Setting up payroll cycle
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How does the payroll admin function work?Employees will select (opt-in) regular donations that they would like to make from the Give Money Marketplace. Upon confirming their donation, the transaction record will be allocated to a pay cycle. The pay cycle will be set by you as Payroll Admin. Follow the steps below. Once you have processed the first pay cycle, all ongoing regular donations will be automatically triggered and scheduled for the next pay cycle. |
When your company launches their workplace giving program, we provide an option for you to automate payroll donation processing on Catalyser under Settings.
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It typically reflects the payroll cycles of the your company (e.g. fortnight, monthly) and will automatically group and process employee pledges to each pay cycle.
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What is automated processing? On the platform you have the option to manually process payroll donations each pay cycle through All Donations. However, to streamline processes we provided Payroll Admins the ability to automate this process so that it will automatically process employee pledges from Pending to Paid based on the different pay cycles within your company. |
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To set up your
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automated processing in Settings, you will need
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The cut-off date
what is the first day of the pledges in scope? For example, if your donations are monthly and you want to process any donations of that month (from the first day to the last day of the month), then your cut-off date is 01/01/2019
The paid date
What is the official paid date of your cycle? Typically, employees are paid a few days after the cut-off date. For example, in the scenario above, you could set the paid date to 05/01/2019
The types of employees
Do your employees have different payroll cycles? This is where you can select all the employee types in scope for this payroll cycle.
The frequency
Are you employees paid monthly, weekly, fortnightly or twice a year?
When will the payments be processed exactly?
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to have the relevant information below to set up each pay cycle.
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Cycle
The frequency cycle that you have selected will be shown here. Weekly, Fortnightly, Bi-Monthly (coming soon), Monthly, Half-Yearly.
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What is the difference between fortnightly and bi-monthly? Fortnightly will be a rolling cycle every 14 days or 2 weeks from when you set the first payment date. This may result in two payments per month eg in July with a total of 26 payments annually. Bi-monthly will be two payment dates within a month and will have a total of 24 payments annually. |
Country
The nominated country the cycle frequency you have opted above will be applied to the country.
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Please note the default dates and time on the platform is set to Coordinated Universal Time (UTC). |
The 1st Payment Cut Off Date
Employees have the ability to update their pledges on the platform before each cut-off date. They can add new pledges, changes or cancel their donations and this will be updated in the relevant pay run. If any changes are made by an employee on or after the cut-off date the changes will be updated in the following pay run.
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Please note once you have set this initial date it will automatically reset to apply to the next pay run. |
1st Payment Date
This is the date Payroll has set to make the first payment of donations pledged by the employees. We recommend you select the payment date close to your actual pay date.
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Please note once you have set this initial date it will automatically reset to apply to the next pay run. |
The types of employees
Some organisations have different pay cycles for different types of employees. Click the drop down menu to find the employee type you require.
Common types of employees: Full Time, Part Time, Contractors to Permanent, Casual, Fixed Term or Short Term.
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Employee Types and Categories We understand companies big or small have different classification types, categories or groups in their organisation to manage teams, pay and organisation structure. We recommend Payroll to contact their workplace program administrator to ensure the appropriate classifications are available for pay cycle settings. This will optimise your efficiencies to process workplace giving donations . |
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How to set up payroll cycles
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for automated processing.
In Payroll Admin View, click on
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the Settings icon.
Click on Actions button, Select Add a new payroll cycle
by clicking the “+” signin the
top right corner.drop down menu.
A pop up
boxwindow will
openbe displayed.
Set the Status to “Active”. Select the cycle frequency, cut-off date, paid date and relevant employee types for that cycle frequency. Click “Save” to save your payroll cycle.Enter the details in the fields providedand Click Save.
Repeat this process
for additional payroll cycles.
Triggering pay runs
Note: This will only be available for active payroll cycles.
The platform will automatically trigger pay runs. However, pay runs can be manually triggered by using the “Manual Run” feature.
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as required.
Before you continue to process donations, check the cycles you have set up is Enabled.
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Manual Runs
From time to time, there may be adjustments in a pay run. This is particularly useful if you need to reconcile donations that have not been processed at the right time and are causing data discrepancies.
This feature is provided to Payroll Admins to check and make the appropriate adjustments per pay cycle.
In other terms, the manual trigger allows you to go back in time and process the donations selected as if they were being processed at the time you specified.
You have two different kinds of pay runs: the Test and the Manual Run.
Test runs
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Before any adjustments to a pay cycle we recommend you check the cycle by clicking Test.
Test
Allows you to check for any donations that have not been processed per pay cycle. This allows you to verify the number of donations that will be triggered before you actually do it.
Manual Runs
Manual Run will processed the donations at the dates specified. commit donations to the selected pay cycle.