Paycheck8

Making a Leave Donation

Make a Donation allows users to make a new donation to a VLTP recipient or the VLBP and view existing donation records. Users are also allowed to review historic donation details or take action on pending donation refunds. Pending donation refunds are donations which were returned to the donor by the VLTP Administrator.

To View Current or Historic Leave Donations:

1. Select Make a Donation from the Donated Leave menu on the Paycheck8 main menu page. The Make a New Donation page is displayed and shows leave donation requests for the current year.

   Note: Requests in pending status may be edited. Requests in approved or rejected status may only be viewed.

   

2. To view historic requests, complete the fields as follows:

   Field	Instruction
   Pay Year	Select the year of the donated leave requests to review from the drop-down list.
   Status	Select the status of the donated leave requests to review from the drop-down list. Valid values are All, Approved, Pending, and Rejected.

3. The historic requests are displayed. If no requests are found, the message, There are no leave donations for the selected year and status, is displayed.

   

To Make a VLTP Donation:

1. Select Make a Donation from the Donated Leave menu on the Paycheck8 main menu page. The Make a New Donation page is displayed.

   

2. Click Add VLTP Donation. The Make a New VLTP Donation page is displayed with a list of approved recipients. Users may search for a specific recipient by typing the recipients name in the search box. Users may also sort any column in ascending or descending order.

   

3. Click Select in the Action field of the employee to receive the leave donation. The page now displays the recipient's information and requires the donation specifics.

   

4. Complete the fields as follows:

   Field	Instruction
   Leave Type	Select the leave type to donate from the drop-down list. Valid values are Annual and Restored.
   Hours Donating	Enter the number of hours to donate.
   Accounting	Select the accounting code from the drop-down list.

5. Click Submit. The Make a New Donation page is displayed with the new donation shown. Donations will remain in a pending status until approved by the VLTP administrator. Donations may be edited as long as they are in a pending status. Donations in an approved status may be viewed, but not edited. The donated hours will be deducted when the T&A is processed.

   

To Make a VLBP Donation:

1. Select Make a Donation from the Donated Leave menu on the Paycheck8 main menu page. The Make a New Donation page is displayed

   

2. Click Add VLBP Donation. The Make a New VLBP Donation page is displayed with a list of active leave banks. Users may search for a specific leave bank by typing the leave bank name in the search box. Users may also sort the column in ascending or descending order.

   

3. Click Select in the Action field of the applicable leave bank. The page now displays the leave bank selection and requires the donation specifics.

   

4. Complete the fields as follows:

   Field	Instruction
   Leave Type	Select the leave type to donate from the drop-down list. Valid values are Annual and Restored.
   Hours Donating	Enter the number of hours to donate.
   Accounting	Select the accounting code from the drop-down list.

5. Click Submit. The Make a New Donation page is displayed with the new donation shown. Donations will remain in a pending status until approved by the VLTP administrator. Donations may be edited as long as they are in a pending status. Donations in an approved status may be viewed, but not edited. The donated hours will be deducted when the T&A is processed.

   

To Take Action on a Pending Refund:

1. Select Make a Donation from the Donated Leave menu on the Paycheck8 main menu page. The Make a New Donation page is displayed showing a donation refund.

   

2. Click Refund. The Donated Leave Refund Selection page is displayed showing the previous donation information and the refund election function.

   

3. The following fields are displayed:

   Field	Description
   Previous Recipient Name	Displays the recipient's name.
   Reason	Displays the reason for the medical emergency.
   Active Dates	Displays the active dates of the emergency.
   Total Donated Hours	Displays the total number of hours donated to the recipient.
   Refund Amount	Displays the amount of the refund.

4. Complete the remaining field as follows:

   Field	Instruction
   Refund Selection	Select the option to apply the refunded leave. Valid values are Current Annual Leave, Next Year Annual Leave, and Donate to another recipient.

5. Click Submit. If Donate to another recipient is selected, the Recipient Selection section is displayed.

   

6. Click Select adjacent to the new recipient's name. The Recipient Selection is displayed.

   

7. Click Submit to finalize the election. The Make a Donation page is displayed with the donation listed.

   

8. Click View to review the donation details. Donations redirected to another employee details are displayed to review.