Prerequisites for Generating Paycheck Notifications and Vouchers

The initial setup information for sending email notifications and vouchers for employees' direct deposits defaults from the Human Resources Profile. In addition, certain fields must be completed in employees' Employee Information pages to enable the emails to be sent, while check history information generated during pay run processing is also required.

Following are the prerequisites for generating the email notifications and vouchers.

Standard Email Notifications

Email notifications of direct deposits can be sent to employees if the following conditions are met. These notifications include generic messages that are the same for each employee.

• The following fields in the Human Resources Profile's Direct Deposit Voucher Email tab must be set up as indicated:

  • Email Sender Address field must contain an email address.

  • Email Subject and Email Body fields must be completed.

  For additional details, refer to the Human Resources Profile section of the System Administration manual.
  If needed, the information entered in the Profile can be changed in the Send Vouchers from Check History page's Email Header Information section. For details, refer to the previous section, Send Paycheck Vouchers.

• The employees receiving emails must have Check History records for the vouchers being sent. The records are generated during the pay run process.

• The Email field in the Employee Information page's Employment tab must contain the employee's email address, and the tab's Send E-Voucher checkbox must be selected. For additional details on these fields, refer to Employee Information Detail Page.

Direct Deposit Email Vouchers

In addition to the conditions listed for standard notifications, you can attach printable PDF (Portable Document Format) copies of vouchers to employees' emails if the following requirements are met:

• The following fields in the Human Resources Profile must be set up as indicated:

  • Attach PDF Voucher? checkbox in the Direct Deposit Voucher Email tab must be selected.

  • Paycheck Form field in the Payroll tab must be set to L - Laser, M - Mailer, E - Extended, or R - Extended with Rate.

  For details on these fields, refer to the Human Resources Profile section of the System Administration manual.

• The Attach PDF Voucher? checkbox in the Send Vouchers from Check History page must also be selected. For details, refer to the previous section, Send Paycheck Vouchers.

• In the pay run's Print Pay Checks page, you must indicate whether to send the vouchers now or schedule them to be sent later. If you are scheduling the vouchers, you must indicate the date and time they should be sent. For details, refer to Print Checks.