Payroll Deduction File Errors & How to Resolve Them

Common Reasons for Payroll Deduction Errors

1. Employee is not connected to the program

The employee may have an account but is not properly linked to your workplace program.

2. Employee has not joined / is not in your roster

The employee either has not joined your organization’s giving program or is missing from your roster entirely

3. Employee is archived

The employee exists in your roster but is currently archived, which prevents payroll deductions from processing.

Your Options When a File Has Errors

When errors appear, you have two ways to proceed:

Option 1 — Process the File As-Is

-Process the file with the valid entries

-Note the employees with errors

-Upload a separate correction file later once those issues are resolved

Option 2 — Discard the File and Reupload

-Discard the file

-Resolve all employee errors first

-Reupload a clean file with no errors

How to Resolve Each Error Type

🔹 Archived Employee

-Go to your roster

-Restore (unarchive) the employee

-Upload and process the payroll file

-Return to the roster and archive the employee again if needed

🔹 Employee Not Joined / Not in Roster

If the employee is NOT in your roster:

-Add the employee to your roster

-Have them join your giving program

-Once they’ve joined, reupload or process the correction file

If the employee IS in your roster but not joined:

-Reach out and ask them to join the program

-If they say they already have an account, the account may not be properly linked to your program

-Contact our support team to help link the account correctly