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     Open or create a new Direct Deposits batch.

• Open the Direct Deposits window (PR> Direct Deposits). The Batches window will display all the open Direct Deposits batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted Direct Deposits data in the batch will be deleted.
• Click the Create New Batch button   to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Direct Deposits process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch.
• Click CREATE to create the new Direct Deposits batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Direct Deposits process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Direct Deposits process.

3     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 button to proceed.

4     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 UPDATE to save the new bank code.
• Click the Submit button to proceed.

5     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 3.
• 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 search button   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 search button 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 button to proceed.

6     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.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     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).
• Click the Submit button   to generate the export file.

8     Commit the batch.

• Open the Commit window (PR> Direct Deposits> Commit).
• Click the Commit 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).