Note: In order for the Direct Deposit option to be available in Web Link, a user must be defined with rights to view/edit personal information and have the Employee ID field completed (within the User Security option in the School Accounting System); and also the Web Link Setup Options must be completed to allow the direct deposit information to be viewed (and edited, if desired).
Select the Employee Information menu, Personal Information, and then Direct Deposit.
The active direct deposit splits as recorded for your user (employee) in the Employee File in the School Accounting System display on the Direct Deposit screen.
Note: If applicable, direct deposit splits that have an end date that is prior to the current date will not appear.
If the Web Link Setup Options are defined so the direct deposit information can only be viewed, the fields are disabled (gray) and cannot be changed.
If the Web Link Setup Options are defined so the direct deposit information can be edited, the fields are enabled; make the changes to the direct deposit information as needed.
Note: Changes to the direct deposit information must be reviewed and processed in order to update the information in the Employee File in the School Accounting System, and so the Change Pending Status field (column) reflects the appropriate status for a change that was made (saved) for a direct deposit split but not yet processed; the status will no longer display once the change is processed in the Employee File.
Tip: If needed, click the Add Row button located in the upper left corner of the Direct Deposit Splits List to add a new direct deposit item. Select the Remove field (column) to delete a direct deposit item; a checkmark will appear in the box if the field is selected.
Enter the appropriate type (Balance, Fixed, or Percent) for the direct deposit item in the Direct Deposit Type field, or click the down-arrow button to select the correct one. To deposit the remaining balance of the paycheck, enter Balance. To deposit a designated dollar amount, enter Fixed. To deposit a percent of net wages, enter Percent.
Note: If there is a portion of the employee's check that is not designated or processed with a direct deposit item, a check will automatically be issued to the employee for that amount. For example, if there is not a direct deposit item with a type of Balance defined for the employee, the remainder of the check will automatically be issued as a check to the employee.
The Distribution Method field will default to Direct Deposit and cannot be changed.
In the ABA Routing Number field, enter your bank’s unique 9-digit routing number (without dashes or spaces) assigned by the American Bankers Association for the direct deposit item.
Enter the account number for your checking or savings account for the direct deposit item in the Account Number field. The number can be up to 17 digits long.
Enter the applicable type (Checking or Savings) for the type of account in which the direct deposit item will be deposited in the Account Type field, or click the down-arrow button to select the correct one. If the deposit for the item is to a checking account, enter Checking. If the deposit for the item is to a savings account, enter Savings.
If Fixed or Percent is specified as the Direct Deposit Type, the Sequence field is enabled. If applicable, enter the sequence number of the direct deposit item in the Sequence field. For example, if the direct deposit item should be deposited first, enter 1 as the sequence number; or if this should be the second deposit, enter 2, etc. The number can be up to 3 digits long.
Note: If Balance is specified as the Direct Deposit Type, the Sequence field is disabled with 999 as the default and it cannot be changed.
If Fixed or Percent is specified as the Direct Deposit Type, the Amount or Percentage section is enabled (containing one or more of the following fields: Every Pay Period and Week 1-5, as designated in the Web Link Setup Options in the School Accounting System). If applicable, enter the amount (fixed dollar amount or percentage) in the appropriate pay period field in the Amount or Percentage section. If the direct deposit item should be processed each pay period, enter the amount in the Every Pay Period field. If there are multiple payrolls in one month and the direct deposit item should only be processed on a specific week, enter the amount in the appropriate Week 1-5 field. For example, if the direct deposit item should only be processed the second week of the month, enter the amount in the Week 2 field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.
Note: The Amount or Percentage section is disabled and not applicable if Balance is specified in the Direct Deposit Type field, as the remainder of the check (or entire check, if there is only one direct deposit item) will be deposited.
If desired, enter any additional information for the direct deposit item in the Comments field; for example, enter any additional notes to communicate to the Business Office for the direct deposit item. The comment can be up to 1,000 characters long.
After all the changes have been made, click the Save button.
A message will appear stating the information was saved; click OK.
If designated to do so in the Web Link Setup Options (in the School Accounting System), notification emails for changes to the direct deposit information will be sent to the appropriate users. If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) in the School Accounting System and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.
Note: Only one notification email is sent for changes made to direct deposit information for a certain employee until the changes have been processed for that employee.
Select the Home option on the top of the screen to close the Direct Deposit screen.