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Payroll deductions, where your membership fees sneak out of your pay check before you even miss them. Welcome to SwiftFox Academy, where we'll make managing these automatic payments a breeze.

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In this lesson, we'll show you how SwiftFox takes for complexity out of payroll deductions. We'll cover what payroll deduction actually is. How to set up a member for payroll deduction and how to process a payroll deduction batch.

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Think of payroll deduction as your union's automatic collection system. Members fees are taken directly from their salary by their employer, who then sends these payments to the union in one neat package.

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They'll also include a handy list showing who paid what. We'll call this a remittance list.

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SwiftFox makes this whole process simple and traceable so you can focus on what matters, supporting your members

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To set up a new member for payroll deduction. Start by going to the member's profile and navigating to the Finance tab. Create a subscription by selecting Create Plan and choosing Payroll Deduction as the payment method.

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Next, choose the payer by selecting the member's employers from the available payers list.

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Note that this list is managed separately from the members linked to organisation.

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Set the payment frequency to weekly or monthly and select proceed. SwiftFox will then confirm that the member is associated with that payroll payer.

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If the employer uses internal employee IDs, you can add this to the member's profile to help with the matching when processing batches later on.

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When that lovely bulk payment arrives from an employer. Here's what you need to do.

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Navigate to the payroll deduction section in the Action Centre, create a new batch by selecting new payroll deduction. Choose the employer who sent the remittance as the payer and optionally set the payment interval. Monthly, quarterly, etc.

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Next, you need to set two important dates. The effective date when payments apply to members accounts and the received date when you got the money.

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Enter the total amount that was deposited into your bank account and the payment method used.

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Finally, upload the remittance file. This is a spreadsheet containing each. Once your spreadsheet is uploaded, SwiftFox will guide you through matching the spreadsheet data to your member database.

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For files with multiple sheets, you first need to select the correct sheet for import.

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When it comes to matching data, you have several options. You can match members by their first and last name, or even create a custom combination of fields.

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If your spreadsheet contains header rows that shouldn't be included in the import SwiftFox allows you to skip these during configuration.

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To make future imports more efficient. Consider setting up a mapping profile. This is especially useful if you frequently receive files in the same format.

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Once the profile is saved, SwiftFox can automatically load the configuration for subsequent imports, saving you valuable time.

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After configuring the imports, SwiftFox will attempt to match each entry with a member in your system.

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If any entries can't be matched, for instance, if there's a new member, you'll be notified and can create their record before proceeding.

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As a final safety checks, SwiftFox ensures that the total of all matched payments equals the amount received in your bank account before allowing you to process the batch. When you're satisfied with everything, select process to complete the batch.

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Once processed, SwiftFox will automatically create receipts on each member's profile, showing the correct amount and effective date, while also logging the entire batch for future reference and tracking purposes.

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And there you have it. No more wrestling with spreadsheets or chasing missing payments. Just a streamlined system that keeps your records organised. Now go forth and process those payroll deductions with confidence, knowing that Swift has your back every step of the way.