Procedures

1. Annual Budgets are due by December 15 every year. These are budgets for the coming year and will provide you and Devxchange a basis for reporting against, setting fund raising goals for the year, and helping Devxchange in setting their annual budget.
2. Download and Complete Annual Budget Form
3. Upload completed budget using the “Submit” Button

Annual Budget Form

1. Uses
   1. Overseas Volunteers that want money deposited into Canadian Account.
   2. Reimbursement of Expenses
   3. Cheque swaps (You have donated money for travel or other expenses and are getting reimbursed)
2. Download and Complete appropriate forms
   1. Use Volunteer Expense form if it relates to travel where receipts are required
   2. Use Cheque Request if it is not related to overseas travel
3. Scan any receipts or supporting documentation and put in one pdf file (multiple pdf files or jpg scans will not be accepted- it needs to be compiled in one file)
4. Upload Volunteer Expense Form or Cheque Request Form (one or the other not both)
5. Upload supporting receipts (in one file)
6. Submit uploads using “Submit Cheque Request” button

Cheque Request Form

Volunteer Travel Expesne Form

Example of Cheque Request Form

Watch Tutorial Here and get credit towards awards and credits with DevXchange.

Please complete the the End of Project report and submit it here within 30 days of project closure. Please make sure you have notified us of the project closure prior to completing this report.

End Of Project

1. Log into or access your dashboard
2. Under Section “Files- Financial Reports-Documents”, open folder “Financial Reports”
3. Open the folder for the month you want to see
4. There will be two reports- One is a list of your donors for the month so that you can send them a Thank You. The other is a financial report showing all activity in your account since the start of Devxchange. The ending balance is what your fund balance is – funds that are available to send or use for your project.

1. Project Evaluations must be completed every three years for projects that have a goal of $15,000 or more.
2. Project Evaluations can be completed by any Devxchange project leader or volunteer.
3. Download Project Evaluation Form to reference while visiting project
4. Submit within 30 days after returning from trip to be considered a valid evaluation.

Project Evaluation Form 2020

1. Review Polices on Fund Raisers
2. Register Event with Devxchange using “Register” button below
3. Let Devxchange know if you want it advertised on Devxchange website.
4. Submit proceeds from event following polices and procedures for sending money to Devxchange.

1. Become a member- fill out basic application along with $45 membership fee.
2. Develop a project proposal using the project application form.
3. Upload proposal, membership application (if needed) and any supporting documents using “Submit Proposal” button.
4. Once project has been approved -Sign a Memorandum of Understanding. This is an agreement between lead member, implementing partner, and Devxchange.
5. Start Fundraising.
6. Monitor and Report on Progress.

Membership Form

Project Proposal Form

Coming Soon

1. Watch Reporting Tutorial
2. Biannual Reports will be emailed to you when they are due. You can download a blank report for reference.
3. Complete Report Template- Requires you to get information from Implementing Partner.
4. Upload completed report, human interest stories and photos using “Submit” button.

Blank Reporting Template

Example of Completed Report

Review Form We Use To Review The Report

Watch Here

1. Register event with Devxchange if holding an Event. Register Here
2. Download Summary Donation Form
3. Deposit proceeds from fundraiser using Interbranch Deposit Book or send proceeds, forms and backup documentation using registered mail.
4. If using Interbranch Deposit- Upload summary sheet and donation scans (one file) using “Submit Fundraising Summary” Button. If sending registered mail just upload Summary Sheet.

Summary Donation Form

Tutorial on Inter-branch deposits.

Transfer Request

1. Download and complete Bank information form (if this is first transfer). Note that physical addresses are required for both bank and recipient (no PO Boxes)
2. Download and complete Transfer request form.
3. Save file name using following format (Project Name-Transfer Request-Date)- Improper file names may be rejected.
4. Upload completed forms using “Submit Transfer Button”

Proof Of Transfer Submission

1. Click the “Submit Transfer Request” Button
2. Fill out the smart sheet form
3. Upload your proof

Bank Form if Bank account name is an individual

Bank Form if Bank account is registered organization or community Group

Transfer request form

Example of correct form completed

Watch Tutorial Here and get credit towards awards and credits with DevXchange.

1. Register Plans to Visit Project Register Here
2. We will contact you with additional information or requirements after you register including need for police check, budget if wanting a tax receipt, waiver of liability forms etc.
3. Check out our resources page for handy links for travel insurance and safety

*** Please always read Canada’s travel advisories when travelling to your project.

1. You can request a volunteer to help with things like producing brochures, presentations etc. When you submit a request, your request will be reviewed by Devxchange staff and posted in our volunteer coordination software. Devxchange does not followup on these requests but it is up to the volunteer who responds to the request to contact you and work with you to assist. There is no guarantee that a volunteer will pick up your request but we have a pool of over 100 volunteers wanting to help so your chances are good.
2. Submit a request using the submit button.

Once logged into www.Devxchange.org you will have access to MY ACCOUNT from the top menu bar. This includes:

• My Campaign Donors
• My Projects/Campaigns
• My Profile
• My Donations

This is where you will find donor information that was provided by your project supporters including name, amount, and contact info.

• Online donation info will be updated on this page immediately.
• Offline donation info will be updated once per month (usually by the end of the month)

TIP – Use this information to show your supporters how much they mean to you by sending them a personalized thank you for each donation. This can make all the difference if you are hoping they will give again.

Here you will be able to start a new campaign or edit an existing one. We have now given each project leader the ability to update and edit their own campaigns any time they want! Simply click edit under your existing campaign to get started.

• Keep in mind that all project leaders are responsible to ensure their campaign messaging follows Devxchange policy, members manual, and consistent with the project proposal approved by Devxchange. (You can find this from your dashboard)
• Always double check your work on your live campaign page after each edit to make sure things look the way you want.

Here you will be able to update your profile on our site including:

• Change password
• Update profile photo and bio
• Contact info
• Social Media links

TIP – Many donors search for projects on our site by the lead member and not always by the name of the project they want to support. This means it’s very important to have a quality headshot as your profile photo, your name updated to what most people know you as, and a bio that describes who you are.

This page is available both for project leaders such as yourself AND donors who create a login to our site while making a donation. Here you will be able to view your own personal donations.

TIP – Devxchange receives many calls and emails from donors requesting to verify donations. This feature should be highlighted to your donors so they always have access to verify their own donations and download their receipts. Also, by ensuring your donors are providing a valid email address we are able to provide tax receipts faster and without the added cost to Devxchange of sending regular mail.

1. Log into Devxchange website.
2. Under menu “My Account” select “My Projects/Campaigns”.
3. Edit and update your web page.
4. Other options under “My Account”
   1. “My Campaign Donors” will display a list of those who have donated online to your proejct.
   2. “My Donations” will list any online donations you have made personally.
   3. “My Profile” will enable you to edit your profile, upload a picture etc.
   4. To download a list of online donors including addresses and emails go to “My Campaigns/Projects”. You will see an option to either edit your Campaign or Export Donations. Selecting “Export Donations” will export names, addresses and emails of your donors into a (csv) file (open with excel)-so you can send them a Thank You.

Coming Soon