Employee Giving Payroll Deduct Form

Ashley Petty

Hello! Our organization will be starting a new Employee Giving Campaign soon. Historically we have had paper forms for the employee to complete stating the amount and fund for their gift. These are payroll deducted every two weeks. We would like to move this to an electronic form and would love to use RE or RE NXT. I am struggling to find the best way to complete this. I tried setting it up as a Donation Form but at the end of the form, it asks for credit card info. Any thoughts or any way someone has been successful in creating this for their organization?

Dariel Dixon

@Ashley Petty I think it depends on your goal. Generally with payroll deductions, there has to be something that would work in conjunction with the payroll office…something that states that the employee made this deduction themselves. That's usually why paper forms work best for these, as the employee signature is on record. Also, since the payment would be done outside of a payment method that RE can easily handle, I would continue to look at another option beside the donation forms.

JoAnn Strommen

@Ashley Petty We have considered other options as well. But as @Dariel Dixon said these payments are generally tracked outside of payment method or coding that is available when gifts are entered from a donation form. I think you would run into that if you tried to do them as pledges.

To step up from paper we have looked at Docusign / pdf forms with electronic completion but they can be so complicated and need to print to submit to HR anyway. We will be back to paper this fall so we can personalize letter to those with continuing pledges, those who are completing theirs and those who have not given.

Once you have your doc/pledge info we use a recurring batch. I have also used Tools >Generate based on a query of those with payroll deductions. Both work well in my opinion.

Alex Wong

@Ashley Petty
As “payroll deduction”, these are donation that will need to be manually processed by finance first in the payroll system, then gift recorded in RE.

So the question is, what are you trying to enhance?

Enchancement such that employee fills out the form that is added to a “cloud location” excel file, where payroll finance staff will access to setup in the payroll system for deduction?

or

enchancement such that gifts in RE will automatically be created

leaving out a lot of details as it depends on what you are trying to achieve.

Patti Posey

@Ashley Petty

Hi Ashley,

Do you have Blackbaud Luminate? I set this up in our donation forms in Luminate and within the donation form they have the option to use PTO. I created a Survey and added the option PTO click here. The form pops up for them to complete and submit. The form is electronically sent to our Director of Development who then forwards it to Payroll. When the check comes in from Payroll, we just enter them in a batch in RE. It works our great.

Patti Posey - Stamford Hospital Foundation

Miki Martin

@Ashley Petty I process our payroll deductions every two weeks. We are notified by Payroll of any changes and I make the necessary updates in a recurring gift batch before committing it with the corresponding pay date. When a new payroll deduction comes in it is through the Payroll office; as @Dariel Dixon and @JoAnn Strommen said they're the ones that actually process the payment. We then add the recurring gift or pledge from that information and then add it to the recurring batch. The only thing I can think of is have your Payroll/Finance provide you initially with a CSV file for the list of employees participating so you can add the recurring or pledge gifts and build a recurring gift batch from that (or do the Tools - Generate option to create a new batch each time).

Christel Tatro

@JoAnn Strommen We are using DocuSign web forms for this. The employee can go to a link to complete the form and sign, then HR is automatically CC'd with the completed/signed document. From there HR, works with Finance to process the payment.

Beth Gallagher

@Ashley Petty I created an OLX pledge page during 2020 at my last org for employee gifts but also worked VERY closely with HR and finance. Unfortunately, I don't have access to what I did anymore but am happy to help you through it should you decide to go that route. But I don't remember what finance did once they got the file from HR to confirm payments. We also used the payment methos of “Other” to employee pledges make sense and didn't use that for anything else. She would give me a list of payments to write off each time. Definitely depends on overall goal as others have said below.