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Government of Canada

Workplace Charitable
Campaign (GCWCC)
Campaign
Management and
Operations Manual
2014 Version
Updated October 2014

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 ........................................................................................................................................24
3. Recognition ..................................................................................................................................................24
4. Training Manuals .........................................................................................................................................25
5. Loaned Representatives ...............................................................................................................................25
6. Post-Mortem ................................................................................................................................................25

Section VI: Promoting Your Campaign and Media Relations ................................................................ 27


Section VII: National Federal Retirees .................................................................................................... 28
Section VIII: Results reporting ................................................................................................................ 29
Section IX: Financial Procedures ............................................................................................................ 32
1. National Employee Campaign (outside of the NCR) ..................................................................................32
2. National Federal Retiree Campaign (within and outside of the NCR) ........................................................38

Section X: GCWCC Revenue Recognition and Cost Recovery .............................................................. 40


Useful Links .............................................................................................................................................. 43
Appendices................................................................................................................................................ 44
Appendix 1: Letter of support and endorsement for the GCWCC sent to all federal government employees
on on June 16, 2014 by Treasury Board of Canada Secretariat on behalf of Yaprak Baltaciolu, Daniel Jean
GCWCC 2013 Campaign Chair and Andrew Treusch, GCWCC 2014 Campaign Chair ...............................44
Appendix 2: GCWCC Structure ......................................................................................................................45
Appendix 3: Memo from Michael Allen and Shirlane Day Re: Outline of Roles and Responsibilities of
United Ways and HealthPartners/Partenairesant ...........................................................................................46
Appendix 4: Statement of Principles for Donors Rights ................................................................................47
Appendix 5: Material Order Form ...................................................................................................................48
Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift Solicitation .................................................49
Appendix 7: Promoting your Campaign sample Media Advisory and News Release .................................51
Appendix 8: GCWCC Cost Recovery: Memo to United Ways Centraides .....................................................54
Appendix 9: Sample HP Payout backup report ...............................................................................................57
Appendix 10: Sample Payroll Payout Backup lists from National Office .......................................................58
Appendix 11: GCWCC Donations Departments/Agencies Paid by PWGSC vs. Separate Employers That
Pay Each Recipient Directly ............................................................................................................................59
Appendix 12: Sample Cost Recovery Letter Accompanying Payout from National Office ...........................62

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: lbarber@unitedwayottawa.ca
Sandy Stiles
Manager GCWCC, National Approach, United Way Ottawa
Tel: (613) 228-6897
Fax: (613) 228-6722
e-mail: gcwcc_national@unitedwayottawa.ca
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 2014 campaign year. Any changes made since the last
2013 version (August) have been indicated by highlighting and a bar in the left-hand margin.

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 gcwcc_national@unitedwayottawa.ca, 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 2014 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)

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:


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 donors 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 GCWCCS 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 Ways GCWCC Managers across
Canada; and

ongoing communication with donors, volunteers and managers.

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.

ABOUT HEALTHPARTNERS
www.HealthPartners.ca
www.PartenaireSante.ca
What is HealthPartners?
HealthPartners is a unique collaboration of 16 of Canadas most respected health charities organizations
representing the major illnesses or chronic diseases that currently affect 87% of all Canadians. Through
HealthPartners, employees in workplaces across the country can choose the health causes that are most
important to them.
Why give to HealthPartners?
Our research demonstrates that 87% of Canadians a family member, a colleague, a neighbour are likely
to be affected by a major illness or chronic disease. These include cancer, heart disease, stroke, Alzheimers,
Parkinsons, diabetes, liver disease, kidney disease and multiple sclerosis. As our population ages, more and
more people will face a larger number of major illnesses or chronic diseases. The dollars that donors invest
through HealthPartners go to support life-saving research that is leading to better treatments, as well as
valuable programs and services that help improve the lives of people in communities across the country.
What kind of impact does HealthPartners have? Are my dollars actually supporting people in my community?
Healthpartners 16 member health charities operate in communities across the country reaching the
people they need to reach through programs and services that improve their quality of life, and promote and
educate. These charities are sustained by the efforts of local volunteers. 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 research that is leading to better treatments and cures.
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 since 1985. They are living proof that donor dollars to
HealthPartners works.
What are the 16 charities that make up HealthPartners?
HealthPartners members are made up of 16 community-based health organizations located in all regions
across the country. All respected health charities, these members share a common goal: to support medical
research and health programs that improve the health and quality of life of Canadians, who want to live in
healthier communities and work in healthier workplaces.
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

Crohns and Colitis Canada

Parkinson Society Canada

Does HealthPartners support donor choice?

We believe that donors know best where they want their money to go. HealthPartners respects and
promotes donor choice to any one or more of our 16 national health charities. When donors give to
HealthPartners directly, their donation is shared among all of our partners. Every dollar has an incredible
impact on improving the lives of thousands of Canadians.
What can your donation do?
HealthPartners 16 members contribute to research that is resulting in better treatments thus, benefiting
all of us. Weve seen some exceptional results that make a difference in the lives of Canadians every day
through 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 from 26 to 48
years since 1985. They are living proof that donor dollars to HealthPartners works.
HealthPartners members provide hundreds of different local programs and services in every community that
assist Canadians living with chronic disease and their families. Some of these programs and services include
health promotion programs and activities that encourage, and help, more Canadians live healthier.
How can I find out more about HealthPartners?
To help donors direct their gifts, HealthPartners makes information about our member health charities readily
available throughout the campaign. Visit us online at www.healthpartners.ca

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, within the
timelines identified in this document.
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 donors 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 GCWCC recognition and/or GCWCC 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 staff


Initiate and build relationships with HealthPartners provincial staff; 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 Treasury Board.
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 faced by 87% of Canadians in every community.
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 75% 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 Ways 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 annual
campaign. Across the country, HealthPartners 16 members Canadas most respected health charities
provide support to the local GCWCC Managers through local provincial staff. 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 coordinate all requests for campaign events, HealthPartners Speakers Bureau,
displays, and HealthPartners@Work. They are responsible for recruiting, training, scheduling and
coordinating HealthPartners volunteers.
As a recipient, HealthPartners:
Represents the interests of the 16 member organizations in the local GCWCC;
Collaborates effectively with United Ways 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 participates 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;
If HealthPartners becomes aware of other special events and training to which they would like to
be invited, they should contact the local United Way GCWCC Manager.
Shares campaign costs based on revenues; and
Acts in good faith and promotes the GCWCC.
HealthPartners@Work
Formerly, HEALTH CHECK, our HealthPartners@Work program has been redesigned to capture the
attention of employees in the workplace and give them an intimate and interactive opportunity to learn
about living with chronic disease. The program is an introduction to 16 of Canadas most trusted
national health charities and the chronic diseases they represent that will most likely affect 87% of
Canadians.
The display allows visitors to walk a mile in the shoes of those suffering from diseases such as Cystic
Fibrosis, lung disease, arthritis, Multiple Sclerosis and others. It demonstrates through active
involvement what people living with chronic disease experience day to day and delivers a greater
understanding of what it is like to have trouble breathing, to have reduced mobility, or lack of muscle
control. We all know someone who suffers from diseases like heart disease and stroke, cancer, and
Alzheimers. HealthPartners@Work provides information on how, through workplace giving,
HealthPartners enables our partner charities to provide programs, services, education and fund critical
research to support those affected Canadians and their families.
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HealthPartners@Work is offered to employees in their workplace and is available upon request. To book
in the National Capital Region please contact HealthPartners directly by email: info@healthpartners.ca.
Across Canada, contact your GCWCC manager through United Way and request
Healthpartners@Work.
Speakers Bureau
HealthPartners runs a Speakers Bureau program where volunteers visit Canadian workplaces to 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
employees, interested donors, canvassers, campaign workers and other groups. If you are interested in
hosting one of our speakers, please speak with your local GCWCC manager.
Seeing Is Believing Tours
HealthPartners offers all donors the opportunity to see how their donations make a difference. Through
specially arranged tours of health charity facilities or research centres, you can see firsthand how
research is leading to better treatments and cures, and how community programs and services are
helping Canadians who have a major illness or chronic disease live better lives. Book a tour today to
learn how your donation supports life-saving research and much-needed programs and 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 end of July. 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 someones life. Support the GCWCC.
The slogan of the GCWCC is: Federal employees and retirees creating hopechanging
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 Post Mortem)
of this chapter.
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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
governments 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. 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. Costs to be shared
by United Way and HealthPartners would include a base cost for national printing. Any incremental
costs to customize the form for the benefit of the local United Way are to be paid by the local United
Way.
For reference purposes, relevant comparisons with the NCR Gift Form are also included below.
Generic Gift Form
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 Ways
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
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option will remain for local GCWCC Campaign Manager to input their local United Ways
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.

Customizable Gift Form


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. Local United Ways are not
permitted to make any changes to the Box 3 HealthPartners section of the gift form.
The local GCWCC manager 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 Ways laser printer. The option will
also remain for local GCWCC Campaign Manager to input their local United Ways
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.

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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://gcwccccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/campaignmaterials/promotional-materials .

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.
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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://gcwccccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/campaignmaterials/promotional-materials .

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
members. As part of HealthPartners, the member organizations invest in research and local
programs and services in communities across Canada. Gifts made to HealthPartners in BOX
3 will be directed to each national member organization for distribution to local communities
and local/provincial and national research initiatives.

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Note: should a donor choose to direct their donation exclusively to a local health affiliate (e.g. a
provincial health organization), they can do so through in BOX 4 Other Canadian Registered Charities
(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 organizations BN in the appropriate area. This number is the charitys 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 Ways code must be placed in the Identification # for Box 4. Local
GCWCC Managers may over-print their local United Ways code in the Identification # box for
Box 4 in order to reduce the need for donors to insert this manually and avoid coding errors.

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B) Other campaign materials


As noted at the beginning of this section, it is the responsibility of the local campaign manager to
ensure that GCWCC branded materials are used in the campaign. If unavailable, GCWCC
managers must ensure equal promotion of both United Way and HealthPartners as recipients.

Calendars

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.

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 can be ordered or downloaded at http://gcwcc-ccmtgc.org/en/campaign-volunteers/campaigntools/national-outside-ncr/campaign-materials/promotional-materials
Note: In the NCR, only large posters are available in hard copy. Small posters are available
online at http://gcwcc-ccmtgc.org/en/campaign-volunteers/campaign-tools/national-capital-region/campaignmaterials/promotional-materials

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 can be ordered or downloaded at http://gcwcc-ccmtgc.org/en/campaignvolunteers/campaign-tools/national-outside-ncr/campaign-materials/promotional-materials
Note: In the NCR, only large thermometers are available in hard copy. Small thermometers,
however, are available online at can be ordered or downloaded at http://gcwcc-ccmtgc.org/en/campaignvolunteers/campaign-tools/national-capital-region/campaign-materials/promotional-materials

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. These forms must be ordered from the GCWCC National
Office.

GCWCC Logos
GCWCC logos can be downloaded online and they can be found at http://gcwcc-ccmtgc.org/en/campaignvolunteers/campaign-tools/national-outside-ncr/campaign-materials/graphics-and-logos .

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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
must be given the opportunity to provide such items 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 and customization of these items is at the discretion of
the local United Way or department/agency and must be funded through local budgets. Please go
http://gcwcc-ccmtgc.org/en/campaign-volunteers/gcwcc-store 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://gcwcc-ccmtgc.org/en/campaignvolunteers/campaign-tools/national-outside-ncr/campaign-materials/promotional-materials)
and
customized for volunteer recognition.

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. In such case, the recognition must be specific
to the GCWCC and include reference to United Way and HealthPartners.

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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
GCWCC_National@unitedwayottawa.ca.
See
also
http://gcwcc-ccmtgc.org/en/campaignvolunteers/2013-gcwcc-recognition-awards-ncr. In such case, the recognition must be specific to the
GCWCC and include reference to United Way and HealthPartners.

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://gcwcc-ccmtgc.org/en/campaignvolunteers/campaign-tools/national-outside-ncr/training-materials ).
These manuals have been created to help train local departmental/agency volunteers. The
topics/positions covered by the manuals are:

Branch Coordinator
Campaign Leader
Canvasser
Special Events Coordinator
Treasurer

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. See also http://gcwccccmtgc.org/en/resources/loaned-representative-program

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.
25

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.

26

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 on behalf of the GCWCC. It is important to note that United
Way and HealthPartners are to be promoted as recipients in any media activities.

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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. The
retiree campaign is delivered centrally by the GCWCC National Office.

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.

RETIREE MAILING CAMPAIGN


With assistance from Public Works and Government Services Canada (PWGSC), two mailings are
conducted: the first in late September/early October and the second in early 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 donors 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 hot-line, at 1-877-379-6070.

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SECTION VIII: RESULTS REPORTING


Each Spring, 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 Recipients share of the fundraising costs (see Section X) of
each local United Way vis--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, Excel 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 GCWCCs to electronically report local summary
results required for the production of the GCWCC national reports. The data is online and available
immediately for viewing by the local United Way offices and the GCWCC National Office.

REPORTING FINAL GCWCC NATIONAL RESULTS END OF CAMPAIGN


Local GCWCC Managers outside of the NCR must complete and submit their GCWCC results by
January 31 using NORT.
Please see the National Online Reporting Tool (NORT) GCWCC Manager User Guide available at
http://gcwcc-ccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/reporting-results
for specific steps on how to report final results. Training and assistance using NORT is available from
the GCWCC National Office.
The NCR GCWCC Manager submits final results via the locally used system, Andar.

29

Information Required for NORT


National Results Form
Note: Do not report federal service retirees numbers.
GCWCC National Office at the end of the campaign.

These results will be entered by the

Department Name: Results from all offices that belong to the same department or agency must
be combined. For example, the presence of three different Service Canada offices in your
catchment area should be combined under one Service Canada 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.

Special Events: exclude designated Special Event dollars. NORT calculates the percentage of
special events dollars to be allocated to United Way and HealthPartners. For more information,
please refer to Section IX: Financial Procedures.

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), credit card payments (one-time and monthly). See note below.

HealthPartners $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), credit card payments (one-time and monthly). The total amount
for this column must balance with the total amount on the HealthPartners Designation Form
(entered via the separate Step 2 screen). Note: local chapters of HealthPartners are
recorded under Other Canadian Registered Charities. See note below.

30

Other United Way: 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), credit card payments (one-time and monthly). See note below.

Other Canadian Registered Charities: 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), credit card payments (one-time
and monthly). See note below.

Total: calculates the total figures from the entries above.

Note: NORT processes and reports will be re-designed to better report Designated Special Event
dollars. Instructions will follow early in 2015.
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 (Step 1).

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SECTION IX: FINANCIAL PROCEDURES


Please note that effective January 2014, local United Ways have the option of either charging
HealthPartners a local designation fee on cash donations only, or participating in the cost recovery
model where all GCWCC costs are aggregated and HealthPartners pro-rate share of costs is
recovered by the GCWCC National Finance Office and then reimbursed to local United Ways at
the end of the campaign. Please see Appendix 8 and Section X for details.
PLEASE NOTE THAT HEALTHPARTNERS HAS NOT AGREED TO THIS CHANGE AT THE
TIME OF WRITING.
Please also note that this section reflects information shared at GCWCC webinars on financial
procedures and stored on United Way Canadas portal (https://portal.unitedway.ca) under Section Elearning Tools and Recorded Webinars, Category Raising and Mobilizing Resources. 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 Employee Campaign Coordinator


The department/agency Employee Campaign 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 and that the bottom tear-away portion reflects the donors direction (top potion).
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 donors completed gift forms.
32

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.
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/agencys 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 bi-weekly amount. The bi-weekly amount is located in the box
next to the words x 26 pay periods. If this box was left blank then the bi-weekly amount will
need to be calculated.
The bi-weekly 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 bi-weekly and must be divided by the
number of pay periods to obtain the bi-weekly designation amount that will be entered in the pay
system. Double check to ensure the total of boxes 1, 2, 3 and/or 4 (N.B. in the NCR there are 5
boxes) adds up to the amount in the total gift box.
33

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. It is the responsibility of the local departmental
payroll office to ensure that the information is transferred correctly and reconciled, and that the
information is entered properly.
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 original of the pledge form and will
distribute designations to Other Canadian Registered Charities based on that information.
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/agencys payroll system with the same information: bi-weekly
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 and to ensure that training provided to
departments emphasizes that local canvassers understand the importance of transferring accurate
information from the top of the gift form to the bottom tear-away portion.
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 in
Box 1 (Local United Way) and Box 4 (Other Canadian Registered Charities). It is therefore the local
GCWCC Managers 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
34

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, but this is dependent on the
completion of the fiscal year-end audits of local United Ways. 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 for cash, credit card and
cheque donations. It can also be deducted from HealthPartners, but only if the local
United Way has opted out of the National Employee Campaign cost recovery method
(see Section X for details).
Designation payments to Other Canadian Registered Charities should include cash and
payroll deduction donations and should be distributed based on the local United Ways
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 by January 31..
o To learn more about the reporting process, refer to the National Online Reporting Tool
(NORT) GCWCC Manager User Guide manual available at: http://gcwccccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/reportingresults

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 to
HealthPartners the total of all designations to member agencies from each United Way.
The target is to remit all cash gifts to HealthPartners within 45 days of the end of the campaign
(ie. 45 days after January 31), but this is dependent on the completion of the fiscal year-end
audits of local United Ways.
The local GCWCC Managers must forward the cash raised along with designation information:
dollar amounts by campaign year, by type of donation (cash, SE) and fees deducted (please see
Appendix 9 for an example backup report). Please send 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.

35

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.
It is recommended that each local United Way check the monthly backup list of donors (see
sample in Appendix 10) that comes with the PRD payout against local records. 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 Finance 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
them 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
department 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.
36

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.

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 Designated special events must be reported as Cash under either United Way $,
HealthPartner $, Other United Way $, or Other Canadian Charity depending on the
designation.
o To learn more about the reporting process, refer to the National Online Reporting Tool
(NORT) GCWCC Manager User Guide manual available at: http://gcwccccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/reportingresults
Note: NORT processes and reports will be re-designed to better report Designated Special
Event dollars. Instructions will follow early in 2015.
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 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 target is to for the local GCWCC manager to send special event dollars equal to the
HealthPartners share with a summary report of special event activities within 45 days of the end
of the campaign (ie. 45 days after January 31, but this is dependent on the completion of the
fiscal year-end audits of local United Ways) to:
HealthPartners
17 York Street, Suite 409
Ottawa, ON K1N 5S7
37

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.

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 separate
GCWCC 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 retirees 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 Finance Office will send this information to the PWGSC Pension and
Superannuation office. The Pension Office then forwards reports and payments to the GCWCC
National Finance Office on a monthly basis, and the GCWCC National Finance 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.

38

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 since
these donations are distributed directly to HealthPartners by the National Finance Office.
Retirees who give via pension cheque deductions do not receive tax receipts. The donation is
included on their annual T4A slips.

39

SECTION X: GCWCC REVENUE RECOGNITION


AND COST RECOVERY
Please note that effective January 2014, local United Ways have the option of either charging
HealthPartners a local designation fee on cash donations only, or participating in the cost recovery
model where all GCWCC costs are aggregated and HealthPartners pro-rate share of costs is
recovered by the GCWCC National Finance Office and then reimbursed to local United Ways at
the end of the campaign. Please see Appendix 8 for more information on the charging option.
PLEASE NOTE THAT HEALTHPARTNERS HAS NOT AGREED TO THIS CHANGE AT THE
TIME OF WRITING.
Campaign Revenue
For both the GCWCC employee and the retiree campaigns, donations are designated to the Local United
Way, Other United Ways, 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. Local United
Ways will record the designations to each United Way (Box 2) in NORT. Other United Ways will then
be able to report on all designations to their United Way from other catchment areas and record this as
revenue. HealthPartners is informed of their results by the GCWCC National Finance Office and also
have access to NORT for reports.
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, 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 recipients
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. Separate Employers and
Canadian Armed Forces (military staff only) are supposed to send a cheque directly to each
United Way and to HealthPartners.
Please note that some Separate Employers cannot differentiate in their payroll systems
designations to each recipient and may include the designations to HealthPartners in their payout
to the local United Way. It is the responsibility of the local United Way to ensure that the
40

appropriate payments are being remitted to HealthPartners. See Appendix 11 for the list of
Separate Employers.
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 and HealthPartners to track pledge loss (ie. pledge amount less campaign cost recoveries
charged less actual dollars received) and to ensure that they are receiving payments for all
employees/retirees in their local area. It is recommended that each local United Way check the
monthly backup list of donors (see sample in Appendix 10) that comes with the PRD payout
against local records. 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.
Campaign Costs and Cost Recovery
United Ways and HealthPartners share the cost of administering the GCWCC Campaign. Costs are
incurred by the GCWCC National Office and the local GCWCC Managers. Costs incurred by the
GCWCC National Office for the National Capital Region Employee Campaign and the National Retiree
Campaign, and by the National Office and local United Ways for the National Employee Campaign are
recovered from HealthPartners and local United Ways based on a formula that determines each
recipients 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 =
Recipients Share of GCWCC Costs. Note: the costs of the NCR Employee Campaign are recovered
only from Centraide Outaouais and HealthPartners.
United Way-Centraide was selected to manage the GCWCC through Treasury Boards 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.
Please note that effective January 2014, local United Ways have the option of either charging
HealthPartners a local designation fee on cash donations only, or participating in the cost recovery
model where all GCWCC costs are aggregated and HealthPartners pro-rate share of costs is recovered
by the GCWCC National Finance Office and then reimbursed to local United Ways at the end of the
campaign. Please see Appendix 8.
PLEASE NOTE THAT HEALTHPARTNERS HAS NOT AGREED TO THIS CHANGE AT THE
TIME OF WRITING.
The GCWCC Campaign Managers (National and local) are expected to run the campaign as costeffectively as possible and to make every effort to contain costs. The Campaign Manager is entitled to
recover the costs of running the GCWCC campaign including:
41

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.
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.
Each payout will include a letter (see sample in Appendix 12) providing the breakdown of the payment
which details the source of the payout and any deductions for cost recovery purposes. In addition to the
letter, each local United Way also receives an Excel file detailing (see Appendix 10) donor names, the
department/agency they belong to and amount deducted from their pay for that month. The list adds up
to the total payout for that month and includes all donors that designated to Box 1, Box 4 and any Box 2
designations from donors in other catchment areas. It is this printout that the local United Way should
use to determine if they are incurring pledge loss or to ensure they arent 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 (E-learning Tools
and Recorded Webinars/ Category: Raising and Mobilizing Resources /Webinar - Financial Procedures
for GCWCC August 2013). New staff with GCWCC financial responsibilities should familiarize
themselves with this webinar.

42

USEFUL LINKS
GCWCC Website:
http://www.gcwcc-ccmtgc.org/
National Online Reporting Tool (NORT) system:
http://www.gcwcc-ccmtgc-national.org
GCWCC National Finance Office on-line Retiree reporting system:
https://www.rapportsuwcoreports.ca
HealthPartners
http://www.HealthPartners.ca/
United Way Canada:
http://www.unitedway.ca/
United Way Canada Members Portal
https://portal.unitedway.ca/
Revenue Canada Agency: Register Charities listing
http://www.cra-arc.gc.ca/chrts-gvng/menu-eng.html
Federal Government Electronic Directory (GEDS)
http://sage-geds.tpsgc-pwgsc.gc.ca/

43

APPENDICES
Appendix 1: Letter of support and endorsement for the GCWCC sent to
all federal government employees on on June 16, 2014 by Treasury Board
of Canada Secretariat on behalf of Yaprak Baltaciolu, Daniel Jean
GCWCC 2013 Campaign Chair and Andrew Treusch, GCWCC 2014
Campaign Chair
To: Deputy Ministers and Heads of Agencies Please inform all staff
The 2013 Government of Canada Workplace Charitable Campaign (GCWCC) has been an enormous success. Thanks to your
generosity and support for the campaign, the lives of thousands and thousands of people will change for the better this year.
You make extraordinary change possible
Thanks to you, more children will succeed in school. More youth and adults will cope with intellectual disabilities and mental
health challenges. More families will be able to handle devastating diagnoses and illnesses. More patients will benefit from
early diagnostic tools and research into treatments and cures. More seniors will be able to age within the comfort of their
homes. And so much more.
Your generosity continues to shine
An enormous and heartfelt thank you goes out to the incredible number of federal employees and retirees who gave so
generously; all the people who participated and supported special events so enthusiastically; and, all the dedicated and
tireless volunteers who form the heart of the campaign.
Together, federal employees and retirees from the Public Service and current and former members of the Canadian Armed
Forces and RCMP, including those who are posted and serving around the world, gave over $37 million. They raised $20.7
million in the National Capital Region and $16.3 million in other communities across Canada.
Your pride shows
We know that you take great pride in what you do, both within and outside of the workplace, to help people in our
communities, and this is deservedly so. Canadians everywhere are better off because of what you have achieved and what
you continue to achieve. The Government of Canada is proud to support the GCWCC. Thanks to your generous donations
and support, thanks to your passion and commitment, Canada is a more caring community.
We look forward to working with you on the 2014 GCWCC.
Yaprak Baltacolu Daniel Jean Andrew Treusch
Secretary
2013 GCWCC National Chair
2014 GCWCC National Chair
Treasury Board of Canada
and Deputy Minister,
and Commissioner,
Secretariat
Foreign
Affairs
Canada
Revenue

Agency

44

Appendix 2: GCWCC Structure

45

Appendix 3: Memo from Michael Allen and Shirlane Day Re:


Outline of Roles and Responsibilities of United Ways and
HealthPartners/Partenairesant
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/Centraides 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/Partenairesant, 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/Partenairesant. 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/Partenairesant 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.

46

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 organizations mission and purpose and to become a
member of the organization if the donor so wishes;

The right to know the identity of the organizations officers and members of the Board of
Directors and to expect that they act with the greatest transparency, integrity and
discernment in implementing the organizations mission and purpose for the best interests
of the community;

The right to have access to the organizations 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 organizations 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 donors 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: approved by the membership of United Way Canada at the March 1998 Annual
General Meeting. Member United Ways: http://www.unitedway.ca

47

Appendix 5: Material Order Form


Items marked with two asterisks (**) are mandatory

48

Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift


Solicitation
To:
All Deputy Heads and Heads of Agencies
cc:
GCWCC Campaign Leaders
From: Andrew Treusch
Commissioner, Canada Revenue Agency
2014 National Chair for the GCWCC
Re:

Government of Canada Workplace Charitable Campaign (GCWCC) Gift Solicitation

I am honoured to serve as your National Chair for the 2014 Government of Canada Workplace
Charitable Campaign (GCWCC). 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 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.
49

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 Heads 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.

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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 16, 2013, Ottawa On Thursday, October 17, 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 2012 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 17, 2013, 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: Tunneys 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

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Example:
FOR IMMEDIATE RELEASE

FEDERAL EMPLOYEES AND RETIREES RAISE $20.1 MILLION


TO DATE TO SUPPORT THEIR COMMUNITIES
November 28, 2013, Ottawa This evening at the Canadian Museum of Nature, hundreds of
federal employees and retirees celebrated the success to date of this years Government of
Canada Workplace Charitable Campaign (GCWCC), which raised $20.1 million in the National
Capital Region as of today. Thanks to these generous contributions, thousands of people in our
community will continue to have access to a variety of charitable services, such as food banks,
emergency shelters, health care groups, addictions counselling and other supports in the
community.
Tonight, we recognize the incredible accomplishments of federal employees and retirees in this
campaign, said Mr. Daniel Jean, Deputy Minister of Foreign Affairs and National Chair of the
2013 GCWCC. Federal employees and retirees have all shown tremendous dedication and spirit
and I offer my sincere thanks for your extraordinary efforts.
Throughout the campaign, federal employees and retirees organized a wide range of fundraising
activities, including rock concerts, an amazing race, golf tournaments, fundraiser breakfasts and
walk-runs. They also participated in Seeing is Believing tours, where they learned first-hand
about the work of community agencies in our region and the results achieved through donations
to the GCWCC.
Although many organizations have wrapped up their campaign, there are still events underway
and many will continue into the New Year, said Daniel Jean. I encourage those who have not
yet donated to make a contribution today, as our communities are counting on us.
A number of Government of Canada departments, agencies and individuals were recognized at
the GCWCC Achievement Celebration for their exemplary contributions to the campaign. This
year, the Chairs Cup for Campaign Excellence was awarded to the Canadian Food Inspection
Agency for the Departments outstanding results not only in terms of dollars raised, but also
participation rates, creativity and enthusiasm. In addition, Mr. Jean presented the Mitchell Sharp
Award to Myra Conway for her extraordinary contribution to the community. The Mitchell
Sharp Award for Meritorious Service was established in memory of the late Honourable Mitchell
Sharp and his exemplary public service career and contributions as a community leader.
About the Government of Canada Workplace Charitable Campaign
The GCWCC is the largest workplace campaign in the National Capital Region and the greatest
local workplace contributor to United Way Ottawa, Centraide Outaouais and Healthpartners.
The GCWCC is managed by United Way Ottawa 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
52

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

53

Appendix 8: GCWCC Cost Recovery: Memo to United Ways


Centraides
Memo #1
December 4, 2013
From: Robert Bdard [mailto:rbedard@unitedway.ca] On Behalf Of Jacline Abray-Nyman
CEO Office Email
Sent: Wednesday, December 04, 2013 11:57 AM
To: Jacline Abray-Nyman CEO Office Email
Subject: GCWCC Cost Recovery: Memo to United Ways Centraides / Recouvrement des
cots lis la CCMTGC : Notes aux Centraide United Way
Importance: High
SENT ON BEHALF OF GOVERNMENT OF CANADA WORKPLACE CHARITABLE CAMPAIGN
(GCWCC) NATIONAL OFFICE /
DE LA PART DU BUREAU NATIONAL DE LA CAMPAGNE DE CHARIT EN MILIEU DE TRAVAIL
DU GOUVERNEMENT DU CANADA (CCMTGC)
Le message en franais suit.
To: CEOs, Executive Directors, CFOs and GCWCC Managers United Ways Centraides
Over the past two years, the GCWCC National Finance Office (United Way Ottawa) has been
exploring options for recovering the costs incurred by local United Ways for the GCWCC
National Employee Campaign from Healthpartners. Currently, local United Ways only
recover the cost of cash donations, excluding special events. In most cases, these fees are
not sufficient to cover the actual costs incurred. Therefore, starting this year for the 2013
campaign, the GCWCC National Finance Office will recover these costs on behalf of local
United Ways from Healthpartners and reimburse each United Way at the end of the
campaign. The cost recovery formula will be consistent with the current formula used by
the National Finance Office to recover costs incurred in the National Capital Region.
Healthpartners will pay for their pro-rata share of the actual costs directly attributable to the
GCWCC based on HPs percentage of the total revenue.
Only costs directly attributable to the GCWCC campaign efforts will be included. Each
United Way will report these costs as a separate note or schedule in their audited financial
statements. Each local United Way will then submit to the GCWCC National Office the total
cost of their GCWCC Campaign and HPs share of the total GCWCC Employee Campaign
revenue raised locally. The GCWCC National Office will then calculate Healthpartners prorata share of these costs by location, based on the actual costs and their percentage of the
total revenue at that location.
To report their GCWCC costs, local United Ways will send a copy of their audited financial
statements with the note or schedule detailing the total GCWCC costs. Considering most
United Ways close their books in December or March, the deadline for receiving this cost
information will be May 15. The financial statements do not need to be approved and
signed by the Board, but should be sent after the external audit is complete. HPs share of
the cost will be recovered in June and reimbursed to local United Ways as part of the
monthly payout in July.

54

The category of costs that will be recovered locally and reported in the financial statements
will be consistent with the cost structure currently used by the GCWCC National Office
(United Way Ottawa), which includes all the following fundraising and processing costs:

Salaries and benefits

Contractors

Meeting and travel (e.g. mileage)

Campaign supplies and materials

Communication and marketing

Printing and distribution

Event expenses

Office supplies

Telecommunication and IT

Bank and credit card charges

Other direct costs


All these categories may not be applicable to some United Ways and in reporting these costs
in the financial statements, can be categorized/summarized however each United Way
deems appropriate.
Please note that local United Ways should not charge any fees to Healthpartners for the
2013 Campaign and in the future. All costs related to the campaign will be recovered from
Healthpartners by the GCWCC National Finance Office and then distributed to the local
United Ways. The fee on cash donations is no longer in effect.
We thank you for your patience over the past few years as we worked to resolve this issue.
We hope that this addresses local United Ways concerns regarding the recovery of local
GCWCC costs from Healthpartners. If you have any questions or comments about this
revision please contact Isabelle Jasmin, CFO GCWCC National Finance Office at 613-2286719 or ijasmin@unitedwayottawa.ca.
Sincerely,
Jacline

Memo #2
January 15, 2014
From: Jacline Abray-Nyman CEO Office Email [mailto:president@unitedway.ca]
Sent: Wednesday, January 15, 2014 6:23 PM
To: Jacline Abray-Nyman CEO Office Email
Subject: FW: GCWCC Cost Recovery: Memo to United Ways Centraides / Recouvrement des
cots lis la CCMTGC : Notes aux Centraide United Way
Message sent on behalf of Isabelle Jasmin, Chief Financial Officer, United Way Centraide
Ottawa / Message de la part dIsabelle Jasmin, Chef des services financiers, Centraide
United Way Ottawa
Le message en franais suit.
To: CEOs, Executive Directors, CFOs and GCWCC Managers United Ways Centraides
I am sending this email in response to several questions/concerns we have received
regarding the recent changes to the cost recovery fees for the GCWCC (see email below).
We understand that the timing wasnt optimal for these changes, but it was unavoidable.
We have been trying for the past several years to implement a simple 5% fee that would be
applied to all the HP revenue raised locally, not just cash donations. Unfortunately, we have

55

not had any success in getting approval for this change. Therefore, we were offering local
United Ways the opportunity to leverage the existing and approved cost recovery method
currently used by the GCWCC National Office in Ottawa, by expanding the definition of
National GCWCC costs which currently only includes the Ottawa costs and extending it to
include all local United Ways GC costs. The downside to this methodology is that it is more
complicated than simply charging a standard fee, because it is based on a formula to
recover the actual costs incurred. We understand that for some United Ways this would be
difficult to do, especially since most of the costs for the 2013 Campaign have already been
incurred but were not tracked and allocated to the GCWCC Campaign. We also understand
that for some United Ways it may be too onerous to track these costs on an ongoing basis.
The benefit would not outweigh the cost of tracking these costs and some United Ways
would prefer to maintain the current fee based method for cash donations only.
Therefore, I would like to confirm that the cost recovery method described in the original
email is not mandatory. You can choose to opt out this year and implement this new
method next year or opt out completely. We would appreciate it if you could let us know if
you are choosing to opt out of this method for the 2013 Campaign year. Next year we will
send out another request asking United Ways if they will be opting out completely. This will
give each United Way the opportunity to assess which method they prefer, depending on
the cost/benefit of each method. It will also give you the opportunity to implement the
appropriate processes to capture GC costs and report on them in your financial statements.
I am also attaching a sample of the United Way Ottawa financial statements and supporting
schedule for GCWCC costs. This is only an example. If you prefer to report these costs as
one line item in your operating statements and not include the details in the schedules, that
would be fine. However, we would need to receive this detailed breakdown as backup to
include your cost in the National cost recovery formula and recover those costs from HP on
your behalf.
If you have any questions about this, please feel free to contact me directly
ijasmin@unitedwayottawa.ca. We appreciate your patience and understanding as we
implement these changes.

56

Appendix 9: Sample HP Payout backup report


Backup information to accompany payments to HealthPartners:
campaign year payment relates to
gross payment for each type of pledge (cash, SE, PRD)
Fees deducted for each pledge type
Net payment by type
Total net payment = cheque amount
Sample report:

Campaign
Type
GCWCC 2012 Cash
GCWCC 2013 SE
Total

Gross
Fees
Net
$5,000
$10
$4,990
$500
$0
$500
$5,500
$10
$5,490

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Appendix 10: Sample Payroll Payout Backup lists from National


Office

58

Appendix 11: GCWCC Donations Departments/Agencies Paid by


PWGSC vs. Separate Employers That Pay Each Recipient Directly
Departments/Agencies paid by PWGSC
Department/Agency

ORG Code

Aboriginal Affairs and Northern Development Canada

IAN

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 Centre for Occupational Health and Safety
Canadian Commercial Corporation
Canadian Dairy Commission
Canadian Food Inspection Agency
Canadian Forces Grievance Board (renamed Military Grievances External Review
Committee)
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 (now part of Foreign Affairs, Trade and
Development Canada)
Canadian International Trade Tribunal
Canadian Northern Economic Development Agency
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

AGR
RAP
ACO
PAA
BSF
FRD
CLR
NAR
CES
OCC
CCC
CDC
ICA

CGC
PCH/HER
HRC
PTP
CRI
CIC

BCO
NED
CSN
POL
RTC
CSI / PAY
CSA
TRC
ATN
IMC
CSE
RCT
COP
PEN
CAJ
CEO
DOE
ESO
FIN
FNA

59

Financial Transactions and Reports Analysis Centre of Canada


Fisheries and Oceans Canada
Foreign Affairs, Trade and Development Canada
Office of the Secretary to the Governor General
House of Commons (Employees)
Health Canada
House of Commons (Members)
Employment and Social Development Canada
Immigration and Refugee Board of Canada
Indian Oil and Gas Canada
Indian Residential Schools Truth and Reconciliation Commission Secretariat
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
Military Grievances External Review Committee
NAFTA Secretariat - Canadian Section
National Battlefields Commission
National Defence
National Energy Board
National Film Board of Canada
National Research Council Canada
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

CFC
DFO
EXT
GGS
HOC
NHW
MPA
CSD
IRB
IOG
IRS
DUS
INF
IJC
JUS
PAL
BAL
LIB
CPM
FCG
CST
NBC
DND
ENR
NFB
NRC
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
Privacy Commissioner of Canada
Public Sector Integrity Canada
Office of the Senate Ethics Officer
Office of the Superintendent of Financial Institutions Canada
Parks Canada
Parole Board of Canada
Passport Canada (Citizenship & Immigration 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

ETH
IPC
IPC
INT
ESN
SIF
CAP
NPB
PXR
PCO
AHS
PSP
PRT
PSC
RLT

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Public Service Staffing Tribunal


Public Works and Government Services Canada
Registry of the Specific Claims Tribunal
Royal Canadian Mounted Police
Security Intelligence Review Committee
Senate of Canada
Service Canada (Employment and Social Development Canada)
Social Sciences and Humanities Research Council of Canada
Statistics Canada
Statistics Survey Operations
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

TSD
SVC
GTR
RCM
SIR
SEN
SSH
STC
SYT
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
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 Montral Corporation
Pacific Pilotage Authority Canada
Public Service Alliance of Canada
Recreation Association of the Public Service
Royal Canadian Mint
Standards Council of Canada

61

Appendix 12: Sample Cost Recovery Letter Accompanying Payout


from National Office

62