Application Forms/Donation Forms Processing Schedule
In order to ensure that submitted application and donation forms get processed in time for payroll cutoff schedules all documents (applications, certifications of health care providers, and donations) will need to be submitted to the Benefits Department (email: firstname.lastname@example.org; fax: 919-681-8774) no later than noon on the cutoff dates listed here:
Payment Schedule and Instructions
(For Payroll Clerks and Department Supervisors)
The Kiel recipient's department must submit the Kiel Payment Form (BW) or Pay Exception Form (MO) indicating the dates and hours that the recipient was not at work during the specific pay period where he/she should receive Kiel donations. Please Note: A completed Kiel application and Kiel donation forms must be also be submitted first according to the "Kiel Application Forms/Donations Forms Processing Schedule" listed above.
For Monthly Recipients
The Kiel recipient's department must submit the Pay Exception Form indicating the days that recipient should receive payment for during the specified month. The original signed form must be submitted to Corporate Payroll (705 Broad Street, Box 90484) no later than date indicated below per the schedule in order to impact pay for the desired month. PLEASE NOTE: If Kiel Payment forms are not received by the due date and time as per the schedule, it will result in a denied Kiel payment. Payroll will not cut manual or off-cycle checks. Please refer to the schedule below for exact dates.
For Biweekly Recipients
The signed Kiel Payment Form must be submitted to the Benefits department no later than noon on 2nd Friday for the specific pay period. Please refer to the schedule below for exact dates. PLEASE NOTE: If Kiel Payment forms are not received by the due date and time as per the schedule, it will result in a denied Kiel payment. Payroll will not cut manual or off-cycle checks. Forms may be submitted to Benefits by email (preferred) to email@example.com (Subject: Kiel Payment Form), or by fax to 919-681-8774.
Kiel Payment Process
Benefits will review Kiel payment requests, monitor the number of hours donated for each recipient and hours submitted for payment, and process approved Kiel payment forms (BW). Kiel hours will only be removed from a donor's bank when a payment form requesting hours for the recipient has been received.
For biweekly, after approving the Kiel payment form, Benefits will forward the form to Corporate Payroll for processing of donated hours. For monthly, a Pay Exception form must be submitted directly to Corporate Payroll for payment of donated Kiel hours and Benefits will verify for Payroll if there are enough donated Kiel hours to support the pay exception request.
Donated hours will be paid to the recipient based on the submitted and approved forms. These donated hours will NOT be keyed in the recipient's Vacation or PTO balance in SAP or ReportXpress. For the donors, Payroll will adjust the Vacation and PTO balances out of the donor's record in SAP and ReportXpress.
Vacation and PTO time cannot be accrued on donated Kiel hours; however, time can be accrued during hours worked if receiving Kiel donations on an intermittent basis.