Summary

The PR Direct Deposits batch process is used to approve and confirm employee direct deposit requests submitted from the Employee Self Service (ESS) online application.

This process will only be displayed if direct deposits are enabled on the ESS online application (SS> Web Application Setup> Employee Self Service> Page Access tab> Enabled toggle).

Step by Step

1     Create a Direct Deposits batch.

• Select the Direct Deposits palette in PR> Direct Deposits. This will expand the Direct Deposits palette and display the steps of the batch process.
• Modify an existing batch or create a new Direct Deposits batch.
  • Select a batch number from the drop-down menu at the top of the Direct Deposits palette to select an existing batch.
  • Select New from the Direct Deposits batch number drop-down menu to create a new batch. This will open the New Batch window.
    • The Batch Month and Batch Year of the Direct Deposits batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.
    • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .

2     Select the direct deposit requests to include in the batch.

• Open the Select Direct Deposits window (PR> Direct Deposits> Select Direct Deposits).
• This window will display all of the employee direct deposit requests that have been submitted through the ESS online application and are not already included in another direct deposits batch.
• Check the Selected toggle next to each employee direct deposit request you would like to include in the batch.
  • At least one request must be selected in order to process the batch.
• Click the Save icon to proceed.

3     Confirm the bank selection.

• Open the Banks window (PR> Direct Deposits> Banks).
• This step will automatically be marked as complete if the bank details included in the selected direct deposit requests match bank details already set up in Springbrook. If a request includes a new bank, or if the employee incorrectly entered the existing bank details, this step must be completed.
• The Banks window will display all of the new or edited banks included in the direct deposit requests selected in the previous step.
• The Banks field is used to enter a new bank code for the new bank.
  • The new bank code must be unique and is limited to eight alphanumeric characters. Once the bank code is saved, it cannot be edited.
  • Bank codes are created and maintained on the Bank Maintenance window (SS> Maintenance> Bank).
    • The new bank code will not populate the Bank Maintenance window until the Direct Deposits batch is committed. In the event that an employee submits a direct deposit request with incorrect bank information, you can enter a temporary code in the Banks field and attach the correct bank to the request in the next step without creating any unnecessary records.
• Click the Save icon to proceed.

4     Confirm the direct deposit accounts.

• Open the Direct Deposits window (PR> Direct Deposits> Direct Deposits).
• This window will display all of the direct deposit account details included in each of the requests selected in step 2.
• Check the Rejected toggle next to each direct deposit account that does not meet your organization's direct deposit account requirements.
  • Any direct deposit requests that are rejected will be removed from the Direct Deposits page of the employee's ESS account.
• Click the Ellipsis icon   in the Deduction column to assign a new deduction to the direct deposit. This is deduction code that will appear on the employee's pay stub.
  • This field will default to the direct deposit deduction specified on the ESS setup window (SS> Web Application Setup> Employee Self Service> General tab> Flat Direct Deposit and Percentage Direct Deposit fields).
  • Deductions are created and maintained on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit).
• Click the Ellipsis icon in the Bank column to assign an existing bank to the direct deposit.
  • This field will default to the bank code selected in the previous step or to the existing bank code the employee entered when submitting the direct deposit request.
  • If a different bank code is selected, the Bank Description and Routing Number fields will update accordingly.
  • Bank codes are created and maintained on the Bank Maintenance window (SS> Maintenance> Bank).
• Click the Save icon to proceed.

5     Print the Direct Deposits Proof List.

• Open the Proof List window (PR> Direct Deposits> Proof List).
• There are no print options for this report.
• The report will display the Employee Name, Employee Number, Action, Effective Date, Deduction, Bank, Multiplier and Amount.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). 

6     Generate the Direct Deposit Prenotes export file. This is an optional step.

• Open the Generate Prenotes window (PR> Direct Deposits> Generate Prenotes).
• The Bank Account field is used to specify the account your organization uses to pay direct deposits.
  • Bank accounts are set up as Payroll accounts on the Bank Account Maintenance (PR> Maintenance> Bank Account> Payroll toggle).
• The File Name field is used to set up where the export file will be saved. Click the File Name field label to open an MS Windows Save As window to select the path of the file that will be created by the process. This is the file that you will submit your processing bank.
• Click the Display icon at the top of the window to display the format of the file that will be created. This will open a window that displays the fields included in the export file, the length of each field and the position of the field on the export file.
• Click the Export icon to generate the export file at the path entered in the File Name field.

7     Commit the batch.

• Open the Commit window (PR> Direct Deposits> Commit).
• Click the OK button to commit the direct deposits batch.
  • The deduction codes associated with the approved direct deposit requests will be automatically updated on the employee record (PR> Maintenance> Employee> Deductions tab).