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 encourage Payroll to set up their pay cycles under Settings.
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It typically reflects the payroll cycles of the company (e.g. fortnight, monthly).
To set up your payroll cycle, you will need four types of information: the cut-off dates, the paid dates, the types of employees that are part of the cycle and the frequency.
Cycle
The frequency cycle that you have selected will be shown here. Weekly, Fortnightly, Monthly, Half-Yearly.
Country
The nominated country the cycle frequency you have opted above will be applied to the country.
Please note: 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 pledges, changes or cancel their donations. The donation recorded 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 cycle.
1st Payment Date
This is the date payroll proposed 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
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.
Employee Types and Categories
We understand companies big or small have 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 .
How to set up payroll cycles
In Payroll Admin View, click on the Settings icon.
Click on Actions button, Select Add a new payroll cycle in the top right corner.
A pop up box will open. Complete the fields and Click Save.
Repeat this process as required.
Before you continue to process donations, check the cycles you have set up is Enabled.
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 payroll. This is particularly useful if you need to reconcile donations that have not been processed at the right time and are causing data discrepancies. 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
They doe not process any donation but will tell you how many donations would be processed if you click on Manual Run with these types of payments (Cycle Frequency, Payment Date, Employee Types). 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.
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