Setting up Batches

Linda Kaspar:

How do I set up payroll donations that are pledged upon hire -- can this be done by setting up a batch?  Will the donation given be linked to the pledge as payment?  Any suggestions?  (Donations are given for a few months, a year, a few years to reach certain dollar amount, etc.)

Thanks.

Linda,

I have done payroll donations two ways in RE. 

First all pledges (we use "pledge" vs. "recurring gift" as it's for a specific amount) are entered with payment schedule  into  RE.  For us that's usually by batch as 98% are recieved at one time.  Addtional ones can be entered at anytime.  It can be a bit of work but then created a recurring batch with these constituent gifts. When I got the file from HR, I just opened my recurring batch, checked names to see if everyone in batch was on deduction list.  Edited as needed.  When committing the batch, updated the gift date and post date for the payperiod.  I tend to check the boxes at committal to apply to specified fund.  Gifts are applied to the pledges.  You select fund just like any other gift/pledge payment.

This year I again entered all the pledges.  Created a query of all staff with payroll pledges.  When I get payroll list, I create new batch and under tools use the generate payments feature.  Use my query for what records to include and due date the payroll date.  This generates a list of everyone who has a payment due.  (Set option to only pull one installment per record.)  Still have to review list generated to remove anyone who has payment due but no paycheck for that period. 

Both work fine.  Auto generating them may be easier.  Only drawback I've seen is that I've had to find an alternate way to track those done with their payments so they can be promptly receipted.  Manually removing them from the recurring batch, I could mark at that point that they had completed and/or check if they were still employed. 

Just two options I've used.