Softwire Blog


What I did on my volunteering day – Jake


19 April 2017, by

Recently I went and volunteered at Cambridge City Food Bank, an organisation that helps provide emergency food to local people in crisis. They’re an entirely volunteer-run organisation that mostly relies on donations of food by the public. They work on a referrals basis, so not just anyone can turn up and ask for some food (which makes sense, but I hadn’t thought of it before), and they also sometimes provide other help, such as tokens/vouchers for top-up energy meters.

I was working at their office/warehouse and got shown around. This is their main sorting area, where all the donations they collect get weighed and categorized:

The boxes then get sent out to the various distribution points for pickup.

What I was actually doing was somewhat unrelated. The problem they had was that their accounting system for donations was set up slightly strangely – they were using what I think is double-entry accounting, where they were recording both an invoice and a payment for donations, which got slightly strange when they forgot to enter the invoice and the month rolled over, or something like that. So what I was tasked to do was to convert all the Invoice-Payment pairs into Sales Receipts in their Quickbooks accounting system. Sounds like something you could script, but there didn’t seem any easy way to do it, and there were quite a few edge-cases, so I ended up just doing a lot of copying and pasting.

Some interesting things I learned:

  • People are selective in what food they donate – e.g. they are often short of sugar because people think ‘that’s bad’, but people still need sugar!
  • Food bank usage is probably not growing as fast as the leftist media would suggest but is growing.

Payroll giving


3 April 2017, by

Payroll_Giving_2016_GOLD (004)One of the many perks we get at Softwire is access to a Payroll Giving scheme, which makes it easier than ever to support your favourite charities. Signing up to a payroll giving scheme has the following benefits:

  • The money comes out of your pay before you see it, which makes it tax-efficient and also psychologically easier to donate more and continue to donate for many years.
  • It’s charities’ preferred method of receiving donations, as it reduces the admin overhead of e.g. reclaiming Gift Aid.
  • It’s really easy to set up.

Last year, we took the time to publicise our payroll giving scheme more internally, and found a simple but effective way to reduce the barriers to entry still further: a number of my colleagues volunteered to go round to the desks of people interested in the scheme and take them through the sign-up process. And if it was after working hours, they would even bring a couple of beers along. This led to a doubling in uptake of the scheme, and we got 20% of our employees signed up in time for the Payroll Giving Awards 2016, which we think is fantastic! We are therefore proud to display our “PGA Gold Award”.

12 months on, we now still have over 20% of employees signed up to payroll giving, and we’re gunning for the Platinum Award this year.

If you were thinking of setting up payroll giving at your workplace, or joining your existing scheme, please do read the testimonials below for more inspiration, or feel free to contact us for practical help.

Rich C:

Payroll Giving CertificateI signed up with Tom after the company meeting. It was really simple to do, I think it took less than 10 minutes. I had some direct debits set up to some charities anyway and so I have simply transferred these into Payroll Giving so that the Gift Aid is taken care of and I can easily manage them online. The main problem I had was finally getting round to doing it – scheduling a time with Tom to sit down get it done really helped me, maybe I just need a lot of nagging to get stuff done though!

Tom E:

I started payroll giving fairly soon after joining Softwire, at the same time as I signed up for the Giving What We Can pledge. I find payroll giving a very easy way to give money both practically and psychologically – there’s no need to think about Gift Aid, and because the money never arrives in my account it doesn’t feel like I’m losing it. Sign-up is simple, and there’s no ongoing admin.

Zoe:

I’ve been doing payroll giving for quite a while now. I started when I realised that we were collecting large capital sums to support a village in Ashanti, and then incurring ongoing costs – for example the hardship fund. I liked the idea that if enough of us put in £10/month we could have an ongoing fund that would work a bit like taxes and provide ongoing support to the village. It was much easier to set up than I thought – I just filled in a form and now it goes out every month without my thinking about it.