Entering Automatic Deposit Instructions

Enter the employee number, tax ID, or alternate number, depending on the employee number mode that is set up in the Payroll Constants for company 00000.

Enter a code to indicate whether you want to test the deposit instructions for one pay period before actually processing a deposit.

Adding an employee to the Automatic Bank Deposit Instructions form automatically activates this person in the automated deposit system. The system prenotes this employee in the next applicable payroll run to test the auto deposit instructions you have set up before actually depositing a check. In the prenote test, the system creates a no-dollar entry for this employee and sends it to the employee's bank account. In addition, the employee receives a check for this amount. After the test, the system changes this field to N. To repeat this test, enter P in this field.

If you leave this field blank, the system uses the default value of P.

If you change an employee's automatic deposit instructions, the system creates a prenote. If you do not want a prenote, you must change the value in the Prenote Flag field to N.

You cannot use this field for Canadian employees.

Enter the employee's unique account number at the financial institution. The number is obtained from the MICR line of a voided check or a deposit slip from the employee's account. You must include dash cue symbols in the field. However, they are recorded in a translated mode as a hyphen (-).

Account numbers can also be obtained from other sources, such as passbooks or debit cards.

When transcribing information, left justify and enter only numbers (0 through 9), alphabetic (A through Z), and hyphens (-). If fewer than 17 characters are required, leave the unused spaces blank. Spaces left within the depositor's account number are ignored when the paperless entry is prepared. For example, 0123 4 56789 appears as 0123456789 in the entry record, and 0123-4 56789 appears as 0123-456789.

If you change this number, the system automatically prenotes the employee's auto deposit record again.

The Financial Organization Account Number (FOA#) is used as the company's unique bank account number rather than the employee's unique bank account number in these tables:

F06560 - Bank Reconciliation - Issue Table

F06561 - Bank Reconciliation - Paid Table

Enter the bank transit number for the employee's financial institution. Banks might refer to this number as the ABA or payment routing number. This number can be obtained from the employee's check or deposit slip. It is located between the MICR colons (:) at the bottom of the check.

For U.S. banks, this number contains 9 digits. If this number does not contain nine digits, you must contact the employee's financial institution to obtain the correct number.

For Canadian banks, this number contains 8 digits. Therefore, Canadian clients must enter the bank transit number with a leading zero.

If you change this number for an employee, the system creates a prenote for the employee's next auto deposit.

Specify the method in which an employee can split up net pay. This code specifies the method(s) in which a segment is to be computed:

$: A specific amount is to be deposited.

%: A percentage of net pay is to be deposited.

C: A specific amount is to be generated as a payroll check.

P: A specific amount is to be generated as cash.

R: The remainder of the net pay, after percent and specific amount segments are processed, is to be deposited in the bank.

Q: The remainder of the net pay, after percent and specific amount segments are processed, is to be generated as cash.

D: The remainder of the net pay, after percent and specific amount segments are processed, is to be generated as a payroll check.

Note: A remainder record is required and only one method can be specified (R, Q, or D).

Enter a code used to distinguish various types of bank accounts, for example, checking, savings, or credit union. Currently these codes have been assigned:

Demand account credits are:

20: Reserved

21: Credit entry to return automated deposit

22 Automated Deposit

Savings Account credits are:

30: Reserved

31: Credit entry to return automated deposit

32: Automated Deposit

Demand account debits are:

25: Reserved

26: Debit entry to return automated payment

27: Automated Payment

Savings account debits are:

35: Reserved

36: Debit entry to return automated payment

37: Automated Payment

Note: If you leave this field blank, the system uses the default value of 22.

Enter the actual gross pay amount for an employee. This amount is to be distinguished from the distributed gross pay amount used for labor distribution. See data item DPAY.

When using Work Order Time Entry, this field is used to record miscellaneous pay for an employee, (for example, piece rate bonus).

Enter the date that an employee may begin participating in the company's benefit plans or may be included in payroll processing.

You can also use this field to provide a beginning date for seasonal employees or for employees who work only part of the year (such as a teacher who works only nine months of the year).

Enter the date when an employee should no longer be included in a payroll cycle or the date when an employee stops participating in the company's benefit plans.

You can use this date for terminated employees, seasonal employees, or employees who work only part of the year (such as a teacher who works only nine months of the year). See also data item PSDT.

This date may also be the date that a deduction, benefit, or accrual instruction stops.

Enter a code that lets you test the deposit instructions for one pay period before actually processing a deposit. Adding an employee to this form automatically activates this person in the automated deposit system. The system prenotes this employee in the next applicable payroll run to test the auto deposit instructions you have set up before actually depositing a check. In the prenote test, the system creates a no-dollar entry for this employee and sends it to the employee's bank account. In addition, the employee receives a check for this amount. After the test, the system changes this field to N. To repeat this test, enter P in this field.

If you leave this field blank, the system uses the default value of P.

If you change an employee's automatic deposit instructions, the system creates a prenote. If you do not want a prenote, you must change the value in the Prenote Flag field to N.

You cannot use this field for Canadian employees.

Enter the transit routing number used to identify the financial organization to which the deposit tape is being sent for processing. Obtain this code from the bank at which your company's payroll account is maintained.

This bank serves as a clearing house for your employee automatic deposits. Using the Individuals Financial Organization No (IFO#) and Financial Organization Account Number (FOA#), this bank uses electronic funds transfers (EFT) to route each employee deposit to a financial institution.

Enter the code that identifies the general classification of dollar entries to be exchanged. This standard is used to facilitate transmission of data between organizations. Automated Clearing House (ACH) entries required for payroll deposits use these service class codes:

200: ACH entries mixed debit and credits.

220: ACH credits only (batch format).

225: ACH debits only (batch format).

At the time of this writing only the use of class 200 is recommended.

Enter a code that permits various kinds of paperless entries to be distinguished. These entry classes have been defined:

SIA: Single item authorization; and

PPD: Pre-arranged payments and deposits.

At the time of this writing only PPD is recommended for the entry class.

Enter the code that applies only to method code $ (see BDM). If there is not enough net pay remaining to process the amount specified in the amount/percentage field, these values apply:

F: The full amount cannot be generated. The segment is ignored.

P: A partial amount can be generated for the bank and account specified for the segment.

If you leave this field blank, the system uses F as the default value.

Enter a code designating the pay period in which the system calculates the DBA/auto deposit. Values are:

Y: Take the DBA/auto deposit during the current period.

N: Do not take the DBA/auto deposit during the current period.

*: Take the DBA/auto deposit only during the first pay period of each month that the employee works based on the ending date of this month's pay period.

Blank: Continue to look for a code at the lower level. The system searches for DBA/auto deposit rules first at the employee level, then at the group level, and finally at the DBA master level. If the field is blank at all levels, the system does not calculate the DBA/auto deposit in that period.

M: Applies only to benefits based on gross hours or dollars. An M in the fifth field only tells the system to calculate the benefit during the special timecard post. An M implies a Yes for a weekly withholding frequency.

Note: Some organizations may have the need to process a sixth, or special, payroll during a month.