Set your Pay Cycles for Automated Processing
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.
It typically reflects the payroll cycles of your company (e.g. fortnight, monthly) and will automatically group and process employee pledges to each pay cycle.
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.
To set up your automated processing in Settings, you will need to have the relevant information below to set up each pay cycle.
Cycle
The frequency cycle that you have selected will be shown here. Weekly, Fortnightly, Bi-Monthly (coming soon), Monthly, Half-Yearly.
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.
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.
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.
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.
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 drop down menu.
A pop up window will be displayed. Enter the details in the fields providedand Click Save.
Repeat this process as required.
Before you continue to process donations, check the cycles you have set up is Enabled.
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.
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 commit donations to the selected pay cycle.
How to Use a Manual Run