In the Leave policies settings, you'll now find a new button labeled Manage leave donations. Here, you can create, edit, and track all campaigns, whether they are active, scheduled, or completed.
Create a new campaign
Employees will have the option to make donations if, when creating a "Donate your leave" campaign, a leave policy assigned to them is selected.
To create a new campaign, click the +New campaign button.
2. Start by naming your campaign and providing a brief description, such as who the campaign is for and its purpose. You can choose an active campaign and get information about it on the KOLO Foundation website.
3. Set the campaign’s date range, specifying when employees can donate their leave. The campaign can begin immediately or be scheduled for future dates.
4. Upload a cover image that will be visible to all employees during the donation process.
5. Select the appropriate leave policy from which the donated leave will be deducted. All employees who are assigned to the selected leave policy will be able to donate leave.
Edit the campaign
All campaigns can be edited. To make changes, select the campaign and click the Edit button. Then, proceed to make your desired modifications.
Donate your leave
When the campaign is active, all employees will see a new widget on the Home page featuring the campaign's cover image and a Donate button. To donate your leave, follow these steps:
1. Click the Donate button.
2. Select the number of days you wish to donate. Your remaining balance will be visible to help you make informed decisions.
3. Click the Save button.
Track your leave donations
All employees can track the donations in their profiles. In the Time off tab scroll down to the History tab. In the Used column, the amount you donated is displayed.
Export donation information
After the fundraising ends, you can export a report with data on employees and their donations. To do this, select a closed campaign and click Export. When the file is ready, you’ll receive a notification in the system. Click on the notification, and the report will automatically download to your computer.
This report provides details on the hours/days collected in a campaign, automatically converted to a monetary equivalent based on each employee's salary (if PeopleForce has access to this data, which requires compensation details to be filled in each employee's profile under the compensation tab). This process reduces the workload for the finance department, as donation amounts are deducted directly from leave balances and the designated leave budgets, without impacting the current payroll.
Example: Suppose your salary is $2200, and there are 22 working days in the month. You earn $100 per day. If you donate 2 days off, that’s $200. So, the $200 is the monetary equivalent of the two days you donated.
Share the link to the campaign
To generate a link to a campaign after it's launched, go to the leave policy settings and select the campaign. In the pop-up window, click Copy link to get the URL. You can use this link for promotions and include it in emails to inform your employees about the campaign.
