Payroll deduction forms are very similar to on-line giving forms, but don't require the same number of payment options.
They must be comprehensive enough to record as many characteristics of a gift/pledge as possible while still being simple enough for initiating and renewing payroll deductions in an uncomplicated fashion.
Ideally, they should also convey or link to a compelling case statement for faculty, staff and administrators that recognizes special virtues of employees as donors.
There should also be a link to a PDF form for those donor's who may not be comfortable with submitting their information online.
Any submissions received should be followed up with immediately and without delay.
There should also be adequate control and audit procedures in place to ensure that payroll deductions are entered correctly into the system and that deductions occur properly. This can often be complicated by the fact that both advancement and human resources are involved in the business processes.
Another place to consider on-line payroll deduction options, is to ensure that development and advancement needs are also met when employee self services are implemented on the web. These self services which typically allow employees to perform tasks such as managing benefits should also have a self service component for initiating payroll deductions.
It's also a good idea to offer a continuous giving option, but keep end mind a regular renewal solicitation is also good as it gives you an opportunity to increase the amount of the ask.
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Payroll deduction information ...
I authorize the university to deduct per pay period for a total of months.
I also authorize the automatic renewal of this donation by the university automatically until such time as I terminate my employment or notify the Office of University Advancement in writing.
I would like to designate my gift to Unrestricted Other (please specify below).
Enter any information on other designation including school, division, department..
Would you like your gift to be listed in recognition reports and other publications?
Yes (recognition name filled out below) Please do not list me in the annual report
Comments, questions or observations?
Please send me information on the following:
Planned Giving Brochures.
Copy of Annual Financial Report.
Campaign Progress Report.
For additional information, please contact the Office of University Advancement 999-9999