Giving Mode Configuration

Role: Company Admin
Portal: Actnation company portalProduction URL: https://organization.actnation.io/company/settings/giving-modePrerequisites: Company registration is complete.

Purpose

Giving Mode defines how donations are funded and what employees see. The selected-mode labels are Payroll + Corporate Giving, Payroll Giving only, and Corporate Giving only.

Setting up or updating Giving Mode

1. Go through the Giving Mode step in onboarding, or open Company → Settings → Giving Mode after onboarding.
2. During onboarding, choose Payroll + Corporate Giving, Payroll Giving only, or Corporate Giving only from the top-level cards. Payroll Giving only appears when enabled for your company. Only Payroll + Corporate Giving opens the contribution-model choices.
3. Configure the settings for your chosen mode (see below).

Payroll + Corporate Giving

Payroll + Corporate Giving funds employee donations from a company budget without voting periods. Choose one of two contribution structures:

Contribution model	What it controls
Fixed Yearly Contribution	Set a total annual budget (minimum 5,000 DKK) and distribute it evenly across active employees.
Employee Monthly Limit	Set a monthly giving limit per employee, allowing individuals flexibility in how and when they donate.

You can also enable the Personal Wallet alongside either budget structure. It lets employees donate directly through payroll in addition to the company-funded budget, and switches the giving mode between Company Wallet and Company + Personal Wallet.

If a monthly budget goes down — for example, you lower the Employee Monthly Limit, or a new employee joins a shared Fixed Yearly Contribution pool — any employee subscriptions that now exceed their new monthly budget are automatically scaled down proportionally at the next payroll run. See Payroll Runs for what this means for a run, and Managing Your Donations for what employees see.

Payroll Giving only

Payroll Giving only is employee-funded. Employees pay the full one-time or recurring donation through salary deduction; the company has no contribution model, company budget, top-up, Personal Wallet setting, or monthly employee balance. A connected Zenegy payroll system or pending payroll connection request is required to complete onboarding.

After onboarding, Settings shows Payroll Giving only as a separate, read-only card at the top level. Other giving modes and contribution-model choices are hidden for these companies. You cannot switch away from this mode in Settings or disconnect payroll while it remains active.

Corporate Giving only

Corporate Giving only runs on voting periods where employees vote on which campaigns receive a share of the company's donation budget. Configure:

Setting	What it controls
Annual Budget	The total company donation pool per financial year (DKK). Minimum 5,000 DKK.
Voting Periods Per Year	How many separate giving windows run each year.
Financial Year Reset Date	When the annual budget automatically renews.
First Voting Period Start Date	When the very first voting period begins.
Voting Period Length	How many days each period stays open for employee voting.
Max Votes Per Employee	How many campaigns each employee can vote for per period (1, 2, or 3).

How vote allocation works

When a voting period closes, Actnation automatically calculates each campaign's share:

1. Votes per campaign are counted across all employees.
2. Each campaign's share = its votes ÷ total votes cast.
3. Each campaign receives: its share × the period's total budget (including any boosts).
4. A separate donation record and payment are created for each NGO.

Switching between giving modes

You can freely choose or change your giving mode category while onboarding is still in progress.

Once onboarding is complete:

From → To	Allowed?
Corporate Giving only → Payroll + Corporate Giving	Yes, via a guided transition in Settings. Payroll Giving only cannot be selected as the destination.
Payroll + Corporate Giving → Corporate Giving only	Yes, via a guided transition in Settings.
Payroll Giving only → another mode	No. Other giving modes are hidden in Settings.

Aside from the Corporate-to-Payroll transition, the following changes are supported within your current category after onboarding:

Category	Changes supported after onboarding	Restrictions or timing
Payroll Giving	Budget amounts and the Personal Wallet toggle (Company Wallet ↔ Company + Personal Wallet)	Contribution-model changes are scheduled for a subsequent payroll run. Personal Wallet changes apply immediately.
Corporate Giving	Annual budget, financial year reset date, and max votes per employee	Voting periods per year once any voting period exists

Transitioning from Corporate Giving only to Payroll + Corporate Giving

From Company → Settings → Giving Mode, with Corporate Giving active, click the Payroll Giving card to start the transition:

1. Resolve open voting periods (only shown if you have a pending or active voting period). Choose one:
   • Complete & Cancel — completes the active period today (its donations process normally) and cancels every pending period. This option is unavailable if the active period started today or has no votes yet.
   • Cancel All — cancels every open voting period, active or pending, with no donations created for them.
   • Either way, any open Individual Gifting periods are also cancelled as part of the transition.
   • Voting periods cancelled by this transition are identified separately from periods cancelled through the normal voting-period workflow.
2. Choose a contribution model — Fixed Yearly Contribution or Employee Monthly Limit — and configure its budget, same as a normal Payroll Giving setup.
3. Confirm the transition in the dialog that appears. This cannot be undone.
4. On success, you land back on the Giving Mode screen with Payroll Giving active, and a confirmation banner appears.

This is a one-time, one-way move: your Corporate Giving settings are removed, and monthly balances are created for your active employees under the new model. Completed periods, existing donations, and employee gifting wallet balances are left untouched.

Transitioning from Payroll Giving to Corporate Giving only

From Company → Settings → Giving Mode, choose Corporate Giving, configure the corporate budget and voting-period settings, and choose how Actnation should handle any remaining employee balances. Confirm the transition to switch modes.

This transition is available to Payroll + Corporate Giving companies. Payroll Giving only companies do not see other giving-mode choices in Settings.

The Corporate Giving option is disabled while a payroll run is pending, in progress, or failed. Hover over the disabled option for an explanation, then complete or resolve the payroll run before switching.

The transition ends all recurring payroll campaign subscriptions for the company, including subscriptions to campaigns that have already ended. Employees can no longer create payroll donations from those subscriptions after Corporate Giving becomes active.

The screen returns success as soon as the Giving Mode change and related Actnation records are saved. Payroll deductions that were already being created in the payroll provider are then reconciled asynchronously. Actnation checks again after 1, 2, 5, 15, and 30 minutes and removes any late deductions it finds. A deduction can therefore remain visible briefly after the transition; persistent cleanup failures are handled by Actnation operations.

Changing your Corporate Giving yearly budget

When you update the yearly budget on an existing Corporate Giving setup, a confirmation dialog appears before the change is saved. It asks you to confirm the new amount and offers an option to also update next year's budget to match — check this box if you want both years aligned, or leave it unchecked to keep next year's budget as previously set.

Troubleshooting

Problem	What to do
Cannot save giving mode settings	Check that date combinations are valid and that max votes is between 1 and 3.
Annual budget cannot be reduced	Budgets can only be increased, not decreased. Contact support for exceptions.
A Payroll Giving change does not take effect immediately	Budget changes are supported after onboarding. Contribution-model changes are scheduled for a subsequent payroll run; Personal Wallet changes apply immediately.
Corporate Giving is disabled for a Payroll Giving company	Complete the pending or in-progress payroll run, or resolve and retry a failed run, before switching.
A payroll deduction is still visible shortly after switching to Corporate Giving	Cleanup runs asynchronously for up to 30 minutes. If it remains after that window, contact Actnation support.
The Complete & Cancel option is greyed out during a transition	The active voting period was started today or has no votes yet — use Cancel All instead, or wait a day.
Voting Periods Per Year cannot be changed	This is locked once any voting period has been created, even a pending one.
Giving mode options do not match expectations	Some modes depend on your company's plan. Contact your Actnation account manager.
Payroll Disconnect is disabled	Payroll Giving only requires the payroll connection. Contact Actnation support if the setup needs to change.

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