Direct Deposit

Use this option to create the interface file for transferring direct deposit data to the financial institutions used by your organization. This file contains the following information:

• All data required by banks to post deposits to employees' accounts.

• Prenote records for testing new direct deposit accounts.

• Data from the Human Resources Profile's Direct Deposit Setup section.

In addition to the file, the system generates the Direct Deposit report, which should be retained for auditing purposes. The report lists all deposits, including employee ID's, account numbers, net pay amounts, and pay dates.

For more information on direct deposits, refer to Deduction Table and Create Bank Prenote.

Important
The Direct Deposit option is run before the Print Checks option, so that you can generate a tape for your bank before printing your checks. Because the check numbers and date are set in the Print Checks option, the Direct Deposit report initially omits check numbers and uses 12/31/1899 as the check date. If you run the report again after generating checks, the listing will include the check numbers and proper date.

Page Sections

The Direct Deposit page includes the following sections:

Generating the Direct Deposit file

1. Click Direct Deposit in the Pay Run Processing page to display the Direct Deposit page.
   If you are using the Payroll Wizard, the Direct Deposit page displays after you run the Unlock Human Resources option.

2. In the Select Options section, the following checkboxes are selected by default:
   Create Direct Deposit File - Leave the box selected to set up a Direct Deposit file. Clearing the box skips the file.
   Generate Direct Deposit Report - Leave the box selected to generate the Direct Deposit report. Clearing the box skips the report.

3. Click OK.

4. In the Direct Deposit Options section, complete the following fields, which default the current system date:
   Dates Entries are to be Posted - Enter the date for posting employees' direct deposits. This date should be the same as the one used on pay checks.
   File Creation Date - Enter the date to apply to the header record in the Direct Deposit file to indicate when the file was actually created.

5. Click Next.
   Depending on the checkboxes in Step 2:

   • If you left the Generate Direct Deposit Report checkbox selected, the Print window displays. Proceed to Step 6.

   • If you cleared the Generate Direct Deposit Report checkbox and left the Create Direct Deposit File checkbox selected, proceed to Step 7.

   • If you cleared both boxes, neither the report nor tape will be generated. The Pay Check Line Up window displays (Step 8). For information, refer to Print Checks.

6. In the first Print window, enter settings for generating the Direct Deposit report, and then click OK.
   The report's default file name is dirdepXXX.rpt. In the default file name, XXX represents the Pay Run code defined in the Pay Run Setup - Step 1 page.

7. In the second Print window, enter settings for generating the direct deposit file, and then click OK.
   The radio button in the Destination section defaults to File and cannot be changed.
   You may accept the ddbankXXX.tpe default as the File Name or enter a different name. In the default file name, XXX represents the Pay Run code defined in the Pay Run Setup - Step 1 page.

8. If the direct deposits run correctly, the Pay Check Line Up page displays.
   If the system encounters a problem, an error message displays indicating the nature of the problem. Click OK to close the dialog, correct the error indicated, and then re-run the Direct Deposit option.