PAYRLL 8.9 TRAINING GUIDE DIRECT DEPSIT
TABLE F CNTENTS 1. INTRDUCTIN...1 1.1. PRCESS: DIRECT DEPSIT...1 1.2. FUNCTIN: PAYRLL - DIRECT DEPSIT...1 1.3. BJECTIVE(S)...1 2. ENTRANCE CRITERIA...1 2.1. PREREQUISITE(S)/PRECEDING PRCESS(ES)...1 2.2. INPUT DATA...1 3. PRCEDURAL STEPS...2 3.1. CREATING DIRECT DEPSIT...2 3.2. UNDERSTANDING MULTIPLE DIRECT DEPSITS...6 3.3. UNDERSTANDING THE PRENTIFICATIN PRCESS...6 3.4. CLSING/CMMENTS...6
1. INTRDUCTIN <Training Content is created by the functional teams as they develop the process and the system. Insert any overall introduction here although for training content the brief statement of Process, Application and bjective that follow are usually sufficient unless this document is to serve as the final training material.> 1.1. Process: Direct Deposit Direct deposit pages are used to establish employee specific bank account information to which paychecks, or portions thereof, may be automatically deposited. (Note: Direct Deposit distributions are performed during the Pay Confirmation process.) 1.2. Function: Payroll - Direct Deposit <Usually just the header that names the location of the transaction in the application. > 1.3. bjective(s) By the end of this chapter the user will be able to: Understand Direct Deposit Access the Direct Deposit page Create a new Direct Deposit entry Understand multiple Direct Deposits Understand the Prenotification process 2. ENTRANCE CRITERIA 2.1. Prerequisite(s)/Preceding Process(es) <The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security access to systems, etc.) > 2.2. Input Data < The Training team should document the input form or source (e.g., sample documents, Client data, Training team data) prior to conducting the training exercises. > No. Input Form or Source Field Value / Comments 1 2 1
3. PRCEDURAL STEPS 3.1. Creating Direct Deposit Navigation > Payroll for North American > Employee Pay Data USA > Request Direct Deposit 3.1.1. Access the Direct Deposit page by following the navigation path 3.1.2. Enter as many indicative search fields as needed to select the appropriate employee or narrow the search to a manageable list of employees matching the search criteria entered. Entry into at least one field is required. Field /Button R//C Description Values Comments EmplID Enter an appropriate Employee ID Enter a portion of the employee s Last Add/or enter a portion of the employee s Last only Second Second Last Alternative Character Enter Second if available. Add/or enter Second Last, if applicable Add/or enter Alternative Character, if applicable Company Add/or enter the appropriate Company, 2
Correct History Explain how <CLIENT> uses the correct history feature Field R//C Description Values Comments /Button Include History Correct History Case Sensitive Select this checkbox if you want to view all history for this employee Select this checkbox if you need to correct any data for this employee. This feature is not available to all users. Select this checkbox if you want your search to be case sensitive Table Legend explanation of R//C abbreviations: Table Legend R (Required) The field listed is a required field. Data must be entered for the transaction to be completed. Required fields are designated by an asterisk preceding the field name. (ptional) The field listed is an optional field. Data may be entered but it is not required to complete a transaction. When a business variation warrants data in this field, it should be entered. C (Combined) The field listed is required only if other related fields have not been populated. The requirement is combined across two or more fields; it is required that one of the fields listed be populated. D (Display) The field listed is a display only field. Data cannot be entered into this field. E (Empty) The field listed should be left blank in most cases. 3.1.2.1. Press ENTER or click the SEARCH button. If the search criteria entered matches only one employee then the following page will render. therwise, a list of employees matching the search criteria will be returned. Select the appropriate employee from the by double-clicking and the following page will render. 3
Navigation > Payroll for North American > Employee Pay Data USA > Request Direct Deposit 3.1.3. Enter appropriate data Suppress DDP Advice Print Direct Deposit advices are generated from the DDPAdvice Print SQR programs (DDP003 and DDP003CN). Field /Button Employee R//C Description Values Comments D Employee : defaults from selection criteria entered on the search page. ID D ID: defaults from the selection criteria entered on the search page. EX George Garfield EX KUZ106 These fields are in the Deposit Information Section of the Direct Deposit Page Effective Date R Effective Date: defaults to today s date. Enter the appropriate effective date if different. Status R Enter the appropriate status for this distribution: Active or Inactive. Suppress DDP Advice Print Select this check box to indicate that the employee has elected to receive their pay advice electronically. EX 06/20/2005 Inactive, Active These fields are in the Distribution Information Section of the Direct Deposit Page Account Type Deposit Type R Select the account type Checking, Issue Check, Saving R Use the drop-down list to select the appropriate deposit type for this Amount, Balance, Percent 4
Prenotification Status / Prenote Date Indicators of the verification process that validates the Bank ID and Account numbers. This data was last updated by nline users can make updates online using the Direct Deposit page. The employee, also known as the web user, can make updates using the Direct Deposit transaction in the epay self-service application. Field R//C Description Values Comments /Button account. % Net Pay / $ Amount R Enter a percent if Percent is selected as the Deposit Type. Enter a specific dollar amount if selected Amount is selected as the Deposit Type. Leave blank if Balance is selected as the Deposit Type. Bank ID R Enter the appropriate bank ID (transit routing number). Prenotificat ion Reqd Select this box if prenotification is required. Account # R Enter the employee s account number - no dashes, no spaces Prenote Date D Prenote Date: automatically created by the system the first time employee direct deposits are processed. Priority R Enter the appropriate priority number. Distributions are made to accounts in order of their priority number the lower the priority number, the higher the priority. Prenotificat ion Status This data was last updated by D D Prenotification Status: automatically created by the system the first time employee direct deposits are processed. Each time direct deposit data is updated, the system indicates whether an online user or a selfservice web user made the update, and it displays the date of the most recent update. See Table Legend in section 3.1.2 above for an explanation of R//C abbreviations. 5
3.2. Understanding Multiple Direct Deposits An employee may have several bank accounts. Each direct deposit can be stated as either a percent of net pay or a dollar amount. Set up the appropriate number of rows of Distribution Data by inserting additional rows (using the key). Direct Deposits distributions are processed in order of priority number - the lower the priority number, the higher the priority. Assign appropriate priority numbers so that the partial amount distributions have lower priority values insuring that they are processed first. Understanding the Prenotification Process PeopleSoft Payroll for North America comes with several SQR programs that are an integral part of the direct deposit process. Run these SQRs after completing the pay confirmation process. The Direct Deposit SQRs must be run in a specific order: 1st - DDP006, 2nd - DDP005, 3rd - DDP002, and last - DDP001. Designate one direct deposit account to receive the remaining funds after all of the other direct deposits are made. To designate an account to receive remaining funds, select Balance as the deposit type. Failure to do this will result in the remaining balance of net pay being issued through a check. 3.3. Understanding the Prenotification Process The prenotification process is a test run for direct deposits to verify that bank IDs and employee account numbers are valid. When an employee s direct deposit data is first entered and the record is saved, the Prenote Status will show as Not Submitted, and the Prenote Date will be blank. After processing the next Pay Confirmation run the SQR program DDP001 Transmittal File. This program will prompt the user for a Prenote Date. The number of Prenote Days is specified on the Bank Table. Upon processing the SQR the date entered will be reflected in the Prenote Date on the Direct Deposit page, and the Prenote Status on this page will be Submitted. The system will change the Prenote Status from Submitted to Completed once the Prenote Date has passed. At that point direct deposits go into effect. 3.4. Closing/Comments To change or discontinue direct deposits, set up the appropriate effective-dated rows, using the Direct Deposit page. Selecting the Disable Direct Deposit check box on an employee s paysheet can stop direct deposits for a single paycheck. This causes the system to produce an actual paycheck for the employee, rather than a direct deposit. See also in the Payroll for North America PeopleBook: Working with Paysheets 6