Purpose

To provide instructions for processing payroll deductions for the 2005 United Way of CUNY Campaign

Affected Employees

All Employees

Effective Date(s)

Paychecks dated January 6, 2005

United Way of CUNY Campaign Guidelines and Agency Actions

CUNY has two options available for the United Way of CUNY Campaign:

Option 1

Continuous Giving Program - Agencies should not enter a deduction end date for employees who choose to participate.

Option 2

Calendar Year 2005 Program - Agencies should enter the applicable deduction end dates as described below:

1. Agencies should review the pledge form and verify the completeness, accuracy, and legibility of the amount and type of Payroll Deduction, Employee’s College and Department, Social Security Number, and Name.
2. The Payroll Deduction is the amount to be deducted from each paycheck, not the total amount of the pledge.
3. The employee’s signature is required to authorize the payroll deduction.

Agencies are required to enter the transaction for Deduction Code 897, United Way of CUNY, 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 Social Security Number from the pledge form 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 whether the employee already has a deduction record for Deduction Code 897, United Way of CUNY.
   • If a record 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 United Way of CUNY 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 Deduction Code 897, United Way of CUNY.
6. Effective Date - enter the effective date for the 2005 deduction to begin as follows:
   • Institution (Lag) - 12/9/04
   • Institution (Current) - 12/23/04
7. Deduction Calculation Routine - select Flat Amount from the drop down box.
8. Deduction End Date -
   • Institution (Lag) - 12/7/05
   • Institution (Current) - 12/21/05
   Note: Agencies whose employees participate in the Continuous Giving Program should not enter a deduction end date.
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 United Way transactions (see exception below). The above instructions must be used for entering United Way deductions on an employee’s record.

If an employee has a goal amount/goal balance and the agency enters a transaction for 2005, the goal amount 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 2005 row and then save the transaction.

Exception: If a participant chooses to elect other than the full year (26 pay periods), the agency 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 and end dates must be used as outlined above.

Transfers

OSC automatically continues United Way of CUNY deductions upon transfer from one agency to another. 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 United Way of CUNY deduction, the agency 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 deduction end date. Cancellation notices must be retained by the agency.

Questions

Questions regarding this bulletin may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.