Payroll donations can appear in two places on an employee's profile depending on whether the payroll period is still open. Donations in Upcoming Donations can still be edited, cancelled, paused, or changed from one-time to recurring, while donations that have moved to Unprocessed Donations in the Donation History tab can no longer be changed. After a donation is committed, you can also check what later statuses mean as it moves through disbursement.
Administrators can also cancel upcoming payroll donations for employees, including when someone leaves your organization.
Permissions
All employees can access their own upcoming and unprocessed payroll donations. Anyone with the user account manager user role can also access these sections on another employee's profile.
Finding upcoming payroll donations
If the payroll period is still open, an upcoming donation appears in the Upcoming Donations section of the employee profile. It includes the donation amount and the date and time the payroll period will close. These donations remain pending until they are submitted for processing.
To access upcoming payroll donations on your own profile:
- Select your name in the top right corner, then select My Profile.
- Select the Giving tab.
- Select Upcoming Donations from the side navigation bar.
Note: Payroll periods are configured by the company. Donation processing occurs after each period closes.
Finding unprocessed payroll donations
If the payroll period has closed and the donation has not yet been processed, it moves from Upcoming Donations to the Unprocessed Donations section of Donation History. These donations are visible regardless of the year selected in the Donation History tab, which helps keep records complete for older payroll periods.
To access unprocessed payroll donations on your own profile:
- Select your name in the top right corner, then select My Profile.
- Select the Giving tab.
- Select Donation History from the side navigation bar.
- Find Unprocessed Donations below the yearly history.
Finding payroll donations on another employee's profile
As a user account manager, you can access upcoming and unprocessed payroll donations on another employee's profile from the admin area.
To access payroll donations on another employee's profile:
- Select Manage in the top right corner.
- Select People from the admin navigation bar.
- Find and select the employee's name to open their profile.
- Select the Giving tab.
- Select Upcoming Donations or Donation History from the side navigation bar, depending on which section you need.
Understanding payroll donation statuses
After an employee sets up a payroll donation, it moves through several statuses from deduction through disbursement.
| Status | What it means |
|---|---|
| Upcoming | The pay period is still open. The donation has not been deducted yet. The employee can still edit, pause, or cancel it until the period closes. |
| Unprocessed | The pay period has closed. Payroll is in progress and the deduction has not yet been confirmed in the success file. The employee cannot edit, pause, or cancel the donation in this status. |
| Initiated | The deduction has been confirmed and the donation has been committed. It has entered the disbursement cycle. |
| Initiated - Pending | Grouping has started. The donation is being combined with other donations going to the same nonprofit, in preparation for disbursement. |
| In Progress | Final grouping before funds are sent. Donations to the same nonprofit, including from other companies, are combined into one payment. This happens later in the disbursement cycle, closer to when the nonprofit is paid. |
| Completed | The funds have been disbursed to the nonprofit. |
How quickly a donation moves through post-commit statuses depends on your organization's disbursement schedule.
If your organization does not deduct the donation and it does not appear in the success file, it may be removed from the employee's Donation History after reconciliation. Separately, a payroll donation may be cancelled if the nonprofit is no longer eligible or becomes inactive.
These statuses sit within the wider payroll donation process, from deduction file through invoicing.