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Date: November 19, 2015

Bulletin Number: CU-519

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Subject

2016 CUNY Charitable Campaign

Purpose

To provide instructions for processing payroll deductions for the 2016 CUNY Charitable Campaign Deduction Code 897.

Affected
Employees

All employees.

Effective Date(s)

Payroll deductions for the 2016 CUNY Charitable Campaign will begin in paychecks dated January 7, 2016.

Background and CUNY Charitable Campaign Guidelines

An online enrollment process for Deduction Code 897 is available through EarthShare until December 18, 2015.  Employees wishing to donate to deduction code 897 are encouraged to initiate the deduction using the online enrollment process (https://www.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 18, 2015 and included in the electronic file submitted to OSC.

Agency Actions

Agencies must data enter enrollments received after the December 18, 2015 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, 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, 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.
  1. Deduction Code – Enter Deduction Code 897, CUNY Charitable Campaign.

  2. Effective Date – Enter the effective date for the 2015 deduction to begin as follows:
    Institution (Lag) 12/10/15
    Institution (Current) 12/24/15
  1. Deduction Calculation Routine – Select Flat Amount from the drop down box.

  2. Deduction End Date:
    Institution (Lag) 12/07/16
    Institution (Current) 12/21/16

Note: A Deduction End Date must be entered.

  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 2016, 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 2016 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 payroll 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 end date all SEFA deductions with no end date or an end date that is not valid effective in the first paycheck of the calendar year. 

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 regarding the on line enrollment process may be directed to Sheila O’Connor of EarthShare at (646) 380-1887 or by email to sheila@sefanyc.org .

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