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rapid! PayCard Payroll Integration

Updated

The rapid! PayCard integration enables the immediate deposit or ACH processing of payments to rapid! PayCard accounts.

Note: Before integrating Avionté's software with the rapid! Paycard service, your company must have an agreement arranged with rapid! PayCard regarding what services they will provide. Visit http://rapidpaycard.com/ for details and contact your Account Manager for details to inquire about this integration.

 

CHAPTERS

rapid! PayCard Setup
Employer Settings Configuration
Branch Configuration
Config Bank
Employee Bank Setup
rapid! PayCard Usage
Payment Made Through ACH
Payment Made Instantly
Payment Made Manually

 

rapid! PayCard Setup

The rapid! PayCard instant pay integration is configured in Admin tools > Config Options. After configuration, the option to create a rapid! PayCard account in Employee > Bank will become available. The ability to manually select transactions in a payment batch will also become available after rapid! PayCard configuration. 

 

Employer Settings Configuration

  1. Navigate to Start Page > Actions Menu > Admin Tools in the Avionté Core Application
    Note: Admin Tools can be accessed from the Actions Menu, Start Page, or Ctrl + L.
  2. Select System > Config Option to open the config option admin tool.
  3. Navigate to the Config Option ByFKName tab.
  4. Enter 'rapid' in the Property column to locate the rapid! PayCard config options.
  5. Click on an individual property, then enter its value into the ConfigOptionValue column in the right-hand panel. Values are provided by rapid! PayCard when registering for their service. 
    Config Option Type Setting Name Description
    Employer Settings rapid! PayCard User Name [REQUIRED] The account-level access control to rapid!'s system
    Employer Settings rapid! PayCard Password [REQUIRED] The account-level access control to rapid!'s system
    Employer Settings rapid! PayCard Cert Card Number [REQUIRED] The 16 digit cert card number
    Employer Settings rapid! PayCard Card Passcode [REQUIRED] The 4 digit passcode associated with the cert and funding cards
    Employer Settings rapid! PayCard Cert Card ID [REQUIRED] The default 10 digit cert card ID (overridden via the branch property)
    Employer Settings rapid! PayCard Funding Card ID [REQUIRED] The default 10 digit card ID to take funds from to pay employees (overridden via the branch property)
    Employer Settings rapid! PayCard SubCompany ID [REQUIRED AT EITHER BRANCH OR SUPPLIER LEVEL] An ID indicating the sub-company. (The SubCompany ID must be set at the Supplier level or the Branch level, but if it is set in both, it is overridden by the Branch level)
  6. Click Save to store these configuration values.

 

Branch Configuration

If the certification (registration) card and/or the funding card ID differs by branch, the following config options also exist at the branch level and will override their supplier's configuration. 

  1. Open Admin Tools in the Avionté Core Application
    Note: Admin Tools can be accessed from the Actions Menu, Start Page, or Ctrl + L.
  2. Select System > Config Option to open the config option admin tool.
  3. Navigate to the Config Option ByFKName tab.
  4. Enter 'rapid' in the FKName column to locate the rapid! PayCard config options.
  5. Configure the following Config Options using the information provided by rapid! PayCard when registering for their service.
    Config Option Type  Setting Name Description
    Branch rapid! PayCard Cert Card ID [REQUIRED] The default 10 digit cert card ID (overridden via the branch property)
    Branch rapid! PayCard Funding Card ID [REQUIRED] The default 10 digit card ID to take funds from to pay employees (overridden via the branch property)
    Branch rapid! PayCard SubCompany ID [REQUIRED AT EITHER BRANCH OR SUPPLIER LEVEL] An ID indicating the sub-company. (The SubCompany ID must be set at the Supplier level or the Branch level, but if it is set in both, it is overridden by the Branch level)
  6. Click Save to store these configuration values.

 

Config Bank

The addition of rapid! PayCard bank information (Name and Routing number) is required in Admin Tools > Config Bank before the integration can be used.

  1. Open Admin Tools in the Avionté Core Application
    Note: Admin Tools can be accessed from the Actions Menu, Start Page, or Ctrl + L
  2. Navigate to System > Config Bank to open the admin tool.
  3. Select Add New to enter the rapid! PayCard information.
  4. Enter the name as it will display in the system in the Bank Name field.
  5. Enter the routing number provided by rapid! PayCard in the Routing Number field.
  6. Click the "IsActive" check box.
  7. Click Save to store the bank for use.

 

Employee Bank Setup

A bank account is required for each employee being paid through this integration. These accounts are entered in the employee's direct deposit section.

    1. Navigate to the Employee > Payroll > Direct Deposit section in the Avionté Core Application.
    2. Click the New Bank button to begin entering the pay card account information. 
    3. Enter the following information to create the account:
      Field Name Description Notes
      Bank Name Select a bank name from the drop-down menu. This is the name as it will display in the system. The names found in this drop-down menu are configured in Admin Tools > Config Bank.
      Routing Number Enter the rapid! PayCard routing number.  This field will automatically populate based on the bank's configuration in Admin Tools > Config Bank.
      Account Type

      Select rapid! PayCard from the options in the drop-down menu.

      rapid! PayCard: The funds directed to this employee must be manually added. 

       

      When entering a Rapid card for the first time to an Employee record, the Account Type must be “rapid! PayCard”. (The Account Type of “rapid! PayCard” in conjunction with clicking the “Add” button is what registers the card with rapid! If the Account Type is not specifically “rapid! PayCard”, the data will never pass to rapid!).
      Account Number

      Insert the card ID of the employee's rapid! PayCard debit card. This is the 10-digit card number, not the 16-digit number on the front of the paycard.

      The Add button should be clicked after the information has been entered into all of the fields. See Step 4 below. 

      Note: If the Add button is clicked before adding the account number the employee will be assigned a random card number from Rapid! This will be sent to the employee via mail. 
      Funding Select ACH or Instant Payment

      There are three ways to deposit money into an employee's rapid! PayCard account:

      1) Deposit it through ACH

      2) Deposit via Instant Payment
      3) Deposit via Manual Load (Actions dropdown in Payroll)

      ACH will deposit the money with the other payments made via ACH. Instant Payment will deposit the money as soon as a payroll batch is closed.
      Amount Type Determines the method of amount calculation (Fixed Amount, Percent, or Remaining Amount), used when determining how much money will be transferred using this bank account. Every employee must have at least one bank with the Amount Type of 'Remaining'.
      Amount A dollar or percent amount. Enter when Percent or Amount is selected in Amount Type.
      Sequence The order the banks will be processed for an employee. The bank with 'Remaining' selected in Amount Type should have the largest sequence number.
      Prenote Send Date A "prenote" is a test transaction a banking institution uses to make sure the provided account information is valid. This field is used to record when the test was performed.  A prenote is not normally used to validate a pay card.
      Prenote Approve Date A "prenote" is a test transaction a banking institution uses to make sure the provided account information is valid. This field is used to record when the test was approved.  A prenote is not normally used to validate a pay card.
      Active Place a check in the check box if the card is active.  Only Active Banks will be used by the rapid! PayCard integration.
    4. Click Add in the Account Number field.
      Bank_Information.png

      If Add is not clicked:

        • The account will not be registered
        • The system will generate a message when Save Bank is clicked at the end of the process


        • If the Add button is not clicked and you receive the error from the screenshot, you no longer need to delete the Bank record. You need to click the "Add" button to register the card if you did not do it initially.



        • The Employee Bank Setup process must be restarted.


    5. Click Save Bank to store the information.

 

rapid! PayCard Usage

There are three processes that can be used to deposit money into an employee's rapid! PayCard account:

  1. Deposit it through ACH
  2. Deposit it via Instant Payment automatically
    1. Deposit it via Instant Payment manually

The Funding field determines whether the ACH or Instant Payment process is used.

Funding_-_ACH.png

Image: Funding - ACH

 

Payment Made Through ACH

Payments made through ACH can be done for single or multiple employees.

  1. The Funding field in an employee's Bank Information should be set to ACH.
  2. Navigate to Time Entry and complete the time entry process for the employee.
    Note: For more information on the Time Entry Process, view the Time Entry overview help page
  3. Navigate to Payroll and complete the payroll process for the employee. When the ACH file is generated, it will include all employees that have payments to banks with Account Type "rapid! PayCard" and Funding field "ACH."

 

Payment Made Instantly

Payments can be made instantly for a single employee or in a batch. 

mceclip0.png

  1. Ensure the Funding field in the employee's Bank Information is set to "Instant Payment."
  2. Navigate to Time Entry and complete the time entry process for the employee.
    Note: For more information on the Time Entry process, view the Time Entry Overview help page.
  3. Navigate to Payroll and complete the payroll process for the employee.
    Note: For more information on the Payroll process, view the Payroll Process Overview help page.
    • If rapid! PayCard Auto Post is set to True, funds will be automatically deposited to employee debit cards.

If an employee is only being paid instantly once and is normally paid through ACH, the Funding Field on the employee's Bank Information will need to be switched back to "ACH" before the employee's next payroll batch is closed.

 

Payment Made Manually

Use the manual option for rapid! PayCard loading at your site if you process payroll for several employees who use the cards at once and want the ability to select which cards to load at a given time. 

  1. In the Payroll section, process and post payroll as usual. 
  2. When the posting has been successful, navigate to Back Office > Payroll.
  3. From the Actions drop-down menu, click rapid! Instant Pay/Change Urgent. The rapid! PayCard wizard displays. 
  4. The rapid! Instant Pay/Change Urgent window lists all employees that are set up for payment with rapid! PayCard. Place a checkmark next to the Employee that should receive a deposit to their rapid! PayCard.  
    Note: To be on the list, the employee will need to be configured for rapid! PayCard and they must be processed for payroll. 
  5. Click the Finish button to finalize the process. Recipients should receive deposits to their paycards once finalized.

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