Employee Giving Campaign - Gifts of Paid Time Off

LaShawnda Woods 2 · September 2017

I've been at my organization for 4 months now and I am seeing some inconsistencies in data entry regarding employee giving. We are about to kick off this year's campaign and I have a couple of questions for my fellow users. Does your organization allow gifts of Paid Time Off? If so, how are you recording those gifts? What gift type are you using? As I begin the cleanup process and gear up for new gifts, maybe I can get some ideas as to how to code things going forward. Thanks in advance.

Margaret Whitaker · September 2017

Hi LaShawnda, our organization
accepts PTO payroll deductions for a number of initiatives.
Our annual employee giving campaign has just begun once again and
PTO is one of the giving options. For the annual employee
campaign, giving is handled through an internal online giving site
which is linked to PeopleSoft. This allows the employee to
add their id number which populates the form with their bio
information. If they choose PTO, the number of hours added to that
box option is converted immediately for the employee. Once
the campaign has concluded at the end of October, the site is
deactivated by HRIS. HRIS uploads the employee giving
information and subsequently pushes it out to the Gifts
Administration team to map the fund designations against their HRIS
codings which we import into RE. When the first deductions
start on the first pay cycle of cy18 the payment is also imported
and applied against the pledges. All the annual campaign
pledges have the following gift fields populated:

Gift Type – Pledge

Campaign – Employee Campaign
ID

Fund ID – per employee
designation

Appeal – 2017 Employee Giving (to
reflect solicitation year)

Payment Type – Other

Gift Reference – HRIS Deduction
Code (this is used to match up against the Journal Entry made to
Finance by HRIS)

We have six Foundations – each
with their own specific fund designations/deduction codes which map
to the GL numbers.

Margaret

Margaret S.
Whitaker

Supv Foundation
Database

Prospect Research
& Donor Management

Novant Health

1900 Randolph Rd., Suite 920

Charlotte, NC
28233-3549

704.384.5335-office

704.582.1229-mobile

704.316.8219-efax

www.novanthealth.org

Making
Healthcare Remarkable

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newSupportNovantHealth.organd follow us onFacebook,Twitter,Instagram,YouTubeand
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include trade secrets or privileged or otherwise confidential
information. Unauthorized review, forwarding, printing, copying,
distributing, or using such information is strictly prohibited and
may be unlawful. If you received this message in error, or have
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disparaging or harassing or if you find it objectionable please
contact Novant Health, Inc. at 1-800-350-0094 or forward the email
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LaShawnda Woods 2 · September 2017

Margaret Whitaker:

Hi LaShawnda, our organization accepts PTO payroll deductions for a number of initiatives. Our annual employee giving campaign has just begun once again and PTO is one of the giving options. For the annual employee campaign, giving is handled through an internal online giving site which is linked to PeopleSoft. This allows the employee to add their id number which populates the form with their bio information. If they choose PTO, the number of hours added to that box option is converted immediately for the employee. Once the campaign has concluded at the end of October, the site is deactivated by HRIS. HRIS uploads the employee giving information and subsequently pushes it out to the Gifts Administration team to map the fund designations against their HRIS codings which we import into RE. When the first deductions start on the first pay cycle of cy18 the payment is also imported and applied against the pledges. All the annual campaign pledges have the following gift fields populated:

Gift Type – Pledge

Campaign – Employee Campaign ID

Fund ID – per employee designation

Appeal – 2017 Employee Giving (to reflect solicitation year)

Payment Type – Other

Gift Reference – HRIS Deduction Code (this is used to match up against the Journal Entry made to Finance by HRIS)

We have six Foundations – each with their own specific fund designations/deduction codes which map to the GL numbers.

Margaret

Margaret S. Whitaker

Supv Foundation Database

Prospect Research & Donor Management

Novant Health

1900 Randolph Rd., Suite 920

Charlotte, NC 28233-3549

704.384.5335-office

704.582.1229-mobile

704.316.8219-efax

www.novanthealth.org

Making Healthcare Remarkable

Bookmark the newSupportNovantHealth.organd follow us onFacebook,Twitter,Instagram,YouTubeand LinkedIn!

----------------------------------------- This message and any included attachments are from NOVANT HEALTH INC. and are intended only for the addressee(s). The information contained herein may include trade secrets or privileged or otherwise confidential information. Unauthorized review, forwarding, printing, copying, distributing, or using such information is strictly prohibited and may be unlawful. If you received this message in error, or have reason to believe you are not authorized to receive it, please promptly delete this message and notify the sender by email. If you believe that any information contained in this message is disparaging or harassing or if you find it objectionable please contact Novant Health, Inc. at 1-800-350-0094 or forward the email to reports@novanthealth.org. Thank you.

Thank you for your feedback. Our coding is similar except for the gift type. Currently they are using Other, Cash and Pledge. There seems to be no rhyme or reason to using "other".

Mercedes McCayRead · September 2017

LaShawnda Woods:

I've been at my organization for 4 months now and I am seeing some inconsistencies in data entry regarding employee giving. We are about to kick off this year's campaign and I have a couple of questions for my fellow users. Does your organization allow gifts of Paid Time Off? If so, how are you recording those gifts? What gift type are you using? As I begin the cleanup process and gear up for new gifts, maybe I can get some ideas as to how to code things going forward. Thanks in advance.

Our company also allows PTO donations for our employee campaign. Those are tracked in a spreadsheet along with other donations (one time cash, one time PTO, cash, per pay period, etc.) and then I send the PTO information to our accounting department who in turn, calculates the $ donation for the hours of PTO and sends it back to me. I then create import templates and import all the donations as pledges, unless it was cash/or check in which case it gets coded as cash. So my gift type will be pledge for all of the PTO donations, one time donations and per pay period donations and cash if we received a check or cash. My pay method remains cash, since we will receive cash for the pledge. The only time I use "other" as a gift type is if it is a GIK donation.

Heather MacKenzie · September 2017

LaShawnda Woods:

I've been at my organization for 4 months now and I am seeing some inconsistencies in data entry regarding employee giving. We are about to kick off this year's campaign and I have a couple of questions for my fellow users. Does your organization allow gifts of Paid Time Off? If so, how are you recording those gifts? What gift type are you using? As I begin the cleanup process and gear up for new gifts, maybe I can get some ideas as to how to code things going forward. Thanks in advance.

We only allow gifts of the net dollars amount, and they are recorded as cash gifts since we actually get a check from our payroll department. For example, a $200 gross amount that had $50 removed in taxes would result in a $150 cash gift to us. Currently, this is only allowed when paid leave cashouts are happening anyway, our employees are not allowed to cash out hours to donate to us. We have a once a year voluntary cashout, and then some employees donate while cashing out upon termination as well. These are the only times my org is allowed to take donations through cashout of paid leave hours. Hope that's clear!

Employee Giving Campaign - Gifts of Paid Time Off

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