Direct deposit: My Bank Accounts, HR approval and the bank pay file

Employees split their pay across several bank accounts in self service, always shown masked. The whole set is one request, approved by HR — never by the person who asked — and paid from the next pay period. A payroll run makes its net-pay file for the bank: NACHA (US), NEFT/RTGS (India), WPS (Saudi Arabia) or pain.001 (elsewhere), with anybody who cannot be paid by deposit listed to be paid by check.

Employee Self Service › Me › My Workspace › My Bank Accounts

• Where my pay goes lists the accounts in force: #, Bank, Account (the last four only), Bank code (part of the routing number, IFSC or IBAN), Type, Split and Status (being verified while a prenote is out). A set waiting for its pay period is shown under “Waiting: paid from <date>”.
• Change my accounts (Add an account when there is none) opens The accounts I want paid. Up to six accounts. Fixed amounts are paid first, then percentages, and the one account marked “remainder” takes the rest.
• For each new account: Bank; Routing number (ABA) in the United States, IFSC in India, or Bank code (SWIFT/BIC) and IBAN elsewhere; Account number (typed into a masked field); Account type (Current or checking, Savings); Name on the account (optional); Split (The remainder, A percentage — 0.01 to 100 — or A fixed amount). Kept accounts show masked and “kept”.
• Move up and Move down set the order; Remove takes an account out; Add another account adds one. Why is a short reason for HR (for example <new bank>).
• Send to HR asks “Send these accounts to HR?”: HR approves the change before it takes effect, then it is paid from the next pay period; until then pay goes to the accounts in force.
• Numbers are checked as typed in the form the country uses — the ABA check digit, the IFSC pattern, the IBAN check — and are cleared from the page the moment the request is sent. Nothing ever shows more than the last four, to anybody.
• My bank account changes lists Request, Asked on, What changes, Status and Paid from; Withdraw takes back a request still waiting.
• What I was told lists every notice about your accounts; each is also e-mailed to the addresses on your record, including a personal address replaced in the last 30 days. If you did not ask for a change, tell HR at once: it does not take effect before the pay period shown.

When a change is paid

• Approved, a change is paid from the first pay period whose cut-off is after the approval and for which no payroll has been calculated. Until then the accounts in force keep being paid.
• A first account on record (nobody was paid by deposit before) is in force on approval.
• The employee is told when the request is sent and when it is decided, in the app and by e-mail.

HR: Direct-Deposit Changes and Direct Deposits

1. Employee Self Service › HR › HR Self Service › Direct-Deposit Changes lists the requests, masked to the last four.
2. Before approving, check the change with the employee by a route you trust (not one given in the request).
3. Approve (with an optional Comment) or Send back (Why is required). The person who asked, and the employee whose accounts they are, never decide it.

• HRMS › Payroll › Pay Processing › Direct Deposits shows who is paid where, masked, with the pay periods each account is in force (From, Until), its Split and Prenote.
• Ask for a change for an employee: one account taking all of the pay (Employee, Bank, Routing number (US), IFSC (India) or IBAN, Bank code, Account number, Account type, and Why — recorded and sent to the employee). Another HR reviewer approves it on Direct-Deposit Changes.
• Prenote confirmed and Prenote returned record the bank’s answer to a test entry. A returned prenote means the employee is paid by check until a new account is approved.
• Older routes now lead here: a bank change asked for on My Details, and HR’s Saudi WPS IBAN route, become a request somebody else approves.

HRMS › Payroll › Pay Processing › Pay File Settings

• This company pays by <format>: NACHA (PPD) for a company in the United States, NEFT / RTGS bulk for India, the WPS salary file for Saudi Arabia, ISO 20022 pain.001 elsewhere. The format follows the company’s country; another country’s file is refused.
• Paid from: the company bank account net pay leaves from (Automatic uses the payroll bank account). A pain.001 file needs that account’s IBAN.
• NACHA only: ACH company id, ACH company name, Immediate destination, Destination name, Immediate origin, Origin name and Entry description (up to 10 characters, e.g. <PAYROLL>); left empty, the value shown greyed is used. Balanced file (an offsetting debit to the payroll account) — ask your bank. Prenote new accounts (paid by check until the bank confirms).

Making and sending the file

1. HRMS › Payroll › Pay Processing › Payroll Runs: on an approved or posted run choose Create pay file. Each employee is paid to the accounts in force for the run’s pay period, split as they asked.
2. Open HRMS › Payroll › Pay Processing › Pay Files: Run, Version, Format, Status, Value date, Employees, Entries, Total, Paid by check, Entry hash, SHA-256, Made by, Made and Bank took it.
3. Paid by check lists anybody who cannot be paid by deposit, with the reason — no account, a routing number that fails its check digit, an account still being prenoted, or (WPS) pay split across several IBANs. Pay them by check.
4. Download the file and send it to the bank. In India a credit of INR 2,00,000 or more is written as RTGS, the rest as NEFT.
5. Regenerate makes a new version and supersedes this one: do not send the old one to the bank.
6. Bank took it confirms the bank accepted the file; the payroll run is marked paid.