This topic describes how to set up an employee's payroll for direct deposit to his or her personal bank accounts. If you haven't already done so, add the employee into the system before continuing. Your site may also be configured to only allow a single direct deposit setup per employee. If this is the case, when attempting to add a new bank direct deposit setup and one already exists, a window will appear to indicate this situation.
Set Up an Employee Direct Deposit
In the Employee section, search for and select the employee for which you are setting up deductions.
Expand the Payroll option in the Employee sub-menu and select the Direct Deposit option.
Click the New Bank link in the upper-left portion of the Direct Deposit tab. Notice the fields on the tab clear for new entry.
In the Bank Name drop-down, select the employee's bank. If the bank does not currently exist in the list, the bank must be added in Admin Tools.
In the Routing Number field, enter the bank's routing number.
In the Account Type drop-down, select the type of account in which the employee will have payroll deposited:
Employee's checking account
Global Cash Card
Global Cash Card is a payroll integration option. Visit the Global Cash Card article for details.
A pay card, such as for a bank, VISA®, or MasterCard®.
Employee's savings account.
rapid! PayCard is a payroll integration option. Visit the rapid! PayCard article for details.
In the Amount Type field, enter how the money should be deposited. Note: For each employee, a setup with the Amount Type of Remaining Amount must be set up. If your site restricts setups to a single direct deposit per employee, then you must set Amount Type to Remaining Amount. If multiple setups are allowed, one of the setups must be Remaining Amount.
Deposit is based on a set amount.
Deposit is based on a percentage of pay.
Deposit based on money that is left over after other deposits are made. When Remaining Amount is selected, then the Amount field will be grayed out, meaning the value for Remaining Amount need not be entered.
Based upon the Amount Type selected, the next field will change to one of the following:
Enter the amount in monetary format, i.e. 525.00
A percentage of the total pay that should be deposited. If all pay is intended for this bank, then enter 100%.
Sequence: Enter a value to indicate the order in which funds should be distributed among the employee's banks. If there is a bank with a sequence of 1 and another bank with a sequence of 2, the system will distribute the full amount from 1 before looking at 2.
Pre-note Send Date, Pre-note Approve Date: These dates can be entered by either selecting from the drop down or manually typed in the MM/DD/YYYY format.
If the pre-note is not required for the staffing company, then the current date populates on the Pre note Send Date and Approved Date, otherwise it appears blank. When the ACH is generated next time, those pre notes will be included in the ACH and sent to the bank. The pre note sent date is updated with the date the ACH was generated, and the pre note approved "dateis" updated with the current date plus the number of days specified in the config option PrenoteApprovalDay.
Active: This checkbox is used to set this bank direct deposit configuration as active or inactive. The Active checkbox is checked by default. If unchecked, a window appears confirming you want to make the bank direct deposit inactive.
Click the Save Bank icon in the upper-left corner of the window to save this direct deposit record. Upon clicking the Save Bank icon, the new bank direct deposit will be listed in the grid in the upper part of the window. To see detailed information for any of the saved banks, highlight the record and the details will be shown below.
View Employee's Direct Deposit History
To view a history of prior direct deposits for the current employee, click the Bank History tab found on the right side of the window.
View Setup Errors
Once bank information is saved, any errors will be displayed in the Bank Setup Error tab area. If the area is not automatically opened, click the Bank Setup Error tab to view errors.
The Error Message column displays details about the errors.
Possible Errors with a Direct Deposit Setup
An active bank of type Remaining Amount is required.
One bank with type Remaining Amount is always required so when the user enters a bank with Amount Type as Fixed Amount or Percent and saves it, the Bank Setup Error tab will display this error. Also, when there are multiple banks, then an Active Bank of type Remaining Amount cannot be made inactive. Upon doing so, the Bank Setup Error tab area will again display this error. However, when there is only one Active Bank, and it is of the type Remaining Amount, then that bank can be made inactive.
Cannot have multiple active banks of type Remaining Amount.
There can be only one active bank with the type Remaining Amount for an employee. If the user enters two or more banks as Active and Remaining Amount, the Bank Setup Error tab will display this error. However, other banks of type Remaining Type, but that are not active (the Active box unchecked) can be saved.
The Bank Routing Number must be equal to 9 digits.
The Routing Number of a bank should be equal to 9 digits. Review the routing number and verify that the correct number has been entered.
Delete Direct Deposit Setups
To delete a direct deposit setup, select the item in the list and press the Delete key on your keyboard, or, right-click the item and choose Delete Employee Banks. A window will appear asking to confirm the deletion of the bank setup.
Note: An active bank direct deposit setup that has the Amount Type set to Remaining Amount cannot be deleted.
The following links provide additional configuration information for setting up direct deposit at your site: