Purpose

To provide instructions for processing payroll deductions for the 2013 United Way of CUNY Campaign deduction code 897.

Affected Employees

All employees

Effective Date(s)

Payroll deductions for the 2013 United Way of CUNY Campaign will begin in paychecks dated January 10, 2013

United Way of CUNY Campaign Guidelines

The amount of deduction requested on the authorization card is the amount to be deducted from each paycheck, not the total amount of the pledge.

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

Option 1

Continuous Giving Program

Option 2

Calendar Year 2013 Program

Agency Actions

A new on-line enrollment process for deduction code 897 has been established through EarthShare. Employees wishing to donate to deduction code 897 are encouraged to initiate the deduction with the on-line enrollment process (https://giveattheoffice.org/_cuny/). Agencies will not manually enter these transactions 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. For employees without computer access, or who choose not to use the on-line enrollment process, pledge cards are available from the college campaign coordinator.

For data entry of pledge cards, agencies must review the pledge form and verify the completeness, accuracy and legibility.

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

• Option 1
  Continuous Giving Program – Agencies must not enter a deduction end date for employees who choose to participate.
• Option 2
  Calendar Year 2013 Program – Agencies must enter the applicable deduction end dates as described in Step 8 below.

For data entry of pledge forms 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 NYS Emplid from the pledge form in the EmplID 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 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 897, 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 2013 deduction to begin as follows:

   Institution (Lag)	12/13/12
   Institution (Current)	12/27/12

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

   Institution (Lag)	12/11/13
   Institution (Current)	12/25/13

   A deduction end date must not be entered for employees who participate in the Continuous Giving Program.
9. Flat/Addl Amount – Enter the amount to be deducted from each biweekly paycheck.
10. Save the transaction.

If an employee has a Goal Amount/Goal Balance in the existing record and the agency enters a transaction for 2013, 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 2013 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.

For those online enrollments that occur after the electronic file is transmitted to OSC, agencies will receive deduction information from the Office of the CUNY University Director of Payroll Systems and Operations. These transactions will need to be data entered as described above.

Transfers

OSC automatically continues United Way of CUNY 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 United Way of CUNY 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 process the electronic file 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 regarding the new on line enrollment process may be directed to Sheila O’Connor of EarthShare at (646) 496-0315 or by email to [email protected].

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