The Payroll Startup File Process Extension requires a structured implementation approach to ensure data integrity and a seamless transition to Bonterra’s CyberGrants system.  

Below are detailed steps for pre-implementation planning, implementation, and post-implementation best practices. 

Pre-implementation planning 

Step 1: Define data requirements 

• Review and understand the required fields and file layout.
• Identify all active, recurring payroll pledges currently managed in the legacy system.
• Map each legacy pledge to a corresponding CyberGrants Proposal Type and pledge type code. 

Step 2: Prepare resources 

• Assign internal stakeholders responsible for data extraction, review, and approval.
• Coordinate with your payroll provider to generate the required data in the correct file format.
• Allocate time for internal User Acceptance Testing (UAT) in the CyberGrants Sandbox. 

Step 3: Evaluate technical considerations 

• Confirm that Employee IDs match those used in the Human Resources (HR) feed.
• Validate charity information to reduce the risk of creating duplicate organization records.
• Ensure the total pledge and recipient organization allocations are accurate and correctly formatted. 

Implementation process 

Step 4: Submit test file 

• Deliver a complete test file of active pledges to CyberGrants.
• CyberGrants will load the file into your Sandbox environment for review. 

Step 5: Review and approve Sandbox data 

• Verify that all pledges and organization records appear correctly in Sandbox.
• Confirm the accuracy of the Summary and Detail records.
• Provide formal approval to proceed with production. 

Step 6: Submit the final production file 

• Send the finalized startup file to CyberGrants at least five business days before the go-live date.
• Ensure the file is identical in format to the approved test file. 

Step 7: Enforce program blackout period 

• Coordinate with internal teams to ensure no new pledges are created in the legacy system after file submission.
• Confirm that employees will not have access to update legacy pledges during the cutover. 

Step 8: CyberGrants production load 

• CyberGrants will load the final file into the production environment.
• Pledges will be created with an "Active" disposition, indicating readiness for payroll deduction. 

Post-implementation management 

Step 9: Reconcile records 

• Validate pledge totals and allocations in CyberGrants.
• Ensure all records reflect correct currency and pledge types. 

Step 10: Monitor employee access 

• Confirm that employees can view their active pledges upon login.
• Provide support for any discrepancies or missing pledges. 

Step 11: Manage duplicates and late entries 

• Use the CyberGrants Organization Merge Function.
• Manually enter any pledges created after the cutoff date to maintain payroll continuity. 

By following this structured approach, customers can ensure a successful migration of their program’s payroll pledge data and set the stage for a strong employee giving experience in CyberGrants. 

What else do you need help with?

• What is the Payroll Startup File Process Extension? 

Not what you’re looking for? Navigate to Payroll Startup File Process Extension Overview

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