treated with consideration and respect by the organization and to receive
appropriate acknowledgment and recognition;

The right to confidentiality regarding personal information about donors and facts about
their donations;

The right to expect that all relationships between the organization’s representatives and
the donor will be professional in nature;

The right to be informed of the exact nature of the relationship which exists between
fundraisers and the organization;

The right to expect that the organization will not share or sell a mailing list which
includes the donor’s name, without providing the donor with a meaningful opportunity to
decline;

The right to ask questions of the organization and to expect prompt, truthful and complete
answers in an easy-to-understand manner.
Reference: United Way Canada website: http://www.unitedway.ca
45
Appendix 5: Material Order Form
Items marked with two asterisks (**) are mandatory
46
Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift
Solicitation
Date:
To:
May 13, 2013
All Deputy Heads and Heads of Agencies
cc:
GCWCC Campaign Leaders
From: Daniel Jean
Deputy Minister for Canadian Heritage
2013 National Chair for the GCWCC
Re:
Government of Canada Workplace Charitable Campaign (GCWCC) – Gift Solicitation
While this communication is intended to provide you with the usual guidance required to deal
with gift solicitation in the context of the GCWCC annual campaign, I would like to take this
first communication opportunity also to tell you how much I look forward to working with you
and your teams in the coming months to make the 2013 campaign another great success.
I know that as the 2013 GCWCC National Chair, I have big shoes to fill when I look at the
achievements of Glenda Yeates, last year’s GCWCC National Chair, and all the previous Chairs.
In the coming months, I hope to have the opportunity to speak with many of you and your
representatives to hear how we can build on our past successes and innovate to continue to
contribute to those less fortunate in our various communities.
As departmental teams start planning for the upcoming GCWCC, the subject of soliciting gifts as
incentives for special events is likely to be raised. The following provides guidance for your
campaign leaders and employees involved in the campaign:
1. The Values and Ethics Code for the Public Sector* outlines the values and expected
behaviours that guide public servants in all activities related to their professional duties. The
Code is available at http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=25049 .
2. The Policy on Conflict of Interest and Post-employment provides the following guidance on
solicitation of gifts and other benefits. The policy is available at http://www.tbssct.gc.ca/pol/doc-eng.aspx?id=25178 .
o The Policy states that: “With the exception of fundraising for such officially supported
activities as the Government of Canada Workplace Charitable Campaign (GCWCC),
public servants may not solicit gifts, hospitality, other benefits or transfers of economic
value from a person, group or organization in the private sector who has dealings with the
government.
o To ensure that soliciting private agencies with which the department or agency has a
business relationship, or is in negotiations to establish a business relationship, does not
47
give rise to concerns about a real, potential or apparent conflict of interest and that
Deputy Heads and their organizations have considered potential impacts, the Policy
requires that “public servants should ensure that they have prior written authorization
from their deputy head in order to solicit donations, prizes or contributions in kind from
external organizations or individuals.”
o Similarly, if an outside individual or entity, with whom the organization has past, present
or potential official dealings, offers a benefit to the organization such as funding for an
event or a donation of equipment, public servants are to consider whether any real,
apparent or potential conflict of interest exists, and obtain the consent in writing of the
deputy head prior to accepting any such benefit.
o The deputy head may require that the activities be modified or terminated where it is
determined that there is a real, potential or apparent conflict of interest or an obligation to
the donor.
3.
The Conflict of Interest Act applies to “public office holders”, a term that is defined to
mean all Government in Council appointees including Deputy Ministers. The Act contains
provisions that limit a Deputy Head’s ability to personally solicit funds, including an outright
prohibition if so doing would place the public office holder in a conflict of interest. “Conflict of
interest” is defined in the Act.
As always, care must be taken to preserve the integrity of the public service by ensuring that the
solicitation is aligned with a charitable cause and that there can be no perception that specific
donations result in personal gain for the public servant making the solicitation, or that a donation
could lead to favouritism towards the donor. Of particular concern are situations where an
ongoing contractual or other relationship exists or is under negotiation between the department
and a private sector or non-government organization. This is where extra prudence is required so
that donors neither feel under pressure to contribute because of their existing or potential
relationship with the government, nor that a donation could secure future favours.
We recognize that there may be some departmental functions that require Deputy Heads to
exercise greater prudence in soliciting donations. In fact, there may be some departments that
must prohibit donor solicitations and corporate sponsorship due to their roles and responsibilities
in order to avoid any potential, apparent or real conflict of interest. We ask that you take a
planned approach to identifying appropriate donation activities and search for alternative
activities wherever advisable.
I appreciate your attention to this matter and ask that you pass along this information to your
GCWCC Campaign Leaders.
48
Appendix 7: Promoting your Campaign – sample Media Advisory
and News Release
Example:
MEDIA ADVISORY
READY… SET… GO. PUBLIC SERVANTS RUN IN SUPPORT OF GCWCC
Wednesday, October 19, 2012, Ottawa – On Thursday, October 20, join Public Works and Government
Services Canada employees as they lace up for the sixth annual Health Challenge Walk and Run in support
of the Government of Canada Workplace Charitable Campaign (GCWCC). Close to 900 participants have
signed up to walk or run the 5 km course.
Last year, 700 public servants participated in the event and helped raise an amazing $xxxxx in support of
the 2011 GCWCC.
WHAT: Public Works and Government Services Canada employees will participate in the Health
Challenge Walk and Run in support of the Government of Canada Workplace Charitable Campaign
WHEN: Thursday, October 20, 2012, 11:30 a.m. to 1:00 p.m.
Program (approximate):
11:30 a.m. – Opening ceremony
11:35 a.m. – 5 km race start
12:10 p.m. – 5 km walk start
12:00 p.m. – Awards ceremony for runners
1:00 p.m. – Awards ceremony for walkers
WHERE: Tunney’s Pasture, Ottawa (near Parkdale Ave and the Ottawa River Parkway)
PHOTO-OP: Close to 500 people participating in the race start for 5 km event.
About the Government of Canada Workplace Charitable Campaign in the National Capital Region
The GCWCC is co-managed by United Way Ottawa and Centraide Outaouais on behalf of the Treasury
Board of Canada Secretariat. In the National Capital Region, federal employees have contributed to annual
fundraising campaigns since 1945. The campaign is the largest workplace charitable campaign in Canada
and benefits United Ways across Canada, Healthpartners and more than 80,000 registered Canadian
charities.
For more information, please contact:
Provide your contact details here
49
Example:
FOR IMMEDIATE RELEASE
PUBLIC SERVANTS RAISE $21.4 MILLION TO SUPPORT THEIR COMMUNITY
Government of Canada Workplace Charitable Campaign Hits Target
Monday, Novemeber 26, 2012, Ottawa – This evening, at the National Gallery of Canada, hundreds of
federal government employees and retirees celebrated reaching this year’s target to raise $21.4 million
for the National Capital Region through the 2012 Government of Canada Workplace Charitable
Campaign (GCWCC).
“Tonight, we acknowledge the incredible generosity of federal employees and retirees serving our country
and our communities,” said Ms. Glenda Yeates, Deputy Minister of Health Canada and the Chair of the
2012 GCWCC. “This is an extraordinary achievement. I offer my sincere and heartfelt thanks to our
donors and volunteers; this year’s campaign was a true success and we should be proud of our work.”
The National Capital Region’s GCWCC is the largest workplace contributor to United Way Ottawa, to
Centraide Outaouais and to Healthpartners. In September, Ms. Yeates along with His Excellency the
Right Honourable David Johnston, Governor General of Canada and hundreds of public servants
launched this year’s campaign with a goal to raise $21 million.
“It’s been an honour to serve as this year’s campaign chair,” said Yeates. “In the last 10 weeks, I’ve had
many opportunities to see the unwavering support of federal employees and retirees. At campaign
launches and fundraisers, I’ve seen first-hand how much we care about our communities. Thank you for
the opportunity to work with all of you.”
Over the course of the campaign, federal employees and retirees organized a variety of fundraising
activities, including golf tournaments, breakfasts and walk-runs. In addition to raising funds for their
community, they also contributed their time by participating in events like Community Action Days —
where they volunteer at community service organizations across the National Capital Region.
The GCWCC achievement event also pays tribute to outstanding departments, agencies and individuals.
This year, Public Works and Government Services Canada was awarded the Chair’s Cup for Campaign
Excellence for the department’s outstanding results in terms of dollars raised, participation rates, creativity
and enthusiasm. In addition, Ms. Yeates bestowed upon Joane Cunningham the Mitchell Sharp award for
her extraordinary contribution to the community. The Mitchell Sharp Award for Meritorious Service was
established in memory of the late Honourable Mitchell Sharp’s exemplary public service career and
contributions as a community leader.
50
About the Government of Canada Workplace Charitable Campaign
The GCWCC is the largest and most successful workplace fundraising campaigns in Canada. Last year federal
employees and retirees helped to improve the quality of life of people living in communities across the country by
raising more than $38 million in support of United Ways across Canada, Healthpartners and more than 80,000 other
registered Canadian charities. More than $22 million of this amount was raised in the National Capital Region.
For more information, please contact:
Provide your contact details here
51
Appendix 8: Sample Payroll Payout Backup lists from National
Office
52
Appendix 9: GCWCC Donations – Departments/Agencies Paid by
PWGSC vs. Separate Employers That Pay Each Recipient Directly
Departments/Agencies paid by PWGSC
Department/Agency
Aboriginal Affairs and Northern Development Canada
Agriculture and Agri-Food Canada
Assisted Human Reproduction Canada
Atlantic Canada Opportunities Agency
Atlantic Pilotage Authority Canada
Canada Border Services Agency
Canada Economic Development for Quebec Regions
Canada Industrial Relations Board
Canada Revenue Agency
Canada School of Public Service
Canadian Artists and Producers Professional Relations Tribunal
Canadian Centre for Occupational Health and Safety
Canadian Commercial Corporation
Canadian Dairy Commission
Canadian Food Inspection Agency
Canadian Forces Grievance Board
Canadian Grain Commission
Canadian Heritage
Canadian Human Rights Commission
Canadian Human Rights Tribunal
Canadian Institutes of Health Research
Canadian Intergovernmental Conference Secretariat
Canadian International Development Agency
Canadian International Trade Tribunal
Canadian Nuclear Safety Commission
Canadian Polar Commission
Canadian Radio-television and Telecommunications Commission
Canadian Security Intelligence Service
Canadian Space Agency
Canadian Tourism Commission
Canadian Transportation Agency
Citizenship & Immigration Canada
Communications Security Establishment Canada
Competition Tribunal
Copyright Board of Canada
Correctional Service Canada
Courts Administration Service
Elections Canada
Environment Canada and Environmental Assessment Agency
Federal Economic Development Agency for Southern Ontario
Finance Canada
Financial Consumer Agency of Canada
Financial Transactions and Reports Analysis Centre of Canada
ORG Code
IAN
AGR
RAP
ACO
PAA
BSF
FRD
CLR
NAR
CES
APT
OCC
CCC
CDC
ICA
FCG
CGC
PCH/HER
HRC
PTP
CRI
CIC
IDA
BCO
CSN
POL
RTC
CSI / PAY
CSA
TRC
ATN
IMC
CSE
RCT
COP
PEN
CAJ
CEO
DOE
ESO
FIN
FNA
CFC
53
Fisheries and Oceans Canada
Foreign Affairs and International Trade Canada
Governor General of Canada
Hazardous Materiel Information Review Commission
House of Commons (Employees)
Human Resources and Skills Development Canada
Immigration and Refugee Board of Canada
Industry Canada
Infrastructure Canada
International Joint Commission
Justice Canada
Laurentian Pilotage Authority Canada
Library and Archives Canada
Library of Parliament
Military Police Complaints Commission of Canada
NAFTA Secretariat - Canadian Section
National Battlefields Commission
National Defence
National Energy Board
National Film Board of Canada
National Research Council Canada
National Round Table on the Environment and the Economy
Natural Resources Canada
Natural Sciences and Engineering Research Council of Canada
Office of the Auditor General of Canada
Office of the Commissioner for Federal Judicial Affairs
Office of the Commissioner of Lobbying of Canada
Office of the Commissioner of Official Languages
DFO
EXT
GGS
MHI
HOC
CSD
IRB
DUS
INF
IJC
JUS
PAL
BAL
LIB
CPM
CST
NBC
DND
ENR
NFB
NRC
NEE
RSN
NSE
AUD
FJA
LOB
COL
Office of the Communications Security Establishment Commissioner
SRT
Office of the Conflict of Interest and Ethics Commissioner
Office of the Information Commissioner of Canada
Office of the Privacy Commissioner of Canada
Office of the Public Sector Integrity Canada Commissioner
Office of the Superintendent of Financial Institutions Canada
Parks Canada
Parole Board of Canada
Passport Canada
Patented Medicine Prices Review Board
Privy Council Office
Public Health Agency of Canada
Public Safety Canada
Public Servants Disclosure Protection Tribunal Canada
Public Service Commission of Canada
Public Service Labour Relations Board
Public Service Staffing Tribunal
Public Works and Government Services Canada
Royal Canadian Mounted Police
Security Intelligence Review Committee
Senate of Canada
ETH
IPC
IPC
INT
SIF
CAP
NPB
PPT
PXR
PCO
AHS
PSP
PRT
PSC
RLT
TSD
SVC
RCM
SIR
SEN
54
Service Canada
Social Sciences and Humanities Research Council of Canada
Statistics Canada
Status of Women Canada
Supreme Court of Canada
Telefilm Canada
Transport Canada
Transportation Appeal Tribunal of Canada
Transportation Safety Board of Canada
Treasury Board of Canada Secretariat
Veterans Affairs Canada
Western Economic Diversification Canada
SDC
SSH
STC
CSW
SUC
FDC
MOT
TAT
TSB
TBD
DVA
WCO
Separate Employers That Pay Each Recipient Directly
Department/Agency
Association of Professional Executives of Public Service of Canada
Atomic Energy of Canada Limited
Bank of Canada
Business Development Bank of Canada
Canada Council for the Arts
Canada Deposit Insurance Corporation
Canada Lands Company
Canada Mortgage and Housing Corporation
Canada Science and Technology Museum Corporation
Canadian Broadcasting Corporation
Canadian Museum of Civilization Corporation
Canadian Museum of Nature
Canadian Northern Economic Development Agency
Defence Construction Canada
Enterprise Cape Breton Corporation
Export Development Canada
Federal Bridge Corporation Limited
Federal Court of Appeal
Great Lakes Pilotage Authority Canada
International Development Research Centre
National Arts Centre
National Capital Commission
National Gallery of Canada
Old Port of Montréal Corporation
Pacific Pilotage Authority Canada
Public Service Alliance of Canada
Recreation Association of the Public Service
Royal Canadian Mint
Standards Council of Canada
55
Appendix 10: Sample Retiree Payout Backup lists from National
Office
2010 Campaign - GC Retirees Payout 2 Detail
Constituent ID Name
Address 1 Address 2
939876
977926
1170851
1172238
1187020
1279892
2322626
2341782
2540748
2721447
2846905
…
…
…
Grand Total
Federation account Name Charity RR #
Other United Way
118842459RR0001
Non-Member
132410671RR0430
134127166RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Health Partners
106846942RR0001
106862949RR0001
107567398RR0001
108071671RR0003
118784925RR0001
118829803RR0001
118830744RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Other United Way
118842459RR0001
Non-Member
118924448RR0001
…
…
…
…
…
…
Cash
Pledge
Grand Total
Desig Agency Account Name
Program Name @GCWCCRetFP @GCWCCRetMonth @GCWCCRetPen
01002 - Centraide Outaouais
240.00
240.00
La societe de Saint-Vincent de Paul 600.00
600.00
Bruce House
120.00
120.00
01002 - Centraide Outaouais
600.00
600.00
01002 - Centraide Outaouais
500.00
500.00
Heart and Stroke Foundation of Canada
10.00
10.00
Canadian Liver Foundation
10.00
10.00
Kidney Foundation of Canada
10.00
10.00
Arthritis Society
10.00
10.00
Alzheimer Society of Canada
10.00
10.00
Canadian Cancer Society
10.00
10.00
Canadian Diabetes Association
10.00
10.00
01002 - Centraide Outaouais
30.00
30.00
01002 - Centraide Outaouais
50.00
50.00
01002 - Centraide Outaouais
225.00
225.00
01002 - Centraide Outaouais
25.00
25.00
01002 - Centraide Outaouais
100.00
100.00
01002 - Centraide Outaouais
600.00
600.00
01002 - Centraide Outaouais
600.00
600.00
Fondation Paul Gerin-Lajoie pour la
415.00
415.00
…
…
…
…
…
…
…
…
…
…
…
…
…
…
…
6,135.00
720.00
6,960.00 13,815.00
56
Appendix 11: Sample Cost Recovery Letter Accompanying Payout
from National Office
57