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Date: November 20, 2013

Bulletin Number: CU-474

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Subject

2014 CUNY Charitable Campaign

Purpose

To provide instructions for processing payroll deductions for the 2014 CUNY Charitable Campaign Deduction Code 897.

Affected Employees

All employees.

Effective Date(s)

Payroll deductions for the 2014 CUNY Charitable Campaign will begin in paychecks dated January 9, 2014.

Background and CUNY Charitable Campaign Guidelines

At the request of CUNY Administration and Earthshare, the PayServ description for Deduction Code 897 will be changed from “United Way of CUNY” to “CUNY Charitable Campaign” for the 2014 campaign.  This description change will be effective in paychecks dated January 9, 2014.  Until that time, the deduction description will remain “United Way of CUNY”. 

An online enrollment process for Deduction Code 897 is available through EarthShare until December 20, 2013.  Employees wishing to donate to deduction code 897 are encouraged to initiate the deduction using the online enrollment process (https://giveattheoffice.org/_cuny/).  Agencies will not need to manually enter online enrollments in PayServ.  An electronic file will be created and sent to OSC to insert a row in the General Deduction page to initiate the deduction. 

Pledge cards are available from the college campaign coordinator for employees without computer access, or who choose not to use the online enrollment process.  All paper pledge cards will be submitted to EarthShare and will be entered into the online enrollment system by December 20, 2013 and included in the electronic file submitted to OSC.

Agency Actions

Agencies must data enter enrollments received after the December 20, 2013 due date.  Agencies will receive the deduction information for enrollments received after the due date from the Office of the CUNY University Director of Payroll Systems and Operations. 

Enter the transaction for Deduction Code 897, United Way of CUNY / CUNY Charitable Campaign, into PayServ on the General Deduction Data (Agency) page, using the following instructions:

  1. After logging into PayServ, access the General Deduction Data (Agency) page.
  1. Enter the NYS Emplid from the pledge form in the EmplID field of the dialog box and select Search.
  1. The employee’s General Deduction page appears. Select View All.
  1. Determine whether the employee already has a deduction record for Deduction Code 897, United Way of CUNY / CUNY Charitable Campaign.
    • If a record exists, select the + sign to add a new row in the Deduction Details page, insert a row and continue with Step 6.
    • If there is not an existing row for the United Way of CUNY Deduction Code 897, select the + sign to add a new row in the General Deduction page, insert a row and continue with Step 5.
  1. Deduction Code – Enter Deduction Code 897, United Way of CUNY / CUNY Charitable Campaign.
  2. Effective Date – Enter the effective date for the 2014 deduction to begin as follows:

Institution (Lag)

12/12/13

Institution (Current)

12/26/13

  1. Deduction Calculation Routine – Select Flat Amount from the drop down box.
  2. Deduction End Date:

Institution (Lag)

12/10/14

Institution (Current)

12/24/14

Note: The Continuous Giving Program is no longer available for Deduction Code 897, United Way of CUNY / CUNY Charitable Campaign.  Therefore, a Deduction End Date must be entered for 2014.  OSC will end date all existing Continuous Giving Program participants effective in the first paycheck of 2014.  Earthshare will notify these employees to re-enroll for the 2014 giving year in order to have payroll deductions continue.

  1. Flat/Addl Amount – Enter the amount to be deducted from each biweekly paycheck.  The Payroll Deduction amount requested on the authorization card is the amount to be deducted from each paycheck, not the total amount of the pledge.
  2. Save the transaction.
If an employee has a Goal Amount/Goal Balance in the existing record and the agency enters a transaction for 2014, the Goal Amount and Goal Balance will roll up on the newly inserted row unless the Goal Amount and Goal Balance are equal. Agencies must delete the Goal Amount and Goal Balance on the 2014 row and then save the transaction.

Exception:
If a participant chooses to elect other than the full year (26 pay periods), the agency must enter the total amount of the annual contribution in the Goal Amount field as well as the flat amount to be deducted biweekly. The appropriate effective and end dates must be used as outlined above.

Transfers

OSC automatically continues CUNY Charitable Campaign deductions upon an employee’s transfer from one agency to another within the same record. It is necessary to obtain a new authorization card only if the employee wants to contribute to a different non-profit organization in the new agency.

Cancellations

To cancel a CUNY Charitable Campaign deduction, the agency must insert a new row using the beginning date of the pay period in which the deduction should be canceled as the effective and deduction end dates. Cancellation notices must be retained by the agency.

OSC Actions

OSC will change the description for Deduction Code 897 from “United Way of CUNY” to “CUNY Charitable Campaign” effective in paychecks dated January 9, 2014                              

OSC will process the electronic file received from Earthshare to add a row to the employee’s general deduction record.  An error report of transactions not processed will be sent to EarthShare.

Questions Questions about this bulletin may be directed to the Payroll Earnings mailbox.