When you add the direct deposit information under Employee Management > Employee Pay > Direct Deposit.
To add a direct deposit for an employee, click Add New and complete the following information. Employees may have as many direct deposit accounts as they would like.
· Status: The available options available are “Active,” “Inactive” and “Prenote.”
o Active: The direct deposit will be activated on the next payroll the employee is paid.
o Inactive: The direct deposit will no longer be active.
o Prenote: A “test file” will be sent to the bank with the next payroll processing. This test is to verify the banking information is correct before a deposit will be made. The employee will receive a check each payroll until the prenote days have passed.
The prenote default is 10 business days. If a shorter period is required, please contact your Service Bureau. The status will automatically change to active after business days selected in the prenote process. The prenote days start counting from the day the prenote payroll was processed.
Note: To verify that an account has changed to active, preview the payroll and review the direct deposit register. The employee’s Direct Deposit screen will not change status until the payroll is processed.
· Account Type: Select one of the following: “Checking,” “Savings” or “Pay Card.” Some banks will reject a deposit if the proper type is not used.
· Sequence: This number establishes the order that the pay check is disbursed. In this example, Sequence 1 will deposit $50 into a “Pay Card” savings account. Any remaining funds will go into the “Remaining Net” account.
If there is only one account, the entire deposit will be placed in the “Remaining Net” account. You cannot enter an amount or percent for the Remaining Net account, as it will automatically calculate the funds and send them to this account.
· Frequency: Select the Pay Period(s) that the direct deposit is active from the drop-down menu. This will default to “Every Pay” for new records, but can be updated as needed.
Some of the Frequency options include:
o First Pay of the Month
o First Pay of the Quarter
o Last Pay of the Month
o Last Pay of the Quarter
o Odd Pay
o Even Pay
o Any combination of Pays of month
Here is an example of an employee with two accounts containing different Frequencies:
The first account has a Frequency of “Every Pay.” A direct deposit transaction will be generated every payroll.
The second account has a Frequency of “1st Pay of Month.” A direct deposit transaction will be generated only on the first pay of the month. An example of the employee’s Pay History on the 1st check of the month is as follows:
If an Additional Check is added, the direct deposit with a Frequency of “Every Pay” will be use for the direct deposit transaction. A message is displayed alerting the user of this when an “Additional” check type is used.
Note: If more information in needed in regards to Frequency, refer to the University Library article titled Employee Direct Deposit Frequency.
· Amount: If a specific dollar amount is to be deposited into this account, you can enter the amount here. If “Remaining Net” is used as the sequence, this field will be disabled.
· Percent: If a percentage of the net pay is to be deposited into this account, you can enter the percent here. If “Remaining Net” is used as the sequence, this field will be disabled.
Note: The direct deposit is based on the total net pay, not the remaining net at the time the direct deposit is processed.
· Routing Number: Enter the routing number in this field. The number will be validated for proper US banking format. If the number is not valid, an error message will display, and you will not be able to save the record.
· Account Number: Enter the account number in this field.
· Description: This field is used for informational purposes only, and will only display on this screen and the Employee Self-Service screen. Some users add the bank name or type of account in this field.
· Is Corporate Account: If this checkbox is selected, this bank account will be considered a corporate account by the bank listed for the employee.
Here is a quick help video on adding a direct deposit:
I would like to get direct deposit Erica Ford