Emailing Payroll Direct Deposit Stubs

Note:  Before emailing direct deposit stubs to the applicable employees and payees, the direct deposit stubs must first be printed.  Also, the Payroll Email Direct Deposit Stubs Setup Checklist must be completed in order to utilize the Email Direct Deposit Stubs option.

• From the Payroll screen, select the Check Cycle menu and then Email Direct Deposit Stubs.

• The Check Cycle Batch Search screen will appear.

• Select the batch that contains the direct deposit stubs to be emailed by double-clicking on the desired batch description.

• At the Email Direct Deposit Stubs screen, the description for the selected batch appears in the Batch Description field.  To change the batch at this time, click the down-arrow button or the Find button.

• If the specified payroll batch is a Pay Off Contracts type with separate date sequences, enter the number of the date sequence for which to email the direct deposit stubs in the Date Sequence field, or click the down-arrow button to select the correct one.  The default for the first date sequence (1) will appear, but can be changed.

• Enter the ID of the checking account for which to email direct deposit stubs in the Checking Account ID field, or click the down-arrow button to select the correct one.

• If desired, click the down-arrow button for the Starting Check Sort field to select the first employee or payee (and check sequence, if applicable) for whom to email a direct deposit stub.  Leave this field blank to email starting with the first employee or payee (and check sequence) in the batch for the specified checking account.

• If desired, click the down-arrow button for the Ending Check Sort field to select the last employee or payee (and check sequence, if applicable) for whom to email a direct deposit stub.  Leave this field blank to email from the employee or payee specified in the Starting Check Sort field to the last employee or payee (and check sequence) in the batch for the specified checking account.

• If desired, enter a message to include on the bottom of the employee direct deposit stubs that are emailed in the Message field.  The message can be up to 255 characters long.  The message entered when printing the checks and direct deposit stubs will appear as the default, but can be changed.

• Click the Email button.

Note:  When emailing the direct deposit stubs for employees, the default email format for each applicable checking account as defined in the Check Setup - Employees option will be used, and the default direct deposit format for each applicable checking account as defined in the Check Setup - Payees option will be used when emailing the direct deposit stubs for payees.

• The Email Options screen will appear; complete the email options as needed.

Steps to Complete the Email Options

• Click the Execute button to email the direct deposit stubs.

Note:  If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend).  If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the address entered in the Reply To Email Address field if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server.

• A message will appear in the status bar on the Email Options screen once the direct deposit stubs have been emailed.

• Click the X in the upper right-hand corner to close the Email Options screen.

Note:  If there were one or more emails (direct deposit stubs) not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen.  If desired, edit the Recipients List and then click the Retry button to try resending the emails (direct deposit stubs) to those recipients who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.

• Repeat these steps until all the direct deposit stubs have been emailed for all the checking accounts included in the batch.