Adding a Payee

From the Payroll screen, select the Maintenance menu and then Payees.

Note: If a calculate payroll batch has been created and not yet updated, a message will appear stating a payroll is in progress and the changes may not take effect until the batch is recalculated; click OK.

At the Payees screen, click the New Record button.

Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.

Click the General tab to complete the name and address information for the payee.

Enter a unique ID for the payee in the Payee ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).

Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the Legal Business Name (or Last Name if an individual), leave the ID field blank; once the record is saved, the ID will be assigned. If the company's name starts with the word "The" and "The" is entered at the beginning of the company name in the Legal Business Name field, the system will disregard "The" when automatically assigning the ID. If the ID entered in the field is for an existing entity not currently flagged with the entity role of Payee, a prompt will appear asking if the Payee role should be added; click Yes to make the entity a payee.

Select the Active field to stipulate the payee is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new payee, the Active field is selected by default.

Note: If the Active field is unselected (a checkmark does not appear in the box) for an existing payee, the payee will still be utilized (paid) for any deductions and taxes to which it is still tied.

The role(s) in which the payee is defined and used within the School Accounting System appears in the Entity Roles field. When adding a new payee, the system automatically assigns the entity role of Payee. If more than one entity role appears, the payee can be used and accessed in all the applicable areas using the exact same ID.
If the payee is a company, enter the name of the company in the Legal Business Name field. If the payee is an individual, leave this field blank. The name can be alphanumeric and up to 75 characters long.

Note: If the company's name starts with the word "The", be sure to enter "The" at the beginning of the name in the Legal Business Name field; the system will disregard "The" when automatically assigning the ID (if applicable) and when searching on the Payee Name field in other areas of the system (for example, "The Life Insurance Company" becomes "Life Insurance Company, The" for sorting and searching purposes).

If the payee is an individual, enter the person’s last name in the Last Name field. If the payee is a company, leave this field blank, or if desired, enter the last name of the person who owns the business in the Last Name field. The last name can be up to 40 characters long.

Note: When a check is printed to the payee, the check will be written using the Legal Business Name if applicable, or else the First Name followed by the Last Name.

If the payee is an individual, enter the prefix (such as Dr., Mr., or Mrs.) for the person in the Prefix field if applicable, or click the down-arrow button to select the correct one. If the payee is a company, leave this field blank, or if desired, enter the prefix of the person who owns the business in the Prefix field.
If the payee is an individual, enter the suffix (such as Jr. or Sr.) for the person in the Suffix field if applicable, or click the down-arrow button to select the correct one. If the payee is a company, leave this field blank, or if desired, enter the suffix of the person who owns the business in the Suffix field.
If the payee is an individual, enter the person’s first name in the First Name field. If the payee is a company, leave this field blank, or if desired, enter the first name of the person who owns the business in the First Name field. The first name can be up to 30 characters long.
If the payee is an individual, enter the person’s middle name in the Middle Name field. If the payee is a company, leave this field blank, or if desired, enter the middle name of the person who owns the business in the Middle Name field. The middle name can be up to 30 characters long.
If the payee is a company and the correspondence should be sent directly to a specific person or department at the company, enter the name of the person or department in the Attention field. The name can be alphanumeric and up to 30 characters long. If the Attention field is completed, it will print on the check.
Enter the address (up to two lines) for the payee in the Address 1 and Address 2 fields. The addresses can be alphanumeric and each can be up to 30 characters long.
Enter the city where the payee is located in the City field. The city can be alphanumeric and up to 25 characters long.
Enter the appropriate state abbreviation (or applicable code for the province, if located outside of the United States) for the payee in the State/Province field. If the state abbreviation or province code is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.

Note: Only the state abbreviations and province codes for the specified country (as entered in the Country field, or United States if the Country field is blank) appear by default when searching, but the filters can be changed if needed in order to view other state or province codes.

Enter the zip code for the payee in the Zip Code field. The zip code can be alphanumeric and up to 15 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Enter the applicable 2-digit code of the country where the payee is located in the Country field, or click the down-arrow button to select the correct one. If the State/Province field is completed, the corresponding country code will appear by default in this field and can only be changed by first deleting the state or province (or specifying a different state or province).
Enter up to three phone numbers (including a fax number, if applicable) for the payee in the Primary Phone Number, Secondary Phone Number, and Other Phone Number fields. Then enter the appropriate type (Business, Cell, Fax, Home, or Other) in the Phone Type field for each phone number entered, or click the down-arrow button to select the correct one. Each phone number can be up to 30 digits long. The system will automatically add the dashes for the phone numbers (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
If desired, enter the address for the payee’s website in the Internet Address field. The website address can be up to 50 characters long.

Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.

If the payee is a company, enter the name of the person or department who should be contacted with any questions in the Contact Person field. The name can be alphanumeric and up to 30 characters long.

Complete the Report Options section for the payee.
Select the Print School ID Number field to print the information in the School ID Number field (as entered in the Deduction File for the deduction(s) tied to the payee) on the Payee Register. A checkmark will appear in the box if the field is selected.
Select the Print Employee ID field to print the IDs for the employees on the Payee Register for the payee. A checkmark will appear in the box if the field is selected.
Select the Print Employee Social Security Number field to print the social security numbers for the employees on the Payee Register for the payee. A checkmark will appear in the box if the field is selected.
Select the Print Member Number field to print the member numbers for the employees (as entered on the Deductions screen in the Employee File) on the Payee Register for the payee. A checkmark will appear in the box if the field is selected.
Complete the Check Options section for the payee.
Enter the preference type for the information to print on the stub of payee checks (Detail by Employee or Summary by Deduction) in the Stub Printing Preference field, or click the down-arrow button to select the correct one. To print the employees on the stub, along with the amount withheld and expensed for the deduction(s) tied to the payee, enter Detail by Employee. To print a subtotal on the stub for the amount withheld and expensed for each deduction tied to the payee, enter Summary by Deduction.

Example of Detail by Employee Stub Printing Preference

Example of Summary by Deduction Stub Printing Preference

Note: If Detail by Employee is specified as the Stub Printing Preference and there are more employees than will fit on the check stub for a particular payee, the system will automatically change to use Summary by Deduction instead; if this happens, print a Payee Register to get a listing of all employees included on the payee check.

If Summary by Deduction is selected as the Stub Printing Preference, the Print School ID Number field is enabled. Select the Print School ID Number field to print the information in the School ID Number field (as entered in the Deduction File for the deduction(s) tied to the payee) on the stub. A checkmark will appear in the box if the field is selected.

Note: If this field is selected, the Employee Information Deduction School ID Number field must be included as a field in the Stub Detail section for the desired check formats in the Check Setup - Payees option.

If Detail by Employee is selected as the Stub Printing Preference, the Print Employee ID field is enabled. Select the Print Employee ID field to print the IDs for the employees on the stub. A checkmark will appear in the box if the field is selected.

If Detail by Employee is selected as the Stub Printing Preference, the Print Employee Social Security Number field is enabled. Select the Print Employee Social Security Number field to print the social security numbers for the employees on the stub. A checkmark will appear in the box if the field is selected.

If Detail by Employee is selected as the Stub Printing Preference, the Print Member Number field is enabled. Select the Print Member Number field to print the member numbers for the employees (as entered on the Deductions screen in the Employee File) on the stub. A checkmark will appear in the box if the field is selected.

Enter any additional information to track for the payee in the Comments field, if desired. The comment can be alphanumeric and up to 1,000 characters long. For example, enter a description to explain how the payee is used, such as for health insurance, life insurance, etc.
If desired, enter the email address(es) for the payee in the Email Addresses section.
Enter the business email address for the payee in the Business Email Address field. Enter a home or personal email address for the payee in the Personal Email Address field. Enter another email address for the payee, if applicable, in the Other Email Address field. The email addresses can be up to 50 characters long and must follow the proper format of "username@example.com".
Specify the uses for each email address by selecting the appropriate usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields). If the payee will be set up for direct deposit and the direct deposit stub should be emailed to the payee using the particular email address during a Payroll check cycle, select the Direct Deposit field. If the payee will be sent other email communications, such as reports, from within the School Accounting System using the particular email address, select the Other Communication field. Disregard the field for Tax Forms as it is not applicable to a payee (would only be used in other areas if the payee had multiple entity roles). A checkmark will appear in the box if the field is selected.

Note: In order to email reports to a particular email address for the payee, at least one of the usage fields (Direct Deposit, Tax Forms, or Other Communication field) must be selected for the email address (at the time a report is emailed, the usages for which email addresses to use is then specified).

Click the Save button.
Click the Miscellaneous tab.

Select the Automatic Payment field to stipulate the payment to the payee will automatically be deducted from your checking account, rather than being paid by a check or through direct deposit. A checkmark will appear in the box if the field is selected.
Select the Direct Deposit field to stipulate the payment to the payee will be made through direct deposit. A checkmark will appear in the box if the field is selected. Then complete the additional direct deposit information fields as follows:
Enter the account number of the checking or savings account for the payee for where the payment will be deposited in the Account Number field. The account number can be up to 17 digits long.
Enter the correct 2-digit standard transaction number in the Direct Deposit Transaction Code field, or click the down-arrow button to select the correct one. The most commonly used codes are 22 for a checking account deposit and 32 for a savings account deposit.
Enter the ID of the direct deposit bank used by the payee in the Direct Deposit Bank ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the appropriate code to identify the entry class for the direct deposit payment in the Standard Entry Class Code field, or click the down-arrow button to select the correct one. Typically, PPD for Prearranged Payment and Deposit Entry is used if the direct deposit payment will be made to an account for a person, and CCD for Corporate Credit or Debit is used if the payment will be made to an account for a business. If unsure, verify with the payee (or your bank) to determine what class code should be used.
If required by the payee, enter the additional information regarding the transaction in the Addenda field. The addenda information can be alphanumeric and up to 80 characters long. Use an asterisk (*) as the delimiter between data elements within the addenda information, and use a backslash (\) at the end of the addenda information as the terminator.

Note: The reserved words available within the School Accounting System to be used within the addenda information in Payroll are: *AMOUNT to include the amount, *CHECKDATE to include the date of the check formatted in six digits as yymmdd, and *EOM6 to include the end of month date (as based on the check date) formatted in six digits as yymmdd. For example, enter the addenda as *EOM6*AMOUNT\ to have the end of month date and amount included in the addenda record created with the direct deposit transaction (entry).

Tip: The School Accounting System creates a maximum of one addenda record per direct deposit transaction (entry). If multiple addenda records are needed for an employee, use multiple check sequences on the wages to create multiple direct deposit entries each with its own addenda record.

Click the Save button to save the new payee.