Payroll Deduction Gift Posting

Janice Linkous

When posting Payroll Deductions, how do you distinguish between continuous payroll deduction gifts and non-continuous payroll deduction gifts?  Here are the options that we currently give our faculty/staff employees: 

1.  Continuous payroll deduction - with this option donors can specify an amount to be deducted from their paycheck and the payment continues to be deducted until the donor notifies us to stop deductions.  There is no specific end date.

2.  Non-Continuous payroll deduction - with this option donors can specify an amont to be deducted from their paycheck, however the donor specifies an end date for their deductions.  For example, a donor may want to deduct $15.00 a pay period for only 10 pay periods on the non-continuous payroll deduction but for a continuous deduction, they would deduct $15.00 a pay period for an unspecified amount of time (until they decide to stop the deductions).



We would like some input on how other schools handle the posting of these gifts in The Raiser's Edge. 



Thanks!

Janice D. Linkous ‘83

Prospect Research Associate

Radford University Office of Advancement

RU Corporate Park

PO Box 6915

Radford, Va. 24142

540-831-5733

540-831-5805 (fax)

jlinkous@radford.edu

www.giveto.radford.edu

 



 

Carolyn Moatz

We enter payroll deductions as recurring gifts, and when you add the recurring gift, you can schedule it to end after a certain amount of time. In the past, we've entered one-time payroll deductions as pledges, but we decided to track them all with recurring gifts so we can easily see who gives through payroll, and who makes a cash gift.

JoAnn Strommen

Janice, the two different types you describe are the descriptions we use to enter them as

• recurring gift - open ended amount, continues until notified to stop.
• pledge - specific amount, schedule created based on their requested amount/# of installments.

So we use both.  Works fine.  We use Batch > tools to automatically generate gifts - just include pledge and recurring due as of paydate.  I have query of all staff with pledges/recurring gifts.  We use a gift sub-type of payroll deduction so that finance can easily identify gifts basically received through accounting vs. cash.



There are some differences in reporting between pledges and recurring gifts on some of the financial reports.  So, I can see where using both types has its drawbacks.  However, for us, we would have issues plugging pledges in as recurring gifts due to the number of our staff who skip pay periods, seasonally come and go.  An end date for recurring which has passed would not show them as currently due without manually skipping transactions/adjusting schedule.  With a pledge and missed payments, unpaid balance continues to grow and we give options to complete payment at end of year.



You have to decide what would work best for your org.  This is what works best for us.