Purpose

To provide instructions for processing payroll deductions for Federated Community Campaigns (SEFA) for the 2004 calendar year.

Affected Employees

All employees

Effective Date

Payroll deductions for the 2004 campaign will begin in checks dated January 8, 2004 (Institution) and January 14, 2004 (Administration).

SEFA Campaign Guidelines Agency Actions

1. Agencies should review the authorization card and verify the completeness, accuracy and legibility of Federated Fund Code, Amount of Deduction, Employee's Agency Code, Social Security Number and Name.
2. The pre-printed Federated Code, which appears at the top right of the form, should be used as the deduction code. Cards that have been modified must be returned to the employee so they can complete a new card or authorize the deduction for the Federated Fund organization identified by the pre-printed code.
3. The Amount of Deduction is the amount to be deducted from each paycheck in the calendar year, not the total amount of the pledge.
4. The employee's signature is required to authorize the payroll deduction.

Agencies are required to enter the annual Federated Fund (SEFA) transactions into PayServ on the Gen Deduction Data (Agency) page, using the following instructions:

1. After logging into PayServ, access the Gen Deduction Data (Agency) page.
2. Enter the Social Security No. from the authorization card in the Empl ID field of the Dialog Box and click search.
3. The employee's General Deduction page appears. Click on View All.
4. Determine if the employee already has a deduction record for the specific Federated Fund No. on the authorization card by scrolling through the deduction codes using the scroll bar.
   • If a record with the same Federated Fund (SEFA) deduction code already exists, click on 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 Federated Fund (SEFA) deduction code, click on the + sign to add a new row in the "General Deduction Page", insert a row and continue with step 5.
5. Deduction Code - enter the correct deduction code for the Federated Fund (SEFA) on the authorization card.
6. Effective Date - enter the effective date for the 2004 deduction to begin as follows:
   • Institution (Lag) - 12/11/2003
   • Administration (Lag) - 12/18/2003
   • Institution (Current) - 12/25/2003
   • Administration (Current) - 01/01/2004
7. Deduction Calculation Routine - select Flat Amount from the drop down box.
8. Deduction End Date -
   • Institution (Lag) - 12/08/2004
   • Administration (Lag) - 12/15/2004
   • Institution (Current) 12/22/2004
   • Administration Current-12/29/2004
9. Flat/Addl Amount - enter the amount to be deducted from each biweekly paycheck.
10. Save the transaction.

The goal amount / goal balance fields should not to be used when entering SEFA transactions (see exception below). The above instructions must be used for entering SEFA deductions on an employee's record. If an employee has a goal amount / goal balance and the agency enters a transaction for 2004, the goal amount and goal balance information will roll up to the 2004 row. Agencies must delete the goal amount and goal balance on the 2004 row and then save the transaction.

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

OSC Actions

OSC has inserted end dates on the general deduction pages for employees with SEFA deductions whose record did not have an end date inserted. The end dates inserted were the dates described in last year's SEFA Payroll Bulletin No. 347.

EXCEPTIONS: For agencies 10680 and 10690, whose employees participated in the continuous giving pilot program, SEFA records will NOT be end dated.

United Way of CUNY (code 897) was also not end dated.

Changes

Employees who want to start or change a Federated Fund (SEFA) deduction may do so by completing a new authorization card. A payroll general deduction transaction should then be processed to start or change the deduction.

Transfers

OSC automatically continues Federated Fund (SEFA) deductions upon transfer from one agency to another. It is only necessary to obtain a new authorization card if the employee wants to contribute to a different Federated Fund (SEFA) organization in the new agency.

Cancellations

To cancel a Federated Fund (SEFA) deduction, the Payroll Office must insert a new row using the beginning date of the pay period in which the deduction should be canceled as the effective date and the new deduction end date. Cancellation notices must be retained by the agency.

Questions

Questions regarding this bulletin may be directed to the Payroll Deductions mailbox.

Link to - Federated Fund (SEFA) Code Listings