Frequently Asked Questions

How much should employees give?

• The minimum amount to be donated is R5.00 per month. An employee may however give any amount from R5.00 upwards, depending on what he / she feels comfortable with.  The present average amount we receive is ± R53.00.
  
  Once the employer has deducted the donation from the employee's salary, it must be paid into The Giving Organisation Trust account for distribution, and cannot be refunded.

 

For what period of time can an employee contribute?

• Once authorised, the employer will continue to process the deductions automatically until otherwise advised by the employee or until employment ceases. The employee may however cancel the donation by means of informing his / her “Charity Champion” or via our helpline.

Can anyone who works at the company join the scheme?

• Yes, any employee or pensioner can join, as long as their salary or pension is administered by either a payroll bureau or an in-house payroll department.

 

What happens if the employee changes his / her job?

• Should employment cease, the deduction is terminated and the employee will need to sign up for Payroll Giving at his / her new employer.

When will the charities receive the donations?

• For audit purposes, payment will take place in the following month after receiving payment.

Can the company match the donations made by its employees?

• Yes. Although optional, this is an excellent way for your company to demonstrate its commitment towards the community and its relations with employees. The company can specify in what proportion it wishes to match.
  
  Example: The company decides to match every employee's contribution, rand for rand (100% match), or the company decides to give 10 cents for every rand donated by an employee (10% match).

 

What records will your company need to keep?

The employer will need to keep the records listed below.  The Giving Organisation (if so required) can administer this process electronically. 

• Copy of the contract between The Giving Organisation and the company.

• Copy of the form/database completed by an employee authorising the employer to make deductions, as selected. This may however be done by The Giving Organisation, on your behalf, if so selected.

Record of deductions made from each employee's pay slips, done by the HR department

 

 

 

What other accreditation is given to companies?

• In recognition for companies' commitment towards Payroll Giving, the South African Payroll Association will present an annual prize for superior performance. Companies are graded, depending on the level of employee participation / increase in participation etc. In addition, organisations are rewarded for implementing Payroll Giving at their company by receiving a certificate and logo for use on company literature demonstrating their commitment to good causes internally and publicly, as well as Bronze, Silver and Gold Awards. Awards are allocated depending on the percentage staff and employer support.

How can marketing be done?

• All communication will take place via the company through the “Charity Champion”. Our in-house communication system and e-mails are also discussed and authorised by the company before any communication takes place.
  
  Popular approaches of marketing Payroll Giving include:
  -  The Giving Organisation will gladly do company resentations at meetings, events and functions
  -  Intra- or Internet messages, internal publications and newsletters
  -  Indicate launch on company calendar
  -  Messages on pay slips / Attachments to pay slips
  -  New employees can indicate participation upon acceptance of their employment contract
  -  Other creative promotional items can include tray-liners for the canteen, screen-savers, coasters etc
  
  The South African Payroll Association together with The Giving Organisation will provide the necessary assistance to facilitate the implementation of Payroll Giving.

What else can the company do to ensure optimal participation in the Payroll Giving Campaign?

• Obtain total commitment and participation from Top Management and allow staff to follow voluntarily.

• Officially launch the campaign within company to build enthusiasm and maximise the impact of the initiative.

• Promote Payroll Giving effectively and involve all departments, business units and divisions.

• Identify an internal “Charity Champion” - an enthusiastic employee who can act as your in-house liaison to provide information, motivate colleagues and to ensure that internal administration needs are met.

• Communicate continuously with employees and provide feedback on the progress of the initiative.

• The charities will provide the company with feedback on how the funds raised are spent.

• The Giving Organisation's proprietary communication system can administer and drive the above process electronically, effectively and free of charge.

 
The good news is that your current payroll system already records details of all deductions. It is merely another deduction code and the necessary reporting systems already exist for most Payroll systems.