Purpose

The purpose of this bulletin is to provide instructions for processing payroll deductions for the 2020 CUNY Charitable Campaign Deduction Code 897.

Affected Employees

All CUNY employees are affected by this bulletin.

Effective Date(s)

Payroll deductions for the 2020 CUNY Charitable Campaign will begin in paychecks dated January 2, 2020.

Background and CUNY Charitable Campaign Guidelines

An online enrollment process for Deduction Code 897 is available through CUNY until December 13, 2019. Employees wishing to donate to deduction code 897 are encouraged to initiate the deduction using the online enrollment process (https://www.cunytuesday.org). 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 CUNY and will be entered into the online enrollment system by December 6, 2019 and included in the electronic file submitted to OSC.

Agency Actions

Agencies must manually enter enrollments received after the December 6, 2019 due date directly into PayServ. 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, 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.
2. Enter the NYS Emplid from the pledge form in the EmplID field of the dialog box and select Search.
3. The employee’s General Deduction page appears. Select View All.
4. Determine whether the employee already has a deduction record for Deduction Code 897, 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 CUNY Charitable Campaign Deduction Code 897, select the + sign to add a new row in the General Deduction page, insert a row and continue with Step 5.

5. Deduction Code – Enter Deduction Code 897, CUNY Charitable Campaign.
6. Effective Date – Enter the effective date for the 2020 deduction to begin as follows:

   Institution (Lag)	12/05/2019
   Institution (Current)	12/19/2019

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

   Institution (Lag)	12/16/2020
   Institution (Current)	12/30/2020

Note: A Deduction End Date must be entered.

9. 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.
10. Save the transaction.

If an employee has a Goal Amount/Goal Balance in the existing record and the agency enters a transaction for 2020, 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 2020 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 CUNY agency to another CUNY agency within the same payroll record. When an employee transfers, 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 or if the employee transfers to a non CUNY 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 end date all CUNY Charitable Campaign deductions for 2019 if the deduction has no end date or an end date that is not valid.

OSC will process the electronic file received from CUNY to add a row to the employee’s general deduction record for the 2020 contribution year. An error report of transactions not processed will be sent to CUNY.

Questions

Questions regarding the online enrollment process may be directed to Shakira Smith at (646) 664-3360 or by email to [email protected].

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