employee giving...how to build the recurring gift batch

Julie Hiland:
I'm in a my fourth week here, and we have an employee payroll deduction campaign, which I've never done before.  Pledges are received by way of a custom BBNC online form, and uploaded into RE through Omatic/Batch in May/June.  Then when payroll deductions begin in July, we enter those in a recurring gift batch.  But that's about 900+ rows.  Any idea how that recurring batch was built?  Row-by-row to link to the pledges, or am I missing something??

Yes, if it's a recurring batch some one probably did a group add to batch or put in each individually.  How does your payroll deduction data come to you?  Is it done through Omatic too?

I've done employee payroll batches as a recurring batch in the past.  This year I've used the Generate Payment with a query of the staff.  Both ways have + and - to me.

With 900+ employees, I'd sure consider running a gift import as an option.

Julie Hiland:

JoAnn,

The pledges are entered with ImportOmatic, but then how do we create the recurring gift batch to start linking the deductions to the pre-existing pledges?  (The deductions come to us in a spreadsheet from Finance.)

Julie, I don't have ImportOmatic (wishing at times ) so don't know how all that works.  Don't know if you have an easy option to import the gifts using that tool right into RE.  I would hope so.  Do you have RE constituent ID's in that file?  If so, you could certainly do a gift import.  Import can be tricky at first but depending on how much your list of deductions changes each pay period it may save time in the long run.

If the deductions come in a spread sheet from finance and you have to do it manually, that I do each pay period for a much smaller list.  The staff names should all be in your recurring batch. (I have my names displayed with last name, first name so an alpha sort of the batch and excel file put them in the same sequence.) Then it becomes a matter just reviewing names and possible amounts if they flex to see that spread sheet matches the batch list.  If Joe Smith is in batch but no deduction this pay period you could change pay amount to $0 or you could delete his record from the batch (if he's back on payroll next time, you'd have to manually add him back into the batch if deleted, or change $0 back to correct deduction amount).  Any names on the spread sheet but not in batch report would need to be added to the batch. 

In the batch it should show the fund where the pledge is.  When you get to the batch committal, you can check the boxes to apply gifts to named fund, but they should be going their already if entered correctly.

 I know you're just figuring out how all this works so if I didn't explain something clearly, post again.