EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION B - GENERAL INFORMATION

B4.0 EDB CHECK DISPOSITION


Employees have the option of deciding whether they want to sign up for direct deposit or pick up a paycheck in the department. If an employee is employed in more than one department and wishes to pick up a paycheck, the employee can pick the check up in either department but must chose one department.

The ECHK screen is used to enter check disposition information.

PPECHK0-E0875                 EDB Entry/Update               11/21/YY 14:04:46
 11/20/YY 10:54:06        Check/Surepay Disposition            Userid:  ABCDE
 ID: 900222596 Name: BLUES,BERTHA D                               Pri Pay: MO

 Check Disposition   : 8 -




 Surepay Bank Table Key            : C0077 CITY NATIONAL BANK
         Checking/Savings Indicator: S
         Bank Account Number       : 123456789
         Bank Account Format       : /////////

                  Prenote Indicator: 1
                 Prenote Cycle/Date:


 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


The following chart summarizes the information that is entered on the ECHK screen:

Entering Data in Fields on the ECHK Screen
Field Label Additional Information
Check Disposition This field is actually two different data elements. The first element is the pay disposition code which is followed by a dash and a department code if the employee is picking a check up in the department. The codes are entered only if an employee is picking up the check in the department. The field is skipped if the employee has elected direct deposit.
Surepay Bank Table Key Alphanumeric code for the bank found on the Surepay Bank Table by using EDB on-line Help or the Report Distribution System (RDS) in OASIS.
Checking/Savings Indicator One character code which indicates the type of account the employee has selected for direct deposit: C for checking; S for savings.
Bank Account Number Employee's bank account number. Before entering account information, remember to check Surepay Bank Table in RDS to see if bank has any special formatting instructions.
Bank Account Format System derived field displayed after entering the Bank Table key, the Checking/Savings indicator and pressing enter. It displays the proper format for entering the bank account.
Prenote Indicator System derived field which indicates the status of an employee's direct deposit request.
Prenote Cycle/Date System derived field which indicates the date that direct deposit will take effect or has taken effect.


B4.1 Departmental Pick up of Paychecks

If an employee wishes to pick up a check in the department, the information is entered in the Check Disposition field on the Check/Surepay Disposition (ECHK) screen. The check disposition is entered in the format x-nnnnn. The "x" is either a "1" if the department has opted to have their checks delivered by "Campus Mail", or a "3" if the department has opted to pick up their checks at Payroll Services on payday. After the dash on the screen, the "nnnnn" is a five digit code which determines which departmental envelope the employee's check is in on payday. It is usually the department's FS number with a zero added at the end.

In the example below, the employee has been set up to receive a paper check on payday that will go to department 1550. Department 1550 picks up all their employee’s checks from Payroll Services on payday and thus a ‘3’ is entered prior to the dash.

 PPECHK0-E0875                 EDB Entry/Update              12/03/YY 14:16:02
 11/20/YY 13:34:34        Check/Surepay Disposition            Userid:  ABCDE
 ID: 900222596 Name: BLUES,BERTHA D                               Pri Pay: MO

 Check Disposition   : 3 - 15500




 Surepay Bank Table Key            :
         Checking/Savings Indicator:
         Bank Account Number       :
         Bank Account Format       :

                  Prenote Indicator:
                 Prenote Cycle/Date:


 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


Payroll Services Check Distribution can provide assistance if you cannot determine which method your department has selected (Campus Mail Delivery or Pickup at Payroll). If the department wishes to change the check distribution method, please contact Payroll Services Check Distribution.

B4.2 Direct Deposit

To set up an employee for direct deposit, you must first determine whether the employee’s bank accepts direct deposit transactions from UCLA. For an employee to have their paycheck direct deposited with a particular bank, that bank must be set up on the UCLA Surepay Bank Table. There are over 2000 banks on the Direct Deposit Bank Table. The most current version of the UCLA Surepay Bank Table (PPP0122) is accessible through the Report Distribution System (RDS) in OASIS.  The Direct Deposit Bank Table is also available in alphabetical order by bank name.

USING ON-LINE HELP TO FIND BANK ON SUREPAY BANK TABLE

The banks on the Surepay table are listed in Bank Table Key order. The Bank Table Key (assigned to each entry on the bank table by Payroll Services) is made up of an alpha character followed by a four digit number. To some extent, the banks are in alphabetical order within the numbering scheme on the table but it is much easier to find a bank and the Bank Table Key by using HELP (F1) on either the ECHK or IGNL screen. To use HELP on the ECHK screen to look for a bank on the bank table, move the cursor down to the Surepay Bank Table Key field using the TAB key. Press F1 to access HELP. A screen like the one below will appear with instructions to move your cursor to the highlighted "?" appearing on the screen and press F1 again.

   +----------------------------------------------------------------+ 16:00:51
   |   EDB0230           SUREPAY BANK TABLE KEY-EDB                 |   ABCDE
   |                                                     More:      | ay: MO
   |  Publ.: 09/24/86 "SUREPAY BANK TABLE KEY-EDB"                  |
   |                                                                |
   |  Description:    Key used to access the Surepay Bank Table     |
   |                  (SPB) to obtain the transit routing number    |
   |                  and the bank account number formats.          |
   |                                                                |
   |  Format:         N/A                                           |
   |                                                                |
   |  Code Interpr.:  ?  Place the cursor on the ? and press        |
   |                     F1 to see codes and descriptions           |
   |                                                                |
   |                                                                |
   |   Command ===>                                                 |
   |   F1=Help  F2=EX help  F3=eXit  F7=BKwd  F8=FWd  F12=Cancel    |
   +----------------------------------------------------------------+
 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


The first page of the bank table should now be displayed beginning with the first several banks on the table. To see more of the list of banks, you could press "F8 FWD" to advance forward to the next page of the table. Continuing to press F8 will advance you to each subsequent page of the table. The "F7 BWD" key returns you to the prior page of the table. Remember that the table is in Bank ID order and NOT in alphabetical order by bank name.

   +----------------------------------------------------------------+ 16:00:51
   |   CTLSPB            Surpay Bank Codes                          |   ABCDE
   |                                                     More:  +   | ay: MO
   |     A0001   ADOBE SAVINGS BANK                                 |
   |     A0002   ADVANCED S & L ASN.                                |
   |     A0005   AEROSPACE FEDERAL CREDIT UNION                     |
   |     A0012   ALLIED HEALTHCARE FEDERAL CU                       |
   |     A0014   A.M. FEDERAL CREDIT UNION                          |
   |     A0015   AMERICA CALIFORNIA BANK                            |
   |     A0016   AMERICAN BAPTIST CREDIT UNION                      |
   |     A0017   AMERICAN COMMERCIAL BANK                           |
   |     A0018   AMERICAN AIRLINES CR. UNION                        |
   |     A0019   AMERICAN ELECTRONICS ASSN CREDIT UN                |
   |     A0020   AMERICAN FEDERAL CREDIT UNION                      |
   |     A0021   AMERICAN FIRST FEDERAL CREDIT UNION                |
   |   Command ===>                                                 |
   |   F1=Help  F2=EX help  F3=eXit  F4=copy  F6=move  F7=BKwd      |
   |   F8=FWd  F12=Cancel                                           |
   +----------------------------------------------------------------+
 Next Func:      ID:           Name:                            SSN:

===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


Because there are so many banks on the table and they are not in alphabetical order, scrolling forward one page at a time may not be the best way to find a particular bank. A faster and more efficient way of looking for a bank on the table is to do a ‘FIND’ search. Your cursor should be at the command line (===>) in the HELP window. Type an F (for find), a space and then the name of the bank. It will helpful to type in as much of the name of the bank as possible to increase the efficiency of the search. For instance it would be very inefficient to simply type in Credit Union since so many entries on the table contain the words Credit Union. Once you have typed in F, space and the name of the bank press the Enter/CTRL key

In the example below, the command ‘F UNIVERSITY CREDIT UNION’ has been entered to try and find UCLA’s UNIVERSITY credit union on the table.

   +----------------------------------------------------------------+ 16:00:51
   |   CTLSPB            Surpay Bank Codes                          |   ABCDE
   |                                                     More:  +   | ay: MO
   |     A0001   ADOBE SAVINGS BANK                                 |
   |     A0002   ADVANCED S & L ASN.                                |
   |     A0005   AEROSPACE FEDERAL CREDIT UNION                     |
   |     A0012   ALLIED HEALTHCARE FEDERAL CU                       |
   |     A0014   A.M. FEDERAL CREDIT UNION                          |
   |     A0015   AMERICA CALIFORNIA BANK                            |
   |     A0016   AMERICAN BAPTIST CREDIT UNION                      |
   |     A0017   AMERICAN COMMERCIAL BANK                           |
   |     A0018   AMERICAN AIRLINES CR. UNION                        |
   |     A0019   AMERICAN ELECTRONICS ASSN CREDIT UN                |
   |     A0020   AMERICAN FEDERAL CREDIT UNION                      |
   |     A0021   AMERICAN FIRST FEDERAL CREDIT UNION                |
   |   Command ===> f university credit union                       |
   |   F1=Help  F2=EX help  F3=eXit  F4=copy  F6=move  F7=BKwd      |
   |   F8=FWd  F12=Cancel                                           |
   +----------------------------------------------------------------+
  Next Func:      ID:           Name:                            SSN:
===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


The first match the system finds on the table containing the words UNIVERSITY CREDIT UNION is the F0195 FLORIDA ST. UNIVERSITY CREDIT UNION. (Example below)

   +----------------------------------------------------------------+ 16:00:51
   |   CTLSPB            Surpay Bank Codes                          |   ABCDE
   |  **** MATCH ****   UNIVERSITY CREDIT UNION          More: -+   | ay: MO
   |     F0195   FLORIDA ST. UNIVERSITY CREDIT UNION                |
   |     F0200   FRANKLIN MEDIA CREDIT UNION                        |
   |     G0001   GARFIELD BANK                                      |
   |     G0004   GENTELCO FEDERAL CREDIT UNION                      |
   |     G0005   GENERAL BANK                                       |
   |     G0006   GIBRALTER SAVINGS                                  |
   |     G0007   GILMORE COMMERCIAL SAVINGS BANK                    |
   |     G0008   GLENDALE FEDERAL BANK                              |
   |     G0009   GOLDEN 1 CREDIT UNION (THE)                        |
   |     G0010   GOVERNMENT AGENCIES FED CU                         |
   |   Command ===>                                                 |
   |   F1=Help  F2=EX help  F3=eXit  F4=copy  F6=move  F7=BKwd      |
   |   F8=FWd  F12=Cancel                                           |
   +----------------------------------------------------------------+
  Next Func:      ID:           Name:                            SSN:
===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


The Florida State University Credit Union is not the entry we are looking for on the table. If the match the system finds is not the one you are looking for, press the F5 key to have the system continue searching the table for other matches. In the example below, after pressing the F5 key the system finds another match on the words UNIVERSITY CREDIT UNION. This time this is the entry we are looking for on the table, U0004 - University Credit Union. If you are not sure that this entry is the correct match for UCLA’s University Credit Union, you can compare the transit routing number on the bank table for this entry with the routing number on the employee’s deposit slip (see bank table information further on in this section).

   +----------------------------------------------------------------+ 16:00:51
   |   CTLSPB            Surpay Bank Codes                          |   ABCDE
   |  **** MATCH ****   UNIVERSITY CREDIT UNION          More: -+   | ay: MO
   |     U0004   UNIVERSITY CREDIT UNION                            |
   |     U0005   UNION BANK                                         |
   |     U0006   UNION BANK (CA FIRST)                              |
   |     U0007   UNION FEDERAL SAVINGS & LOAN ASSN.                 |
   |     U0009   UNITED AIRLINES EMPLOYEES CU                       |
   |     U0010   UNITED AMERICA WEST FED. CREDIT UNI                |
   |     U0011   UNITED CALIFORNIA SAVINGS BANK                     |
   |     U0012   UNITED COMMUNITY BANK                              |
   |     U0013   UNITED METHODIST FEDERAL CREDIT UN.                |
   |     U0014   UNITED NATIONAL BANK                               |
   |     U0015   UNITED MISSOURI BANK                               |
   |     U0016   UNITED MUTUAL EMP FED CU                           |
   |   Command ===>                                                 |
   |   F1=Help  F2=EX help  F3=eXit  F4=copy  F6=move  F7=BKwd      |
   |   F8=FWd  F12=Cancel                                           |
   +----------------------------------------------------------------+
 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


If you want to copy the Bank ID back to the ECHK screen, move the cursor to the first character of the code that corresponds to the matching entry and press the F4 key to copy the code back to the ECHK screen. Otherwise, press F3 to return to the ECHK screen and enter the Bank Table Key in the appropriate field.

Suppose that the second match the system found was not the entry being searched for on the table. You could press the F5 key again to continue the search. The system will continue to search the entire table. If it reaches the end of the table without finding any further matches, the message ‘NOT FOUND’ will appear in the Help Window near the top of the help window screen (see example below).

   +----------------------------------------------------------------+ 16:00:51
   |   CTLSPB            Surpay Bank Codes                          |   ABCDE
   |  ** NOT FOUND **   UNIVERSITY CREDIT UNION          More: -+   | ay: MO
   |     U0004   UNIVERSITY CREDIT UNION                            |
   |     U0005   UNION BANK                                         |
   |     U0006   UNION BANK (CA FIRST)                              |
   |     U0007   UNION FEDERAL SAVINGS & LOAN ASSN.                 |
   |     U0009   UNITED AIRLINES EMPLOYEES CU                       |
   |     U0010   UNITED AMERICA WEST FED. CREDIT UNI                |
   |     U0011   UNITED CALIFORNIA SAVINGS BANK                     |
   |     U0012   UNITED COMMUNITY BANK                              |
   |     U0013   UNITED METHODIST FEDERAL CREDIT UN.                |
   |     U0014   UNITED NATIONAL BANK                               |
   |     U0015   UNITED MISSOURI BANK                               |
   |     U0016   UNITED MUTUAL EMP FED CU                           |
   |   Command ===>                                                 |
   |   F1=Help  F2=EX help  F3=eXit  F4=copy  F6=move  F7=BKwd      |
   |   F8=FWd  F12=Cancel                                           |
   +----------------------------------------------------------------+
 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


Once you have found the bank on the bank table and the associated bank key, you need to look the bank up on the Surepay Bank Table. Since the bank table is organized by Bank ID, having the ID makes finding the entry on the table easier. The bank table may contain specific instructions on how to properly enter either the checking or savings account information. Failure to look up the bank on the table may result in the account information being entered incorrectly and thereby delaying the activation of the employee’s direct deposit. Remember, to ensure that you are viewing the most recent version of the Surepay Bank Table (PPP0122), use the table found on the Report Distribution System (RDS).  The Surepay Bank Table is also available in alphabetical order by bank name on this website.

SUREPAY BANK TABLE INFORMATION

The bank table contains the bank ID, the bank name, the transit number, the checking account format and the savings account format. Beneath the Bank Name is some additional information regarding the proper way to identify and enter the checking or savings account number. The first line beneath the name of the bank contains instructions related to the checking account and the second line is related to the savings account.

Please note: An employee can have their paycheck deposited to either checking or savings but not both. Direct deposit can only be routed to a single account.

When setting up an employee for direct deposit, it is advisable to get from the employee a deposit slip in case additional information is needed that can only be found on the deposit slip.

On the example below of a typical page of the Surepay Bank Table, you would find entry U0004 - UNIVERSITY CREDIT UNION.

PPP0122/PPP010  /0903XX                 UNIVERSITY OF CALIFORNIA-LOS ANGELES                        PAGE NO.  0333
RETN: SEE RPTS DISP SCHEDULE/DIST.           CONTROL FILE MAINTENANCE                        RUN DATE     12/10/YY
TABLE MAINTENANCE DATE  12/10/YY                 SUREPAY BANK TABLE (22)

   BANK ID  BANK NAME	                     TRANSIT NO	CHECKING FORMAT	SAVINGS FORMAT

   U0002    UNIHEALTH AMERICA FEDERAL CU     322078558	////	        =======
	    4 DIGIT NUMERIC DROP LEADING 0'S
	    CALL FOR MEMBER #  (818) 840-6701

   U0003    USC FEDERAL CREDIT UNION	     322285930	//////////	//////////
	    10 DIGIT NUMERIC, USE LEADING 0'S WITH ACCT. NO., DROP RT. DIG
	    10 DIGIT NUMERIC, USE LEADING 0'S WITH ACCT. NO., DROP RT. DIG

   U0004    UNIVERSITY CREDIT UNION	     322079502	/////////	/////////
	    9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN
	    9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN

   U0005    UNION BANK	                     122000496	//////////	//////////
	    8 - 10 DIGIT NUMERIC, NO SPACES
	    8 - 10 DIGIT NUMERIC, NO SPACES


The Bank ID (Surepay Bank Table Key) for this entry is U0004. The name of the bank is UNIVERSITY CREDIT UNION. To the right of the bank name is the bank transit number, which for this entry is 322079502. The bank transit routing number can help you identify whether the entry on the bank table is a match to the bank the employee wants to establish for direct deposit.

Bank deposit slips do vary with regard to the information printed on them. However most of the time the bank transit number can be found on the deposit slip, the first 9 digits appearing in the lower left hand corner. The example below of a UCLA University Credit Union deposit slip shows the transit number for the credit union which matches the transit routing number that appears on the bank table entry above. This verifies that entry U0004 is a match for UCLA’s University Credit Union.

Deposit Slip Example


However the transit routing number on the deposit slip may not always match the transit number on the bank table. For example, some credit unions and brokerage houses route transactions through another bank, and the employee's deposit slip will display the transit routing number from the bank that the credit union or brokerage house routes through. We post direct deposit directly to the credit union or brokerage house so the transit routing number on the bank table would be the one for that credit union. Some large banks have different transit routing numbers for different branches. We normally route the direct deposit through the main branch of the bank. If you are not sure that an entry on the Surepay Bank Table is a match for a particular bank and the transit numbers do not match, please call Payroll Services.

To the right of the Transit Number on the Surepay Bank Table, you will find the Checking Format and then the Savings Format. The formats provide an indication of how the bank would like the account information entered on the ECHK screen. On the sample entry for the University Credit Union, the checking format is shown as ///////// and the savings format is shown as /////////.

BANK ID  BANK NAME	           TRANSIT NO	CHECKING FORMAT  SAVINGS FORMAT

U0004    UNIVERSITY CREDIT UNION   322079502	 /////////	  /////////
	 9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN
	 9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN


The chart below describes each of the symbols that may appear in the account format.

/ Used to represent a number.
@ Used to represent an alphabetic character.
- Used for a dash.
= Used for spaces, variable formats (alpha/numeric), or to indicate a varying number of characters.


The format information for the University Credit Union for both checking and savings is the same, /////////. The format indicates that the University Credit Union wants account information to be entered as exactly 9 numbers with no spaces or dashes separating any of the numbers. On the ECHK screen after you enter the account information, the system will display the appropriate formatting information on the line below the employee’s account information to allow you to verify that the account has been entered properly.

Underneath the name of the bank on the Surepay Bank Table, you will find specific information related to checking and savings account data. The first line of information that appears underneath the bank name pertains to checking account data. The line beneath that pertains to savings account data. The information that appears on these 2 lines beneath the bank name can only be found by looking at the Surepay Bank Table. On our sample entry, the instructions for the University Credit Union indicate that for both checking and savings accounts, the account number is a 9 digit numeric and that you need to enter all leading zeroes and drop (do no enter) the last digit that appears on the deposit slip.

BANK ID  BANK NAME	              TRANSIT NO  CHECKING FORMAT  SAVINGS FORMAT

U0004    UNIVERSITY CREDIT UNION      322079502	  /////////	  /////////
	 9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN
	 9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN


In the example below for Unihealth America Federal CU, the first line below the name of the bank informs you that checking account data is comprised of 4 numbers and that you need to drop (do not enter) any leading zeroes. On the line below the checking information is the savings information which says to call the phone number listed to get a membership number for entry on the ECHK screen for direct deposit to a savings account.

PPP0122/PPP010  /0903XX                 UNIVERSITY OF CALIFORNIA-LOS ANGELES	                      PAGE NO.  0333
RETN: SEE RPTS DISP SCHEDULE/DIST.           CONTROL FILE MAINTENANCE                                 RUN DATE   12/10/YY
TABLE MAINTENANCE DATE  12/10/YY                 SUREPAY BANK TABLE (22)

   BANK ID  BANK NAME	                     TRANSIT NO	CHECKING FORMAT	SAVINGS FORMAT

   U0002    UNIHEALTH AMERICA FEDERAL CU     322078558	////	        =======
	    4 DIGIT NUMERIC DROP LEADING 0'S
	    CALL FOR MEMBER #  (818) 840-6701

   U0003    USC FEDERAL CREDIT UNION	     322285930	//////////	//////////
	    10 DIGIT NUMERIC, USE LEADING 0'S WITH ACCT. NO., DROP RT. DIG
	    10 DIGIT NUMERIC, USE LEADING 0'S WITH ACCT. NO., DROP RT. DIG

   U0004    UNIVERSITY CREDIT UNION	     322079502	/////////	/////////
	    9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN
	    9 DIGIT NUM, USE LEADING ZEROES, DROP LAST DIGIT, 0000NNNNN

   U0005    UNION BANK	                     122000496	//////////	//////////
	    8 - 10 DIGIT NUMERIC, NO SPACES
	    8 - 10 DIGIT NUMERIC, NO SPACES


Generally speaking the account number on the deposit slip is just to the right of the transit number. Some banks include other data on that same line of the deposit slip. If you are not sure what on the deposit slip is truly the account data, you should call the bank or Payroll Services. The importance of looking up the bank on the Surepay Bank Table should now be clear. In the two previous examples, entering the account information from the deposit slip without first consulting the Bank Table may have resulted in the account data containing more numbers than is required.

Once you are familiar with a particular bank, Bank of America, for example, it may not be necessary to refer to the bank table. The bank key is B0008 and the format is five digits, followed by a dash and then five more digits.

ENTERING DIRECT DEPOSIT INFORMATION ON ECHK SCREEN

To enter the direct deposit information for an employee on the ECHK screen, enter the Surepay Bank Table key, the Checking/Savings indicator (C=Checking, S=Savings) and the account number in the proper format. When you have finished, press the ENTER key and wait for the message "INPUT ACCEPTED". Press the F9 key to update or if in a bundle the F11 key to get to the next screen.

The Direct Deposit will start within 15 to 30 days after entering the information on-line to allow the prenotification transmissions to go out to the employee's bank on any payday prior to the actual transmission of direct deposit. The prenote process is required by most banks before they will accept direct deposit transactions. When setting up an employee for direct deposit for the first time or when changing an employee’s direct deposit information, the employee’s next paycheck may be a paper check routed to the employee’s home department. The paper check would be issued if the prenotification process has not been completed by the time the employee is due pay.

Once the prenotification process has been successfully completed all subsequent pay for that employee will be directly deposited into their account. It is important to remember that once an employee has been set up for direct deposit and has completed the prenotification process, changing any part of the existing direct deposit information on the ECHK screen will begin another prenotification period.

BANKS THAT ARE NOT ON THE BANK TABLE

If a bank cannot be located using HELP or is not on the most recent Bank Table, it does not mean that the employee cannot have direct deposit to that bank. It will just take a little longer to process the employee's request. A memo should be sent/faxed to Payroll Services requesting that the bank be added to the bank table. Please include a deposit slip and the bank's address and telephone number if possible. In the meantime, please enter the appropriate information so the employee's check will be sent to your department.

If you have a deposit slip where the account information printed on the slip does not match the format found on the Surepay Bank Table, send/fax the deposit slip to Payroll Services. Often times as the result of mergers between existing banks or other financial events, account formats suddenly change or formerly valid bank entries are no longer valid. All situations like this are resolved by Payroll Services. Once the situation has been resolved by Payroll Services, we will notify you of the action taken: a new bank entry has been added, an existing bank entry changed or the bank does not accept direct deposit transactions.

B4.3 Changing Check/Surepay Disposition

To change the check disposition for an employee, you simply TAB to the fields that need to be changed and update those fields. YOU SHOULD NOT DELETE ANY INFORMATION ON THIS SCREEN.

CHANGING TO DEPARTMENT PICKUP FROM DIRECT DEPOSIT

If the employee has previously signed up for Direct Deposit/Surepay and now wants to switch to Department pickup, you may make the change if the prenote indicator is a "0" or a "2". If the prenote indicator is a "1", you must wait to make the change until the prenote indicator changes to a "0". To make the change, enter the department pickup information following the instructions on the first page of this section entitled "Departmental Pickup of Paychecks". DO NOT DELETE ANY OF THE SUREPAY INFORMATION -- THE SYSTEM WILL DELETE THE INFORMATION AS PART OF THE UPDATE PROCESS AS LONG AS THE PRENOTE INDICATOR IS A "0" OR A "2".

CHANGING TO DIRECT DEPOSIT FROM DEPARTMENT PICKUP

If the employee has been receiving a paper check on the payday and now wishes to switch to direct deposit, DO NOT DELETE THE DEPARTMENTAL CHECK PICKUP INFORMATION. TAB down to the Surepay Bank Table key and enter the Surepay Bank Table Key, the Checking/Savings Indicator, and the Bank Account Number following the instructions that begin on the second page of this section entitled "Direct Deposit".

CHANGING BANKS

TAB down to the Surepay Bank Table Key and enter the NEW Surepay Bank Table Key, the Checking/Savings Indicator, and the Bank Account number following the instructions that begin on the second page of this section entitled "Direct Deposit". DO NOT ATTEMPT TO DELETE ANY INFORMATION ON THIS SCREEN.

CHANGING ACCOUNT DATA OR CHECKING/SAVINGS INDICATOR BUT NOT BANK

TAB down to the field that needs to be changed and enter the data. DO NOT RE-ENTER THE BANK TABLE KEY.

NOTE: In addition to the information in this manual, our How To Portal Page provides additional information on updating transactions and an example of how to correct an employee's bank account number.


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