Events and eForms
Why?
To give you:
1. self-service record of your events, the funds
raised, and your charity choice(s).
2. A unique serial #s (for easy identification)
3. a place to track the forms that have been
submitted for your workplace
Event Wrap Up Support:
If you have any questions about Event eForms,
money, or deposits, contact: PECSF@gov.bc.ca
Or
Anne Davis, Financial Officer
ph 250 387 4658 email: Anne.Davis@gov.bc.ca
TIP: Did you know? The end of this presentation,
includes some tricks/best practices.
Event eForms – where to find them?
Where: located in the SharePoint Site
https://hr.gov.bc.ca/pecsf/default.aspx
When: complete and submit after an event is held (within five days)
Event eForms – What needs to happen?
1. open a new Form, input the details, save and submit
2. deposit the money (at Coast Capital Savings Credit Union, or Service BC)
3. write your Business Unit # & eForm #(s) on the receipt you get
from CCSCU, or Service BC.
4. send a scan of the receipt with your Business Unit # & eForm
#(s) (this is your proof of deposit) to PECSF HQ.
Completing your Fundraiser eForm
How:
open a new Form
Start by clicking on the Fundraiser Form link to get this window:
0
Then click on + Add document to start the new form …
Completing your Form
This is how the eForm will
look when you open it for
the first time.
Required information is
indicated by:
a * or
Completing your Form
Before you hit the Submit
button, ensure that you
have recorded the name of
the people who Verified &
Witnessed the money
collected from the event.
Completing your Form
Once submitted:
1. the Serial or Name field at the top right of
the eForm will change from F13 to
F13XXX
2. The Status will change from New to
Printed
3. The Submit button will change to Save
button
4. You will received a pop up Microsoft
Office InfoPath message: The form was
submitted successfully.
5. Click OK and close the screen using the
red X at the top right corner of the screen.
Fundraiser eForm
- some tips & tricks
If you have an expense for holding the
fundraiser and planned to cover the cost
from the $ raised,
then enter the amount in the
“Less prize expense” field
(this IS a “mis-nomer”),
it should have read
“Less event expense”.
Ensure that you provide scanned copies
of the receipts for the goods rented or
purchased. Write the Business Unit # &
eForm# on the receipts.
Depositing the Money
1. Go to your local Coast Capital
Savings Credit Union (for
volunteers outside of Victoria and
Vancouver: go to Service BC)
2. Write your Business Unit # and
eForm #(s) on the receipt you get
from CCSCU or Service BC.
TIP: For Service BC instructions,
visit our website:
Service BC Regional Deposit and
Register: Guide
Final steps after you have
made the deposit:
1.) Email PECSF@gov.bc.ca a scanned copy of
the receipt (with your BU and eForm number on it)
Yeh! You’re
done!
BC100
F13470
Some tips and tricks
and best practices!
Head’s Up and Reminders
• Contact us if you have any entry errors in eForms by email to
PECSF@gov.bc.ca
• Use a new eForm for every event.
• Use the Gaming eForms for raffles and 50/50 draws and the Fundraiser
Forms for all other events.
• Note any cash prizes awarded in the “Notes and comments” field ie: “Cash
prize awarded = $175.00”.
• Record “Rental or event Expenses” taken from the funds raised by the event
in the “Notes and comments” field & provide receipts.
• Use the right accounts:
Gaming account:
14162974
Fundraiser account:
2336040
Printing your forms –
this is optional.
If you want to print the eForm, the
printed version looks like this.
When you are done, close the form
using the
button at top right of
the window.
Otherwise, when you go back to the
original Gaming Form page,
press F5 to refresh the window.
You will find your newly created
eForm in the listing.
Click on its “Name” G13007
if you wish to review it.
US $ conversion
to CAD $
US $ to CAD $
CAD $ only
Donations should be in
CAD $ only.
But if you receive US $,
the bank may break out the
foreign currency on 1 receipt
or
provide a separate receipt.
Add these 2 CAD $ amounts
to get a
total in CAD $
reported on the eForm.
BC100
F13007
BC100
F13007
Fundraiser eForms – tracking the status
When you have Submitted your eForm (Filled it out), the Status will change from “New” to “Printed”
When PECSF has verified the deposit matches the eForm, the Status will be changed from “Printed” to “Received”
If there is a concern with the eForm, the Status will be changed from “Printed” to “Pending”
If there is an error or duplicated eForm, the balance will be set to $0 & the Status will be set to “Voided”
You can also see the total of all gaming events you have submitted in the Sum = at the top of the Amounts column
e.g. in this screen Sum = 1,200
Useful Resources
If you are looking for a charity in your
region, check out the link found in the
Libraries section of the SharePoint site:
https://hr.gov.bc.ca/pecsf/default.aspx#’