PURPOSE

The purpose of this bulletin is to explain the procedures for entering various direct deposit transactions including:

• Enter a direct deposit record where none exists.
• Change an existing direct deposit record.
• Inactivate direct deposit records.
• Reactivate direct deposit records.

In order to process a direct deposit transaction you must have a completed >Direct Deposit of Salary Enrollment/Change Form' from the employee.

ENTER A DIRECT DEPOSIT RECORD WHERE NONE EXISTS

Single Account Direct Deposit - This procedure is used when an employee wants the direct deposit transmitted to a single account.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Type the Effective Date using the first day of the pay period you want to start the direct deposit, if appropriate.
5. Select Active from the Status drop down box.
6. Type 100 in the Priority field for an account with an amount or 200 for a net pay being deposited.
7. Click the radio button >Excess' if the Direct Deposit is for the full net pay or click the radio button >Partial' if the Direct Deposit is for a flat dollar amount.
8. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
9. Type the financial institution's routing number and the employee's account number in the Transit#/Account # field from Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
10. Obtain the employee's direct deposit option from the >Direct Deposit of Salary Enrollment/Change Form'.
     
    • If the employee selected a fixed amount direct deposit, type the amount in dollars and cents in the $ Amount portion of the % Net Pay/$ Amount field.
       
    • If the employee selected a net pay direct deposit, click on the Excess check box. This indicates the total net pay will be deposited to the account.
11. Save the information.

Multiple Account Direct Deposits - This procedure is used when an employee wants direct deposits transmitted to more than one account.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Type the Effective Date using the first day of the pay period you want to start the direct deposits.
5. Select Active from the Status drop down box.
6. Add the information selected for the fixed amount direct deposit.
   1. Type the Priority which indicates the order the deposit amounts are to be distributed. Use 100 as the first priority, 200 as the second priority, and so on (The last # priority must be for the net check full to be deposited).
   2. Click >Partial' allowed for the flat dollar amount to be deposited and click >Excess' for the full net amount to be deposited.
   3. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
   4. Type the financial institution's routing number and the employee's account number in the Transit#/Account # field from Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
   5. Obtain the employee's direct deposit option from the >Direct Deposit of Salary Enrollment/Change Form'.
      • If the employee has selected a fixed amount, type the amount in dollars and cents in the $ Amount portion of the % Net Pay/$ Amount field.
   6. Click on the inner scroll bar and insert a row for each additional fixed amount direct deposit that must be entered. Repeat steps 6a - 6d.
7. Add the information selected for the net pay direct deposit, if applicable. Click on the inner scroll bar, insert a row and enter the following information.
   1. Type the Priority which indicates the order the deposit amounts are to be distributed. The net pay direct deposit must have the highest priority number.
   2. Click on the Excess check box. This indicates the excess of net pay must be deposited to the account.
   3. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
   4. Type the financial institution's routing number and the employee's account number in the Transit#/Account # field from Section 2 of the >Direct Deposit of Salary Enrollment/Change Form.
      
      Each employee may have only one net pay direct deposit.
8. If a net pay direct deposit has not been selected, the balance of the net pay will be issued in a check.
9. Save the information.

CHANGE AN EXISTING DIRECT DEPOSIT RECORD

Change a Direct Deposit Record When Only One Exists - This procedure is used when an employee has only one active direct deposit record and wants to make a change.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Click on the top of the outer scroll bar.
5. Insert a row.
6. Type the Effective Date using the first day of the pay period you want to change the direct deposit, if appropriate.
7. Select Active from the Status drop down box.
8. Verify that 100 is entered in the Priority field.
9. Verify the >Excess' or >Partial' allowed does not need to be changed. If a change is needed, click on the appropriate radio button and unclick the button no longer needed.
10. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
11. Verify the financial institution's routing number and the employee's account number in the Transit#/Account # field with Section 2 of the >Direct Deposit of Salary Enrollment/Change Form.
12. Obtain the employee's direct deposit option from the >Direct Deposit of Salary Enrollment/Change Form.
     
    • If the employee is changing from a net pay direct deposit to a fixed amount direct deposit, remove the check from the Excess check box and type the appropriate information in the $ Amount fields.
       
    • If the employee is changing from a fixed amount direct deposit to a net pay direct deposit, delete the information in the $ Amount fields and click on the Excess check box.
13. Save the information.

Change One or More of Multiple Direct Deposit Records - This procedure is used when an employee has multiple active deposit records and wants to change one or more record.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Click the top of the outer scroll bar.
5. Insert a row.
6. Type the Effective Date using the first day of the pay period you want to change the direct deposit(s), if appropriate.
7. Select Active from the Status drop down box.
8. Click on the inner scroll bar. Use the scroll bar to select the distribution data that needs to be changed.
9. Verify that the Priority entered is correct. Keep in mind that if a net pay direct deposit exists, it must have the highest priority number. It may be necessary to change the priority on the direct deposit records.
10. Verify the >Excess' and >Partial Allowed' radio button is clicked for the appropriate change.
11. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
12. Verify the financial institution's routing number and the employee's account number in the Transit#/Account # field with Section 2 of the >Direct Deposit of Salary Enrollment/Change Form.
13. Obtain the employee's direct deposit option on the >Direct Deposit of Salary Enrollment/Change Form'.
     
    • If the employee is changing from a net pay direct deposit to a fixed amount direct deposit, remove the check from the Excess check box and type the appropriate information in the % Net Pay/$ Amount fields.
       
    • If the employee is changing from a fixed amount direct deposit to a net pay direct deposit, delete the information in the $ Amount fields and click on the Excess check box.
       
    • If an additional direct deposit record must be changed, return to step 8.
14. Save the information.

Adding a New Direct Deposit Record to an Existing Record - This procedure is used when an employee has an existing active direct deposit record, and wants to add other direct deposit records.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Click the top of the outer scroll bar.
5. Insert a row.
6. Type the Effective Date using the first day of the pay period you want to add the new direct deposit, if appropriate.
7. Select Active from the Status drop down box.
8. Verify the information in the distribution data. Change the priority as needed.
   • If the existing record is a net direct deposit and a fixed amount direct deposit is being added, change the net direct deposit priority to a higher number.
9. Add the information selected for the fixed amount deposit, if applicable. Click on the inner scroll bar, insert a row and enter the following information.
   1. Type the Priority which indicates the order the deposit amounts are to be distributed. Use 100 as the first priority, 200 as the second priority, and so on.
   2. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form.
   3. Click the radio button >Excess' if the Direct Deposit is for the full net pay or click the radio button >Partial' if the Direct Deposit is for a flat dollar amount.
   4. Type the financial institution's routing number and the employee's account number in the Transit#/Account # field from Section 2 of the >Direct Deposit of Salary Enrollment/Change Form.
   5. Obtain the employee's direct deposit option from the >Direct Deposit of Salary Enrollment/Change Form.
      • If the employee has selected a fixed amount, type the amount in dollars and cents in the $ Amount portion of the $ Amount field.
   6. Click on the inner scroll bar and insert a row for each additional fixed amount direct deposit or percent direct deposit that must be entered. Repeat steps 9a - 9d.
10. Add the information selected for the net pay direct deposit, if applicable. Click on the inner scroll bar, insert a row and enter the following information.
    1. Type the Priority which indicates the order the deposit amounts are to be distributed. The net pay direct deposit must have the highest priority number.
    2. Click on the Excess check box. This indicates that the excess of net pay must be deposited to the account.
    3. Click the appropriate radio button to indicate the Account Type selected in Section 2 of the >Direct Deposit of Salary Enrollment/Change Form'.
    4. Type the financial institution's routing number and the employee's account number in the Transit#/Account # field from Section 2 of the >Direct Deposit of Salary Enrollment/Change Form.
       
       Each employee may have only one net pay direct deposit.
11. If a net pay direct deposit has not been selected, the balance of the net pay will be issued in a check.
12. Save the information.

INACTIVATE DIRECT DEPOSIT RECORDS

Inactivate All Existing Direct Deposit Records - This procedure is used when an employee or agency is canceling all of the existing direct deposit records.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Click the top of the outer scroll bar.
5. Insert a row.
6. Type the Effective Date using the first day of the pay period you want to cancel the direct deposit, if appropriate.
7. Select Inactive from the Status drop down box.
8. Save the information.

Inactivate One or More of Multiple Direct Deposit Records - This procedure is used when an employee has multiple direct deposit records and is canceling only a select record or records.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display/All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Click the top of the outer scroll bar.
5. Insert a row.
6. Type the Effective Date using the first day of the pay period you want to cancel the direct deposit, if appropriate.
7. Select Active from the Status drop down box.
8. Click on the inner scroll bar. Use the scroll bar to select the distribution data that needs to be canceled.
9. Use the delete row button on the tool bar to delete the row of information.
   • If additional records must be canceled, repeat steps 8 and 9.
10. Verify the remaining direct deposit records and change the information (i.e. Account Type, Transit#/Account # and Priority) in each record as needed. If a net pay direct deposit exists, it must have the highest priority number.
11. Save the information.

REACTIVATE DIRECT DEPOSIT RECORDS

Reactivate a Direct Deposit Record or Records - This procedure is used when an employee or agency reestablishes a direct deposit record or records that are currently Inactive.

Steps

1. Open the Direct Deposit panel.
    
   • Start
   • Compensate Employees
   • Maintain Payroll Data U.S.
      
   • Use
   • Direct Deposit
   • Update/Display All
2. Type the employee's ID (EmplID) in the Dialog Box and click OK.
3. Select the employee's ID (ID) and employee record number (Empl Rcd#) from the List and click Select.
4. Click the top of the outer scroll bar.
5. Insert a row.
6. Type the Effective Date using the first day of the pay period you want to reactivate the direct deposit, if appropriate.
7. Select Active from the Status drop down box.
8. Click on the inner scroll bar. Scroll through the direct deposit records and verify that the information in each record is accurate based on the >Direct Deposit of Salary Enrollment/Change Form.
   • If any changes need to be made, refer to the appropriate section to change or add the distribution data.
9. Save the information.

Note: If an employee currently has at least one active direct deposit record and wishes to reestablish a previously canceled record, refer to Changing An Existing Direct Deposit Record - Adding a New Direct Deposit Record to an Existing Record.