To make changes or to add payroll into Spark, the Benevity Technical teams will require a completed Payroll Schedule Template for each payroll schedule you have available to your employees. The following steps will walk you through how to complete the Payroll Schedule Template each time a change is needed. This is typically done a few months before the end of each calendar year.
Step 1: Download the template
Download the provided Payroll Schedule Template. Please use a separate template for each schedule.
For example, if you have a bi-weekly schedule and a weekly schedule, you will be sending us two documents.
Step 2: Complete the template
Complete the sections and columns as shown in the template.
- Payroll Title
First, add a title to each template you complete, with the name of schedule you are saving.
For example, (Company Name)_USA Bi-Weekly Pay Schedule 2021.
- Spark Period End Date
The Spark Period End Date is the day before you or your teams require the Payroll Deduction file from Benevity. For example, if your team needs to process the file on January 8, 2021, please list your period end date as January 7, 2021 (2021-01-07).
- Client Pay Date
The day your people on this schedule will be paid.
- Client Pay Start
The day this pay period begins. Your people can start making donations on this date and those donations will be applied to this schedule.
- Client Pay End
The cut-off date for processing payroll on your side. This date is set by your payroll team. This date will be later than the "Spark Period End Date" to allow enough time for your payroll team to process the deduction file sent by Benevity.
Step 3: Review date formats ( YYYY-MM-DD required)
To easily process this file our team does require a specific date format to be shared. Please review your templates and ensure that all dates are listed as YYYY-MM-DD.
Step 4: Send to Client Technical Support Team
Once complete, save your file as a .csv and name the file as appropriate to match the payroll title you have added in the file. Following the example above, the file would be named (Company Name)_USA Bi-Weekly Pay Schedule 2021.
Send all completed schedules as their own attachments to firstname.lastname@example.org and our Technical Support Team will ensure that they are uploaded in your sites!