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    Employee Payment Preferences
    • 23 Dec 2024
    • 4 Minutes to read
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    Employee Payment Preferences

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    • PDF

    Article summary

    This article covers the Direct Deposit sidesheet, which is part of the Payroll tab for Employee Records.  Here, users can view and edit the payment preference selection and direct deposit accounts for an employee.  


    Direct Deposit Accounts Overview

    Direct deposit accounts are typically added to an Employee Record by the associated employee through the Employee Self Service Portal. These accounts can be viewed after being added in the Direct Deposit Accounts sidesheet. If needed, users can also add or edit direct deposit accounts in the Direct Deposit Accounts sidesheet. 

    The 'Account Number' is not displayed when viewing an existing direct deposit account, and must be re-entered when updating any account information.

    Primary Direct Deposit Account

    The first account added is always the 'Primary' account. This account will always be configured to deposit 100% of remaining funds, and cannot be deleted

    When adding or updating the 'Primary' account, the 'Distribution Method' and 'Distribution Amount' fields are not displayed.

    Additional Direct Deposit Accounts

    After the 'Primary' account is configured, up to two additional direct deposit accounts can be configured. Each additional account can be set to deposit either a percentage, fixed monthly, or a flat amount of funds. The first additional account added will be indicated as 'Rule 1'; the second as 'Rule 2'. 

    Unlike the 'Primary' account, additional accounts can be deleted by clicking the trashcan icon.

    Multiple Accounts and Order of Distribution

    If multiple direct deposit accounts are configured for the employee, direct deposit distribution percentages and fixed amounts are always based on the funds remaining after funds have been distributed to each account, in order. The order that the accounts are listed in will be the sequence in which funds are deposited. 

    Example:

    With the configuration shown here, funds are distributed as follows:

    1. 15% of total pay is distributed to the first account listed, 'My Primary Savings'; 85% of total pay remains.

    2. 10% of remaining pay (8.5% of total pay) is then distributed to the second account listed, 'My Secondary Savings'.

    3. All remaining pay (76.5% of total pay) is then distributed to the last account listed, 'My Checking'.

    To change the order of distribution: 

    1. Delete all additional accounts.

    2. Update the 'Primary' account to be the desired last account in the distribution order.

    3. Add the additional account that will be the second account in the distribution order.

    4. Add the additional account that will be the first account in the distribution order.

    The Direct Deposit Accounts sidesheet can be opened by clicking the pencil icon in the Pay Preferences section of the employee record's Payroll tab.


    Direct Deposit Sidesheet Fields and Buttons

    Field

    Description

    1

    Done

    Click to close the Direct Deposit Accounts sidesheet and return to the Employee Record.

    2

    Payment Preference

    The employee’s selected payment preference:

    Direct Deposit - The employee will be paid via direct deposit.

    Check - The employee will be paid via printed check. Learn more about paycheck runs.

    When check is selected, the direct deposit account selection (#3-9) is not displayed.

    3

    Direct deposit accounts

    List of currently-configured direct deposit accounts for the employee.

    The order that the accounts are listed in will be the sequence in which funds are deposited.

    4

    + Add Account Button

    If details for an existing account are already displayed, click to clear the 'Add direct deposit accounts' form (#7) and create a new account.

    This button is not displayed when the maximum of three accounts have been configured.

    5

    Additional Account

    Additional accounts are indicated with a 'Rule' tag, and will indicate the distribution amount. 

    Click to view and/or edit details in the 'Add direct deposit account' form (#7).

    6

    Delete Additional Account

    Click the trashcan iconto remove an additional account from the configuration.

    7

    Primary account

    'Primary' accounts are indicated with a 'Primary' tag. 'Primary' accounts cannot be deleted, and are always configured to deposit all remaining funds. 

    Click to view details in the 'Add direct deposit account' form (#7).

    8

    Add direct deposit account

    If an account is selected, this form will display the details for that account for review or editing. If no account is selected, the blank form can be filled out to create a new account.

    Account Nickname - User-entered account name.

    Financial Institution - Name of the financial institution for the account.

    Acct Type - Indicates if the account is 'Checking' or 'Savings'.

    Routing Number - Financial institution's 9-digit routing number.

    Account Number - Account number.

    The 'Account Number' is not displayed when viewing an existing direct deposit account, and must be re-entered when updating any account information.

    Distribution Method - The type of distribution:

    • Percent - Distributes the specified percentage of the employee’s net pay to the allocated bank account.

      • For employees with multiple accounts, the percentage is calculated based on the remaining funds after distributions to preceding accounts in the deposit sequence.

    • Fixed Monthly - A fixed monthly distribution allocates a predetermined amount to a specified bank account each calendar month. If the pay period covers only part of a month, the amount is prorated based on the percentage of the month worked. For pay periods spanning two months, calculations may reference distributions from the previous month, which can affect the month-to-date (MTD) value for the fixed account.

    • Flat - Distributes a flat amount of net earnings that applies to all deposites regardless of pay run type.

      • If the there are not sufficient net earnings to distribute the full flat amount, the system will distribute as close to the flat amount as possible.

    This field is not displayed for 'Primary' accounts.

    Distribution Amount - The amount of 'Percentage', ‘Flat Amount’ or 'Fixed Amount' to be distributed to the account.

    This field is not displayed for 'Primary' accounts.

    9

    Add Account / Update Account

    Click to save and apply changes. If a new account is being added, this button will say 'Create'. If an existing account is being edited, this button will say 'Update Account'.


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