| (i) State law says that a state agency, other than
an institution of higher education, is not required to permit its
state employees to authorize a deduction until the first full payroll
period after the agency is converted to the uniform statewide payroll/personnel
system. A state agency covered by that law shall permit its state
employees to authorize deductions so that they are effective not later
than the first full payroll period after conversion of the agency.
Those authorizations may be made even if a state employee charitable
campaign is not occurring when the authorizations are made.
(ii) A state employee who begins employment with the
state may authorize a deduction if the employee's employer receives
the employee's properly completed authorization form or electronic
deduction authorization not later than the 30th day after the employee's
first day of employment with the agency. A new state employee may
authorize a deduction even if a state employee charitable campaign
is not occurring when the employment begins or the form or access
to the electronic online giving tool website or application is provided.
This clause does not apply to a state employee who transfers from
one state agency to a second state agency.
(F) Neither the comptroller nor a state agency is liable
or responsible for any damages or other consequences resulting from
a state employee authorizing an incorrect amount of a deduction.
(2) Minimum amount of deductions. If a state employee
authorizes a deduction, the minimum amount of the deduction is two
dollars per month. This minimum applies to each deduction authorized
by the employee. For example, if the employee authorizes two deductions,
then the amount of each of those deductions must be at least two dollars
per month.
(3) Changes in the amount of deductions.
(A) At any time during a campaign year, a state employee
may authorize a change in the amount to be deducted from the employee's
salary or wages during that year.
(B) A state employee may authorize a change only by
submitting a written authorization or electronic deduction authorization
change to the employee's employer. The authorization may be a properly
completed authorization form, electronic deduction authorization entered
through the online giving tool website or application, or another
type of written communication that complies with subparagraph (C)
of this paragraph.
(C) To be valid, a written communication, other than
an authorization form or electronic deduction authorization, that
a state employee submits for the purpose of authorizing a change must
specify or contain:
(i) the employee's name and appropriate identifying
information;
(ii) the name of the employee's employer;
(iii) the six-digit code number of the charity for
which the change is being authorized or, if the number is unknown,
the charity's name;
(iv) the new amount to be deducted;
(v) the effective date of the change; and
(vi) the employee's original signature.
(D) A state employee may not change the statewide federation
or fund or the local campaign manager that receives deducted amounts
if the change would be provided outside the time a state employee
charitable campaign is being conducted.
(E) A state employee may not change the eligible charitable
organizations designated to receive deducted amounts paid to a statewide
federation or fund if the change would be provided outside the time
a state employee charitable campaign is being conducted.
(F) A state employee may not change the eligible local
charitable organizations designated to receive deducted amounts paid
to a local campaign manager if the change would be provided outside
the time a state employee charitable campaign is being conducted.
(4) Sufficiency of salary or wages to support a deduction.
(A) A state employee is solely responsible for ensuring
that the employee's salary or wages are sufficient to support a deduction.
(B) If a state employee's salary or wages are sufficient
to support only part of a deduction, then no part of the deduction
may be made.
(C) If a state employee has multiple deductions and
the employee's salary or wages are insufficient to support all the
deductions, then none of the deductions may be made.
(D) The amount that may not be deducted from a state
employee's salary or wages because they are insufficient to support
the deduction may not be made up by deducting the amount from subsequent
payments of salary or wages.
(5) Timing of deductions.
(A) Except as provided in subparagraph (B) of this
paragraph, a deduction may be made only from the salary or wages that
are paid on the first workday of a month.
(B) If a state employee is not entitled to receive
a payment of salary or wages on the first workday of a month, then
the employee's employer may designate the payment of salary or wages
during the month from which a deduction will be made. A deduction
may be made only once each month.
(6) Cancellation of deductions.
(A) A state employee may cancel a deduction at any
time by submitting a written cancellation notice to the employee's
employer or by canceling an electronic deduction authorization through
the online giving tool website or application. The notice may be a
properly completed authorization form, another type of written communication,
or an entry into the online giving tool website or application cancelling
the deduction authorization. The authorization form or written communication
shall comply with subparagraph (B) of this paragraph.
(B) To be valid, a written communication, other than
an authorization form or electronic deduction authorization, that
a state employee submits for the purpose of canceling a deduction
must specify or contain:
(i) the employee's name and appropriate identifying
information;
(ii) the name of the employee's employer;
(iii) the six-digit code number of the charity for
which the cancellation is being made or, if the number is unknown,
the charity's name;
(iv) the amount of the deduction to be canceled;
(v) the effective date of the cancellation; and
(vi) the employee's original signature.
(7) Interagency transfers of state employees.
(A) A deduction that started while a state employee
was employed by a state agency may resume after the employee transfers
to a second state agency only if:
(i) the employee requests a copy of the employee's
authorization form from the first state agency and submits the copy
to the second state agency or alternatively requests a copy of the
report from the online giving tool website or application or other
documentation acceptable to the second state agency;
(ii) the employee properly completes and submits an
additional authorization form to the second state agency or completes
an electronic deduction authorization, if the agency requires submission
of the form or completion of the electronic deduction authorization;
and
(iii) the second state agency receives the copy of
the employee's authorization form or electronic deduction authorization
and the additional authorization form or electronic deduction authorization,
if required, not later than the 30th day after the employee's first
day of employment by the second state agency.
(B) A deduction that may resume under subparagraph
(A) of this paragraph shall become effective at the second state agency
not later than with the salary and wages paid on the first workday
of the second month following the later of:
(i) the month in which the agency receives the copy
of the authorization form or electronic deduction authorization to
which subparagraph (A)(i) of this paragraph refers; or
(ii) the month in which the agency receives the additional
authorization form or electronic deduction authorization, if the agency
requires submission of the form or completion of the electronic deduction
authorization.
(C) This subparagraph applies only if a state agency
requires an additional authorization form or electronic deduction
authorization to be submitted under subparagraph (A)(ii) of this paragraph.
The statewide federation or fund or the local campaign manager named
on the form or electronic deduction authorization must be the same
as that named on the original authorization form or electronic deduction
authorization. The additional authorization form or electronic deduction
authorization may not make any changes other than those that a state
employee who has not changed employers may make after a state employee
charitable campaign has ended.
(c) Designation of charitable organizations to receive
deducted amounts.
(1) Receiving deducted amounts through local campaign
managers.
Cont'd... |
