To make things easier for your review we have provided you with a checkpoint of payroll donations for processing.
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Donations for processing include three sets of data:
New Donations,
Changed Donations and
Cancelled Donations.
There are a range of filters and search options available. You can use the “Save Filter” option to save searches that your company uses regularly (e.g. searches for certain employee types, or donations for a specific charity). You can also export your search results.
All the donations for processing will need to be confirmed by the payroll team. The aim of this processing is to validate the new pledge, the changed pledge or the cancellation of a pledge and by doing so confirming that these changes have been done in the payroll system of the company.
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What is a bulk review?Bulk Review will summarise the pledges that will be added to payroll. If you want to remove a pledge, you can deselect it in that review. Click on “Add to Payroll” when you confirm these pledges are added to the company payroll system. Once you have added these donations to payroll, they will no longer appear in the New Donations list. They will appear as “Pending” under the “All Donations” section. |
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I have added a donation to payroll. Does that mean the donation is paid on the platform?There is a fundamental difference between the two status. On one hand, “Adding to Payroll” means that the pledges are integrated in the system and will be paid when the next payroll cycle occurs. On the other hand, a pledge is paid at the date of the payroll cycle. For example, if employee John Smith pledges his first AUD15 regular pledge to WWF on the 10th of September, the pledge will appear in New Donations on that date. The payroll team adds to payroll by clicking on “add to payroll” on the 15th of September. Because John Smith’ payroll cycle is monthly and starts on the first day of the month, the pledge will be processed for the first time on the first of October. The donation is thus added to the payroll system on the 15th of September and paid on the 1rd of October. Note: There are some cases where the pledge has already been added to payroll and still need to be added to the platform. In this situation, the company admin can add a donation on behalf of the employee in Company admin > Employees > select the employee and “Donations on behalf” and then selected “reviewed by payroll”. When this option is selected, the pledge is directly added to the payroll cycle and does not need to be confirmed by payroll in “Donations for Processing”. |
New Donations
Select the New Donations that need to be processed.
Under the filters, there is a count of the pledges selected and their total amount that will help you confirm you checked the right pledges.
Once you are satisfied with the selected, click on “Bulk Review”.
Changed Donations
A donation is "changed" when an employee has edited a regular donation pledge (e.g. increased or decreased the donation amount). By actioning "Update in payroll", you will confirm the change for that pledge.
Select the updated Donations that need to be processed.
Under the filters, there is a count of the pledges selected and their total amount that will help you confirm you checked the right pledges.
Once you are satisfied with the selected, click on “Bulk Review”.
Cancelled Donations
Cancelled donations are the donations that have been cancelled by the employee on their My Giving page or by the Company Admin under Employees > Manage Donations.
By actioning "Cancel in payroll", you confirm that this pledge has been removed in the company payroll. For regular donations, all subsequent pledges will also be cancelled.
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Select the Cancelled Donations that need to be processed.
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Under the filters, there is a count of the pledges selected and their total amount that will help you confirm you checked the right pledges.
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This is the first check point for payroll processing on our platform. You can review changes made by employees to their payroll giving on the platform - new, changed and cancelled payroll giving donations are shown in the separate tabs provided.
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For every pay run, it is important to check this section first, as any updates made by your employees in relation to payroll giving will be visible here and not All Donations icon.
To see existing or recurring donations head straight to All Donations icon.
If you would like to extract this data and upload this to your payroll system use the Export button.
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Donations for processing has been arranged into 3 separate tabs.
Click each tab to see if there are any payroll giving updates for review.
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New will list all the new donation pledges made by the employees, new donations means that the employees have not previously donated to this campaign.
Changed will list all the changes employees would like to make on recurring donations for the pay cycle.
Cancelled will list all the donations employees would like to cancel in the next pay cycle.
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To help you review and prepare to extract data for your payroll system, range of filters and search options available to help, to further refine your data, click More Filters. Additionally we have provided you with a Save Filter button to make it easier for you to extract data in future pay runs. Export button allows you to download the information you see on the screen to then bulk upload into your payroll system if required. |
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We recommend you update your payroll system first before merging records on our platform. Once you’ve complete the steps below they will no longer be visible in Donations for Processing. |
Merging records to All Donations
When you are happy that you have successfully updated your company payroll system of new, changed and cancelled donations, the next step on our platform is to merge the records across to All Donations in preparation for the upcoming pay cycle.
New Donations
To merge records individually, click the button Add to Payroll
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Bulk Review
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Changed Donations
To merge records individually, click the button Update in Payroll
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Cancelled Donations
To merge records individually, click the button Cancel in Payroll
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To bulk merge records in any of the tabs you can tick the box on the left side of each name or go up top to select all, then click Bulk Review and scroll to the button at the bottom to click it.
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When you have completed merging the data go to All Donations