Steps to Add an EmployeeFrom within the Employee File, click the Direct Deposit tab.
To add a direct deposit item to the employee, complete the following:
Click the New Record button.
Enter the appropriate type (Balance, Fixed, or Percent) for the direct deposit item in the Direct Deposit Type field, or click the down-arrow button to select the correct one. To deposit the remaining balance of the paycheck, enter Balance. To deposit a designated dollar amount, enter Fixed. To deposit a percent of net wages, enter Percent.
Note: If there is a portion of the employee's check that is not designated or processed with a direct deposit item, a check will automatically be issued to the employee for that amount. For example, if there is not a direct deposit item with a type of Balance defined for the employee, the remainder of the check will automatically be issued as a check to the employee.
Select the Active field to stipulate the direct deposit item is currently active and used by the employee. A checkmark will appear in the box if the field is selected. When adding a new direct deposit item for an employee, the Active field is selected by default.
If Fixed or Percent is specified as the Direct Deposit Type, the Declining field is enabled. Select the Declining field if the direct deposit item for the employee will be set up with a declining balance and stop when the balance is zero. A checkmark will appear in the box if the field is selected.
If the Declining field is selected, the Balance field is enabled. Enter the total amount to deposit for the item in the Balance field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. When a Payroll check cycle is updated, the amount in the Balance field will be reduced accordingly, and once the balance is zero (0), the direct deposit item will stop.
If Fixed or Percent is specified as the Direct Deposit Type, the Direct Deposit Sequence field is enabled. Enter the sequence number of the direct deposit item in the Direct Deposit Sequence field. For example, if the direct deposit item should be deposited first, enter 1 as the sequence number; or if this should be the second deposit, enter 2, etc. The number can be up to 3 digits long.
Note: This field is disabled and not applicable if Balance is specified in the Direct Deposit Type field; a Balance direct deposit item will automatically be the last direct deposit item processed.
If applicable, enter the date to start including (processing) the direct deposit item in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date to stop including (processing) the direct deposit item in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Select the Regular Pay Period Only field to process the direct deposit item only during a regular payroll. A checkmark will appear in the box if the field is selected.
Note: A regular payroll for an employee is the first check (check sequence) for the employee matching the employee’s default checking account during a payroll calculation of all types including that employee’s pay group except an Extra payroll calculation type.
Tip: To have all the direct deposit items processed on the first check only (and deposits to only the direct deposit item with the Balance type for all additional checks, if applicable), select this field for all the direct deposit items except the direct deposit item with the Balance type. To have all direct deposit splits processed for all checks, do not select this field for any direct deposit item.
Enter the appropriate type for how the direct deposit item will be distributed (Check or Direct Deposit) in the Distribution Method field, or click the down-arrow button to select the correct one. If the direct deposit item is an actual direct deposit in which the funds are transferred electronically to the employee (or a check will be written to the bank because the Direct Deposit Payee ID field is completed for the direct deposit bank, if applicable), enter Direct Deposit. If the direct deposit item is not an actual direct deposit in which the funds are transferred electronically, but instead a check is written to the employee for the amount included with the direct deposit item, enter Check.
Specify the check sequences that the direct deposit item applies for the employee by selecting either All or Selective in the Check Sequence Information field. To have the direct deposit item processed for all check sequences for the employee, select All. To have the direct deposit item processed for only a certain check sequence for the employee, select Selective, and then enter the number of the check sequence (1 to 99) to which the direct deposit item applies in the Check Sequence field.
Note: The Check Sequence Information field is disabled if the Regular Pay Period Only field is selected.
If Direct Deposit is specified as the Distribution Method, the Direct Deposit Account Information section is enabled. Complete the Direct Deposit Account Information section as follows:
Enter the account number of the employee’s checking or savings account for the direct deposit item in the Account Number field. The number can be up to 17 digits long.
Enter the correct 2-digit standard transaction number for the direct deposit item (or 0 for Not Required for Automated File, if applicable) in the Direct Deposit Transaction Code field. If the code is not known, 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.
Note: If 0 for Not Required for Automated File is specified as the transaction code, the direct deposit transaction item will not be included on the direct deposit file created during the Payroll check cycle; typically, the transaction code of 0 is only utilized by school districts that are not set up for direct deposit with their bank (do not want the money transferred electronically, but rather want to write checks to take to each specified bank to have deposited into the employees' accounts).
Enter the ID of the direct deposit bank used by the employee 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.
If Fixed or Percent is specified as the Direct Deposit Type, the Direct Deposit Amounts List is enabled. Enter the amount (fixed dollar amount or percentage) in the appropriate pay period field in the Direct Deposit Amounts List. If the direct deposit item should be processed each pay period, enter the amount in the Every Pay Period field. If there are multiple payrolls in one month and the direct deposit item should only be processed on a specific week, enter the amount in the appropriate Week number field. For example, if the direct deposit item should only be processed the second week of the month, enter the amount in the Week 2 field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.
Note: The Direct Deposit Amounts List is disabled and not applicable if Balance is specified in the Direct Deposit Type field, as the remainder of the check (or entire check, if there is only one direct deposit item) will be deposited.
Click the Save button.
Repeat Steps 2-3 until all the direct deposit transactions have been added for the employee.
To set up the direct deposit stub to be emailed to the employee, click the Go To button for the Email Information field to open the Name & Address screen within the Employee File in order to select the Direct Deposit usage field for the applicable email address(es).
Continue adding the remaining information for the employee if needed.