Payroll Programs

• Campaign Types
• Payroll Types
• Payroll Feeds
• Payroll Dispositions

A Payroll program allows:

• Employees to make charitable contributions through payroll deduction

Components of a Payroll Program in CyberGrants:

• Enrollment/Pledge (Eg_deduction_summary/eg_deduction_detail)
• Outgoing Payroll File
• Incoming Payroll File (payroll feedback)
• Gift Creation (eg_request)

Campaign Types

Open Campaign:

• Employees can sign up, cancel or change their deduction selections at any time
• Requires recurring feed to their payroll department

Closed Campaign:

• Employees can only make selections (‘Pledge’) during the enrollment period (including changes or cancellations)
• No changes to selections until next campaign
• File typically sent to payroll once a year, at end of campaign

Semi-Open Campaign:  (Not common and not recommended)

• Employees can only make selections (‘Pledge’) during the enrollment period
• Changes can be made by Administrator outside of enrollment period
• Requires recurring feed to their payroll department to reflect changes

Payroll Types

• Recurring:
  • Deductions are taken from employees in each paycheck until employee has stopped or campaign year has closed
• One time:
  • Deduction is taken only one time from employee paycheck
• NOTE: If a client would like the ability for donors to create both a one time and a recurring deduction, two different proposal types are needed.

Payroll Feeds

• Outgoing:  CyberGrants to Payroll
  • File sent to employers payroll department indicating the ‘pledge’
    • Donor ID
    • Deduction Code (whether it’s one time or recurring)
    • Amount / Percent per pay period
    • Start date of deduction
• Feedback (Inbound): Payroll to CyberGrants
  • File sent from client to CyberGrants indicating how much was deducted out of each donor’s paycheck
    • Donor ID
    • Deduction Code (whether it’s one time or recurring)
    • Deduction Date
    • Amount deducted
• The feedback file will create the actual ‘gifts’ (eg_request) based upon the organization elections in eg_deduction_detail.
• NOTE: When configuring your payroll feed, specify any Privacy Preferences and/or Designation fields that need to be copied down to eg_request.
• NOTE: It is important to have the inbound feed loaded before the outbound feed takes place or else eg_request_ids could be created against the incorrect eg_deduction_summary_ids to potentially incorrect organizations/amounts.
• When CyberGrants receives the feedback file from the client, the job loads a copy of the file in payroll_feed.payroll_feedback before actually creating the eg_request_detail records and if applicable (eg_request_ids).
  • If any records are not reviewed/processed, there will be a null process date
• CyberGrants will only process positive records (no negative amounts) and records that do not have an error_condition_id on them.
  • Records sent with a negative or have an error condition will still have a process date on them but they will not actually load in eg_request_detail
• We do not load refunds nor will we ever pay them back to the donor.
• In some cases, there may be some records that result in an error and therefore, do not load.

Payroll Dispositions

• Pending – donor has made a new or change to an existing pledge.
  • If they changed an existing pledge, it will cancel their previous payroll deduction and create a new one in Pending disposition.
• Canceled- donor has canceled their pledge.
  • Donor can only cancel recurring payroll deductions or cancel their one time only if it has not yet been sent to the client to process.
• Active- once a recurring pledge is sent to payroll to process, the disposition will change from Pending to Active
  • "Transmitted to Payroll" field will be populated with the date the file was sent to the client to process.
• Closed- after a one time pledge is sent to payroll to process, the disposition will change from Pending to Closed.
  • The donor will not be able to make any changes to their organizations or amounts