QUICK GUIDE · 2020/4/2 · National Sales and Partnership Director E [email protected] Senior Sports Partnership Manager TAS, VIC E [email protected] M 0438

QUICK GUIDE To Your Fundraising Portal

AUSTRALIAN SPORTS FOUNDATION – PORTAL GUIDE 1

CONTENTS

TABLE OF CONTENTS

INTR ODUCT ION ................................................................................................... 1

GETT ING ST ARTE D ............................................................................................. 1

SPM CONT ACT DET AILS ................................................................................... 1

HOME PAGE........................................................................................................... 1

PR OGR AMS ............................................................................................................ 1

CRE AT ING/ E DIT ING PR OJE CT S ..................................................................... 1

SE CURE UPLOADS AND MANUAL DONAT ION FOR MS ........................ 1

PAYME NT S ............................................................................................................. 1

ACQUITT ALS .......................................................................................................... 1

AUDIT S .................................................................................................................... 1

R EPORT S ................................................................................................................. 1

ACCOUNT ............................................................................................................... 1

FAQS ......................................................................................................................... 1


INTRODUCTION

As part of your registration with the Australian Sports Foundation, authorised contacts are

provided with access to an online portal.

T

The portal is a self-service project management tool that has many exciting features, including:

• Real-time reporting to help you keep track of your donations as they are received,

• Easy online processes for you to reconcile payments and manage expenditure reports.

Your portal will also enable you to:

• Create new projects/campaigns (including online donation facility),

• Make changes to your existing campaign/s, including the content and images on your

fundraising page/s

• Securely upload completed manual donation forms and donor information.

GETTING STARTED

T

You can login to your online portal 24 hours a day, 365 days a year using the following link Click here

Please note that for security reasons we do not store your password details. If you forget your

password at any time please click on the ‘Forgot your password’ link on the login page.

Keep reading to see how to use your online portal and of course, your Sports Partnership Manager

and our Client Services Team are always available to answer any questions you may have.

https://asf-community.force.com/asfportal/s/login/?startURL=%2Fasfportal%2Fs%2F&ec=302

https://asf-community.force.com/ASFLightningPortal/s/login/ForgotPassword?startURL=%2FASFLightningPortal%2Fs%2F&ec=302


SPM CONTACT DETAILS

RYAN HOLLOWAY JAIME FIRMAN

National Sales and Partnership Director

E [email protected]

Senior Sports Partnership Manager TAS, VIC

E [email protected]

M 0438 823 903 P 02 5112 0982 M 0407 412 477

MICHAEL BURKE MILLIE READ

Sports Partnership Manager, ACT, SA

E [email protected]

Sports Partnership Manager, NSW, WA

E [email protected]

M 0408 680 122 M 02 5112 0991

ANGELA DENTON

Client Services Administrator

E [email protected]

P 02 5112 0985

OPERATING HOURS ADDRESS

9am – 5pm, Monday - Friday

RECEPTION PHONE

02 5112 0990

Australian Sports Foundation

Levier St Bruce ACT 2617

PO Box 167 Belconnen ACT 2616

mailto:[email protected]






HOME PAGE

This is the landing page to your online portal. The homepage provides you with the following information;

• Total donations for the last four months

• A comparison of this month's donations with the same time last year

• Tracking against your target

• Current account balance

• Next due date for expenditure reporting

It also has quick links to launch a fundraising campaign, view funding sources, report expenditures or

run reports.


PROGR AMS

Use the programs tab in the header to access your projects. If you have applied and been

successful for a program it will show as ACTIVATED, other programs can be applied for as

alternative funding sources. From here you can;

• See which Sports Foundations programs you’ve activated as well as other opportunities to

source funding.

• Create new fundraising campaigns/projects,

• Update the content and images for your fundraising pages,

• View your payments and grants for each program, and

• Complete acquittals and audits.


For a detailed look at Setting Up A Project Click here for organisations and here for Athletes

CREATING/ EDIT ING PR OJECTS

The Fundraising4Sport program allows you to set up as many fundraising campaigns/projects as

you like, with each having an online donations page.

To create a new project click LAUNCH A FUNDRAISING CAMPAIGN.

Alternatively, you can edit existing campaigns by selecting the PROJECT NAME then EDIT.

https://s3-ap-southeast-2.amazonaws.com/production.asf.org.au/wp-content/uploads/2019/11/25205421/Portal-guide-SETTING-UP-PROJECT.pdf

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PROJECT NAME: This will be the name that is displayed on your project webpage and URL link. Please

ensure there are no symbols in the name.

SPORT TYPE: Ensure your sport type is showing correctly.

PROJECT START DATE: Starting date of the fundraising campaign.

ESTIMATED TARGET ACHIEVED DATE: The date you hope to have achieved your

donation target.

PROJECT TAG: Select the areas that your fundraising will support

CAUSE AREA TAG: Select if applicable to your project

FUNDRAISING GOAL: This reflects the aim of your campaign.

FUNDRAISING PLAN: How will you achieve the goal? You can note ways in which you are promoting

your fundraising campaign here.

Consider the following:

• How will you approach your fundraising?

• Who will you aim your fundraising at?

• What communication method will you use?

• What events will you host?

FIELD DEFINITIONS:

FUNDRAISING OBJECTIVES:


PROJECT SETTINGS:

PAGE STYLE: You will be given the option to pick your page style, this effects how your campaign looks

on the website.

Beginner – This page style only requires a logo.

SemiPro – This page requires a logo and gallery images.


Superstar – This page style has a logo, gallery images and a header image.

DISPLAY THERMOMETER: You can choose to display how your campaign is tracking against your target

by ticking the display thermometer box.

YOUTUBE ID: To imbed a video on your campaign you can include your YouTube ID. This is the section

in red on the below URL and appears on the page as seen below.

https://www.youtube.com/watch?time_continue=3&v=0mquMqbcIZU&feature=emb_title

https://www.youtube.com/watch?time_continue=3&v=0mquMqbcIZU&feature=emb_title


PROJECT CONTENT: SHORT DESCRIPTION: This description will display on the first page of your donation page. Here is an

example.

“Gold Coast United FC is a not for profit community club that aims to raise funds to support the

development of the clubs players and coaches through various initiatives.”

Tips: Ensure that you are using no more than 255 characters

LONG DESCRIPTION: This appears once a donor has clicked for more information. Your long

description should tell your fundraising story, use emotive language and convey what you are trying

to achieve with the campaign.


LOGOS AND IMAGES:

Once you have created your project, scroll to the bottom of the page to upload your logo, gallery

images and header (if applicable)

TIP – Do not click the (x) to remove a logo if there is already one loaded.

1. Click choose file.

2. Use the circle at the bottom of the box to resize your image. Please resize so your whole logo fits

within the white box as this is what will be displayed.

3. Click save image.

4. Click Done. This will upload your logo.

NOTE- The follow are the ideal sizes for images to be uploaded to your project.

Project Logo 400 x 400

Thumbnail and Gallery 900 x 600

Header Image 1920 x 550

You may need to resize your image before it will fit in the white box of the cropping function.


OPTIONAL PROJECT CUSTOMISATIONS:

DONATION OPTIONS: Enter three donation amounts that you would like to display to prompt your

supporters. They will also have the option to choose their own amount. If you enter nothing the

default will be $25, $50, $100.

CUSTOM THANK YOU: After making a donation your supporters will see this message across their

screen. If you enter nothing, the default will be “A BIG THANK YOU FROM (your campaign name) for

your donation of (amount).

PROJECT URLS:

PROJECT AND DONATION PAGE URL: You will find links to both your project and donation page in the

top right-hand corner of the project record. We suggest that you include these when promoting your

project as we have many fundraising partners and it can often be difficult to locate a project on the

website by search alone.

You will also see the Iframe code, which can be used to embed the donation form on your own website.


SECURE UPLOADS AND MANUAL DONATION FORMS

When your project has been approved, a manual donation form template will be automatically

generated. You can download this form as a PDF document in your portal, whilst in the project

record.

Directly below this function you have the option for SECURE UPLOADS; this is where you can upload

completed manual donation forms or other documents with donor details. This helps protect

sensitive donor information, like credit card details and contact details.

o Cash/Cheque payments- deposit funds into our donations bank account and upload bank-

stamped receipt and relevant manual donations forms. We’ll then process donations and

issue donor receipts.

o Credit card payments- upload forms and we’ll process through our payment gateway and

issue donor receipts.

TIP – If you have multiple forms, we suggest scanning them into one PDF document before uploading.


PAYMENTS

We issue monthly payments of the funds you have raised. These payments are referred to as Grants.

All authorised contacts will receive email notification for each grant payment. Keep an eye out for the

subject title The F4S grant for {Your Organisation} has been approved!

This is a prompt for you to go into the portal and check we have the correct bank account details in the

system (refer to Account section of this guide if you would like to know how to provide/edit bank account

details).

To view Sports Foundation payments for each of your fundraising campaigns, select PAYMENTS from the

tabs once in your Program view.

Click the grant name for more details.


Within the grant record you will be able to see how much was paid for each project/campaign

within the selected Program. If your organisation is registered for GST, you can view a Recipient

Created Tax Invoice (RCTI) for each grant in the Notes & Attachments section of the grant record

TIP – If your organisation is registered for GST, we will add 10% to your grant payments when

remitting the funds.

ACQUITTALS

For payments made to an organisation or athlete, we require that you declare your expenditure

every 90 days to ensure funds raised through the Sports Foundation are used for the development

of sport in Australia. This process includes a statutory declaration confirming that the funds have

been spent on the intended purpose. You will be sent regular reminders via email if you have an

acquittal due.

To submit your acquittal, click on the Acquittals tab within your Program view, or select Report My

Expenditure from the Home page.


Visit this detailed How To Guide for more information.

You’ll be required to submit a separate acquittal for each Program you have activated.

Your current acquittal/s will appear in the OUTSTANDING list. To complete, click DECLARE and read

the declaration carefully before submitting.

TIP: We suggest retaining receipts and other expenditure records in case you are asked to complete an

Audit at some stage (refer below).

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If you need more information on submitting an audit click here

AUDITS

As a deductible gift recipient, we have an obligation to ensure funds raised are used for the

development of sport in Australia. Fundraisers that raise significant amounts will be

randomly selected to complete an Audit; which is simply a spot check on expenditures.

If you happen to be selected for a spot check, we will contact you with clear instructions

If you are selected randomly for audit you will be notified via email as well as in your portal.

You will have 90 days from the first notification to complete your audit.

Access your audits from the Programs tab; if there is anything outstanding it will appear in bold at

the top of the list. Click ACTION NOW.

The audit consists of adding individual line items for 30% of your expenditures, as well as

uploading supporting documents (receipts or invoices). If you have not spent at least 30% of

your funds, you’ll just need to upload a bank statement showing the funds are still your bank

account. Subsequently, you may be required to show expenditure details if/when you do

spend the funds in the future.

Failure to complete an audit on time may result in your next grant payment being delayed, so

we encourage you to get in touch with us if you have any questions or concerns.

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REPORTS

Want to know who has donated to your projects/campaigns? Look no further! In your portal, you

can run donation reports to see who has donated, when they donated and how much. Unless a

donor has opted to remain anonymous, we also provide you with their contact details so you can

thank them and keep them up to date on the progress of your project/s.

We have produced a number of reports that we think you’ll find useful:

• Donations Report (one for all statuses and one for just reconciled donations)

• Regular Giving (i.e. those donors who have set up a recurring donation to your project/s)

• Supporter messages (so you can keep track of donor messages)

To see the list of reports, click on All Reports and then select the report you want to view.


Use the funnel icon to customise your report with filters:

Status – Any status, paid, reconciled, failed, cancelled

Date – selected from and end dates

If you do update filters, select Apply to view the customised data, and

Export to download as an Excel spreadsheet.

You can also sort a report by clicking on the field heading.

The report will provide you with the following information;

DONATION DATE

DONOR NAME

DONATION AMOUNT- the total amount donated.

FEE AMOUNT- any credit card fees that apply to processing the donation

RETENTION AMOUNT - the amount the Sports Foundation retains; (5% for online donations and

6% for offline/manual donations).

PROJECT AMOUNT - the amount you will be receiving in a grant payment.

PROJECT NAME – Name of project the donation has been made to

PAYMENT METHOD- EFT/Credit card

FREQUENCY – One off or recurring/regular

DONOR EMAIL- This is where the donation receipt is sent to

ORGANISATION (Corporate Donor) – Business/Company name

STATUS – refer below

ORGANISATION NAME – Name of the fundraising organisation or athlete

DONATION NAME - Reference for the donation record

Please note the following status descriptions: • Reconciled = Completed (i.e. the transaction has been processed through our payment

gateway and the donor has received their receipt.

• Paid = Pending (i.e. the transaction is not complete, and the donation requires

reconciliation. The donor has not received a receipt.) You do not need to do anything

here- our finance team will follow up with the donor if the payment is not received to

finalise the donation.


ACCOUNT

To view or update your organisation details, click on the ACCOUNT section of your portal.

Please not there are records you can edit, ACCOUNT and CONTACT.

Account level information:

Account Name

Sport Type

Email Address

Bank Details

Mailing and Postal Address

Social Media Links

Contact Information:

Contact Name

Title (role/position)

Birthdate (for Athletes)

Email Address

Contact Number

Note You will not be able to add/remove contacts for the Account for security reasons, for these

changes please contact us on 02 5112 0990 or [email protected].

Important legal information is not editable from the portal, this includes Account Name, ABN and

INC/ACN.

Bank details MUST be changed through the portal.

Website and social media links will appear on your fundraising page, so donors can find out more

about you if they want to.



One of our contacts has moved on, how do I remove them and/or add a new contact?

For security reasons, changes to your Account’s contacts must be done through us. Please

call (02) 5112 0990 or email [email protected] and we’ll take care of it for you.

Note: in some cases we may need an existing contact to authorise the addition of a new

contact (e.g. if we can’t see from the club’s website that the new contact is on the current

committee).

Why was our grant payment more than my donations total last month?

If your organisation is registered for GST, you will notice that payments deposited into your

bank account will be 10% more than the approved grant amount. This is because our grant

payments are a taxable supply, so we need to add GST to your payments when remitting

the funds. Each grant record in the Payments section will include a Recipient Created Tax

Invoice (RCTI) in the Notes and Attachments section.

My organisation’s GST status has changed, do I have to update the Account details?

It is important that if any of your organisation’s legal details change, your Account is

updated to reflect this. A change in GST status will affect the amounts remitted to you, so

please contact us as soon as possible to update our records for future grant payments.

I have made a mistake when entering our bank details and we haven’t received a grant payment,

what should I do?

We remit grant payments on/around the 15th of each month, so if you still haven’t received

the funds by the 17th, check your bank account details in the Account section of your portal.

If the details are incorrect, please update and then email [email protected]

so our Finance team can redirect your payment.

I have spent more than my payment from the Sports Foundation, how do I acquit?

FAQS




If you have been selected to complete an Audit (i.e. a “spot check” of your project expenses),

you will only be required to provide details and documentation for 30% of your

expenditures but you can upload the full amount of your invoice/s if you like. Please note

though that the system will not record an “overspend” (i.e. your ‘grant income to be

acquitted’ balance will be $0 after your audit has been completed and approved).

The portal doesn’t work properly for me on one computer but does on another.

This is probably a browser issue, as there are some older versions of browsers such as

Internet Explorer and Safari that are not compatible with our portal. If you’re having

troubles either accessing your portal or with some of the functionality, try using Google

Chrome or Firefox.

I’ve logged into my portal before, but I don’t know how to find it again.

The URL for the portal login is https://asf-community.force.com/ASFLightningPortal/s/login/.

It is recommended that you bookmark this in your browser after the first time you log in,

otherwise go to sportsfoundation.org.au and you’ll see a LOG IN button at the top of the

page.

I’m trying to reset my password and am not getting the emails.

Because our password reset emails are system generated, they can often be redirected to

your junk mail folder. If you’re still unable to find it, give us a call at (02) 5112 0990 or email

[email protected].

I want to share my fundraising page on my website and social media, how do I find the URL for

the page?

Your project and donation page URLs can be found in the Programs tab under the specific

project you are looking to promote.

Where do I find the contact details for my Sports Partnership Manager?

https://asf-community.force.com/ASFLightningPortal/s/login/


As well as page 2 of this document you can find your SPMs details in your portal under the

Accounts tab.

https://asf.org.au/resources/who-is-your-dedicated-sports-partnership-manager/

How can I see what donations made up a particular grant payment?

Generally, your grant payment will include all reconciled donations from the previous

month. So all you need to do is go to your Reports section and run a donations report

filtered by ‘reconciled’ status and the relevant dates. Remember that the “Project Amount” is

the field you should be totalling (i.e. this is net of fees and retention).

If you still can’t reconcile donations against the grant amount, please contact us at

[email protected] and we’ll look into it for you.

How can I find my ASF Member Number to take advantage of the partnership benefits offered by

the Sports Foundation?

You can find your member number in the Account section (at the top of the page, to the

right).

https://asf.org.au/resources/who-is-your-dedicated-sports-partnership-manager/


Documents

QUICK GUIDE · 2020/4/2 · National Sales and Partnership Director E [email protected] Senior Sports Partnership Manager TAS, VIC E [email protected] M 0438