Campaign Fiscal Agent and Campaign Administrator Services

The Vendor is required to provide to engage as active community citizens by donating to nonprofits through payroll deductions, onetime contributions, or participation in statewide and agencylevel special events.
- The annual campaign aims to raise $1.5 million and inspire at least 25% participation among more than 30,000 state employees.
- Employees may contribute as onetime donors or commit to higherlevel giving tiers such as Champion and Torchbearer donors through recurring payroll deduction.
- Capable of providing:
• Fiscal administration, including secure processing and quarterly distribution of contributions to designated charities;
• Technical platform management, offering a stable, intuitive, and secure online giving portal that supports payroll deduction integration, donor self‑service, and coordinator reporting;
• Customer support, assisting donors, charities, and agency coordinators with inquiries related to giving, reporting, and pledge management;
• Campaign support services, including event‑based donation processing, charity eligibility verification, data protection, and accurate reporting.
- Must demonstrate expertise in nonprofit fundraising administration, largescale payroll-integrated giving systems, data security, and a strong customer service framework.
- This role is essential to upholding donor confidence, ensuring accurate and timely disbursement of funds, and supporting the thousands of state employees and coordinators who make the campaign successful.
- On the fiscal administration side, the selected vendor will be responsible for securely collecting, processing, reconciling, and disbursing employee contributions to more than 1,500 eligible nonprofit organizations on a quarterly schedule.
- This includes ensuring accurate accounting, timely distribution, verification of charity eligibility, donor confidentiality, and compliance with all applicable state and federal requirements.
- Accordingly, the Contractor must ensure that:
• All existing payroll deduction pledges are correctly and securely rolledover.
• All historical designations remain attached to the correct employee profiles unless a charity is no longer eligible.
• All donor accounts map cleanly to their PeopleSoft‑based login structure.
• All agency‑level reporting structures (business units, coordinator views, rollups) transfer intact.
• A full reconciliation and validation process is performed prior to launch, with State approval required before the new system goes live.
- Coordinator and Campaign Readiness
• Provide updated coordinator training materials, technical guides, and system walkthroughs.
• Ensure help desk and technical support resources are fully operational.
• Configure special-event donation pages as requested.
• Deliver a completed readiness checklist indicating that the system is prepared for pledge collection.
- Pre-Campaign Technical Setup
• Update, test, and deploy the agency online giving portal, ensuring full functionality and security.
• Load updated charity eligibility lists and configure write-in verification workflows.
• Refresh payroll, employee demographic, and business unit data.
• Prepare agency-level and statewide reporting dashboards.
• Deliver system documentation, configuration notes, and testing results.