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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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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 the default dates and time on the platform is set to Coordinated Universal Time (UTC). |
The 1st Payment Cut Off Date
This is the last date in which employees can still make 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 . The donation recorded and this will be accepted as part of the pay cycle only if they have committed by the date shown here. Otherwise the donation will not be recorded at this pay cycleupdated 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 proposed 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.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
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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.
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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 for automated processing.
In Payroll Admin View, click on the Settings icon.
Click on Actions button, Select Add a new payroll cycle in the top right corner. drop down menu.
A pop up box window will open. Complete be displayed. Enter the details in the fields and providedand Click Save.
Repeat this process as required.
Before you continue to process donations, check the cycles you have set up is Enabled.
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Manual Runs
The platform will automatically trigger pay runs. However, pay runs can be manually triggered by using the “Manual Run” feature.
This feature is used if you need to manually trigger the payments that have been added by payrollFrom 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.