Payroll Reconciliation Categories

Payroll Reconciliation compares payroll deductions taken from employee paychecks, as listed in your actual files, with active pledges in CSRconnect. When the deductions match active pledges, the process generates payroll transactions and, if applicable, corresponding payroll match transactions.

When payroll deductions differ from active pledges, exceptions are generated. The assigned client admin receives an email from svc-PayrollRecon@blackbaud.com notifying them of the exceptions.

Note: When admins communicate with an organization about their users' payroll reconciliation exceptions, they can choose from a list of message templates that explain the exception and how to resolve it.

Use these descriptions to understand each exception type, the recommended research, and the actions your payroll team should take to resolve each exception.

Action Needed

Exception - Deductions Taken - no pledge on file

This exception occurs when YourCause does not have an active pledge for employees who had deductions taken from their paychecks.

Common causes:

The pledge was made by an employee directly through their payroll team and not through CSRconnect.
The prior month's pledge cancellation in CSRconnect was not updated in the client's payroll system.
The employee left the company after the deductions were taken and their profile was deactivated, thus canceling the pledge in CSRconnect.
The employee was on leave, thus canceling their pledge in CSRconnect, but the payroll team reinstated their deductions upon their return or rehire.

Recommended actions:

The client’s payroll team ensures all deductions with the exception type Deductions Taken - no pledge on file are canceled within their payroll system and employees are refunded for any deductions taken when no active pledge exists in CSRconnect.

Auto-Reconciled - $0 deducted

This exception occurs when YourCause has active pledges for employees, but no deductions taken from their paychecks.

Common causes:

The employee didn't have enough funds in their paycheck to accommodate deductions, which is common for hourly or contracted employees.
The pledge has not been entered into the company's payroll system yet, which is common if YourCause deduction files are imported by the client on a delayed payroll cadence.
The client missed importing a YourCause deduction file.

Recommended actions:

The client’s payroll team reviews all deductions with the exception type Auto-Reconciled - $0 deducted to confirm which employees have active pledges in CSRconnect but did not appear on any of the actual files sent to the application.
Clients can send confirmation to YourCause detailing which pledges should be canceled and which should remain active. Pledges that remain active should have deductions in the actual files in the future to prevent exceptions from occurring.
The client should cancel any pledges in CSRconnect that should not exist.

Exception - One Time - Excessive Deductions

This exception occurs when deductions are taken from an employee's paycheck in excess of the one-time pledge in CSRconnect. The Payroll Reconciliation Tool proportionally allocated the deduction to the employee's active pledges this cycle.

Common causes:

Funds are deducted for a prior pledge, which is now canceled, after the intended deduction date. Therefore, the pledge was not included in the current month's reconciliation.
The client's payroll team made an error in the deduction amount.

Recommended actions:

The client’s payroll team reviews the actual file to ensure the exact amount pledged is being deducted from the employee’s paycheck.

Review Recommended

Exception - Proportionally Allocated

This exception occurs when deductions taken from an employee’s paycheck are unequal to the active pledges in CSRconnect. The Payroll Reconciliation Tool proportionally allocates the deduction to the employee's active pledges this cycle.

An example of this is if an employee has one $50 pledge and one $150 pledge, but the client deducts only $100 from the employee's paycheck. In this case, $25 is allocated to the first pledge and $75 is allocated to the second pledge.

Common causes:

The employee has multiple active pledges. YourCause deduction files are imported by the client on a delayed payroll cadence, causing insufficient funding for these multiple pledges.

Recommended actions:

The client’s payroll team reviews the actual file and expected deduction values to ensure the exact amount pledged is being deducted from the employee’s paycheck.

Exception - One Time - Insufficient Deductions

This exception occurs when deductions taken from an employee’s paycheck are insufficient to cover the one-time pledge in CSRconnect. The Payroll Reconciliation Tool proportionally allocates the deduction to the employee's active pledges this cycle.

Common causes:

The employee has entered pledge values in excess of their expected paycheck. One-time pledges can only be allocated to a single transaction. As a result, the employee's one-time deduction will be reduced to what was deducted on the actual file.

Recommended actions:

The employee creates a new pledge for the difference in value if they wish to deduct the remainder of their intended pledge.

Exception - One Time - Excessive Deductions applied to different pledge

This exception occurs when deductions taken from an employee’s paycheck are in excess of the active pledge in CSRconnect. The Payroll Reconciliation Tool proportionally allocated the deduction to a different active pledge for this cycle.

Common causes:

Funds are deducted for a prior pledge, which is now canceled, after the intended deduction date. Therefore, the pledge was not included in the current month's reconciliation.
The client's payroll team made an error in the deduction amount.

Recommended actions:

The client’s payroll team reviews the actual file and expected deduction values to ensure the exact amount is being deducted from the employee’s paycheck.

No Follow-Up Action Required

Auto-Reconciled - Amounts Match

The deduction amount and the active pledge match the employee’s pledge this cycle.

Auto-Reconciled - One Time

The deduction from the employee’s paycheck was only enough for the one-time active pledge in CSRconnect. The Payroll Reconciliation Tool allocates the deduction to the employee’s one-time pledges this cycle.

Exception - User Override

This exception occurs when a user has overridden the amount sent in the deduction file with a different amount.