Advanced Feature - Setting Up Direct Deposit

This topic describes which programs to use for setting up direct deposit for an employee and for setting up the direct deposit control records for the bank.  It also lists the programs required to export the direct deposit information in preparation for transmission to the bank.

General Flow:

1. Set up the tables used by direct deposit that contain the deposit codes, lead times, and bank definitions.

2. Set up each employee's permanent direct deposit information.

3. Set up the control records for the export file, a one-time task.

4. During the Payroll Run, run the programs that process the prenote information and build the data for export.

Directions:

Table Setup:

Use the following programs to set up the tables for direct deposit.

• Pre-Note Table Maintenance (PRE-NOTE):  Define the meaning of the Direct Deposit Transaction Codes that classify the type of transaction for a direct deposit.  You only have to set this up once.

• Direct Deposit Days Table Maintenance (DD-DAYS):  Specify the number of days (lead days) required by the banks for processing direct deposit.  You only have to set this up once.

• G/L Pay Amount Table Maintenance (GL Pay):  Enter the General Ledger Account Number for direct deposit, if applicable.  You only have to set this up once.

• G/L Pay Amount for Fund Table Maintenance (GL Paynn):  Enter the General Ledger Account Number for direct deposit, if Fund Accounting is active.  You only have to set this up once to direct the system how to transfer amounts from the cash account to the proper Fund Number.

• Bank Number Table Maintenance (BANKnn):  Create a table for each bank receiving direct deposits.  You only have to set up each bank once.

Employee Setup:

Use the following programs to define direct deposit information for an employee.

• Employee Master Maintenance - Direct Deposit Information Area:  Enter the following fields as applicable to set up the net pay direct deposit...

• Bank Number

• Employee Bank Account Number

• Direct Deposit Transaction Code, Prenote Code, Send Code

• Prenote Date
   

• Employee Master Maintenance - Employee Master Scheduled Deductions Area:  Enter the following fields as applicable to set up certain scheduled deductions, such as a direct deposit to a savings account...

• Bank Number

• Employee Bank Account Number

• Direct Deposit Transaction Code, Prenote Code, Send Code

• Prenote Date

Bank Control Records Setup:

Normally, you only have to set up the bank control records one time.

• Direct Deposit Build Menu:  Use the following programs to define the control records that are automatically loaded into the export file for the bank.

• Direct Deposit Bank Record Maintenance

• Direct Deposit File Header Record Maintenance

• Direct Deposit Batch Header Record Maintenance

• Direct Deposit Batch Trailer Record Maintenance

• Direct Deposit Batch Control Record Maintenance

• Direct Deposit End of File Record Maintenance
   

• Export File Definition:  Use the following program to define the name, location and layout of the export file.

• Direct Deposit Export Destination Maintenance

Payroll Run Steps:

Tip:  For information about the timing of the following programs within the Payroll Run, refer to the Payroll Runbook.

1. Update Prenote Codes:  Changes employee Prenote Codes to Send Codes when the Prenote Date is reached.

2. Build Direct Deposit File:  Captures the direct deposit amounts for each employee.

3. Export Direct Deposit File:  Creates the export file for the bank, in preparation for the actual transmission.

4. Update Prenote Dates:  Updates the employee Prenote Dates to start the mandatory waiting period (a minimum of 10 days) for any employee starting direct deposit.

5. Transmit the export file to the bank using the agreed-upon method.