Pay Distributions
Please click here to view a short video on how to create a Pay Distributions.
A Pay Distributions are created for each employee. This will determine how an employee should be paid, either by Direct Deposit, Check or Both.
Search/View Pay Distributions
The Pay Distributions Grid allows the user to search for existing Payroll Distributions. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit. Example - First Name is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with San in the first name will appear. You can then click on the next to the Pay Distribution record you are searching for to view the data relating to this Payroll Distribution record or click on the to edit the record or to delete the record.
Highlight Viewer
To use the 'Highlight Viewer', select the row in the grid to view. The 'Highlight Viewer' on the right-hand side will appear:
Audit Report option after creating/editing a Pay Distributions
After creating and saving a Pay Distributions record, or to see any changes that were made to a Pay Distributions record, there is an option to run an Audit Report directly
from the Pay Distributions record.
User must be in VIEW mode in order to see the Audit Report button. On the Pay Distributions record–Click on the button.
Click on the button.
Enter a Start Date and Stop Date and click on button.
Create Pay Distributions
If a new bank is added, the Routing Number has to be added to the ACH Destination first before the employee can be added to Pay Distributions.
Info Message will appear if the Pay Distribution is already created for this employee. Will take you to Edit mode:
1. Click on to select an employee from the drop down box and click on 'Continue':
2. Click on :
3. Once open, select the Type of Pay Distribution, DIRDEP or CHECK, from the drop-down box and click on 'Continue': (There is no limit on the # of Direct Deposits/Checks that an employee can have)
4. Enter in the required Information:
Type: DIRDEP
or Type: Check
Field Definitions
Code is the Pay Distribution code. An alpha, numeric, or alphanumeric code can be used. For example - Direct Deposit 1, Dd1, 700, 701 or Check1, Chk1, 800, 801. This field is mandatory.
If using a third party which connects using the SOAP service, this value must be a numeric.
An Abbreviation can be added for this Pay Distribution.
An Account Number field contains the account number to which the amount deducted on this record should be posted. Allows both Alpha and numeric. This field is mandatory.
The amount of the direct deposit or check can be deposited as a Fixed Or Percent amount. Fixed accounts are deposited first followed by percent accounts. See the Priority field explanation below to prioritize multiple fixed accounts.
Depending in the option chosen for the Fixed or percent field, either a dollar amount or percentage will be entered in the Rate field. This field is mandatory.
The Start date is the pay date of the payroll for which the Pay Distribution should start being deducted.
The Stop date needs to be prior to the pay date of the payroll for which the Pay Distribution should stop being deducted.
The Priority field is used for employee's with multiple 'fixed' Pay Distributions. They can be prioritized in the order of which to be deposited first.
There are four Direct Deposit Type's available for direct deposit. This field is mandatory.
Automated Deposit (Demand Credit Records): A non pre-note checking account. NACHA defines this as a Transaction Code of 22.
Prenotification of Demand Credit Authorization: A pre-note checking account. NACHA defines this as a Transaction Code of 23.
No email direct deposit notification will be sent when the Prenotification of Demand Credit Authorization Direct Deposit Type is selected - even if the Employee>Email Direct Deposit checkbox is marked.
The system is setup to not process an employee as a prenote until the employee truly is paid. Once they are paid, they will appear on the ACH tape file as a prenote and will receive a physical check.
When the flag is checked and the ACH submission file created, the Direct Deposit Type will be changed from a Prenotification of Demand Credit Authorization to an Automated Deposit (Demand Credit Records) Direct Deposit Type.
Automated Deposit (Savings Account Credit Records): A non pre-note savings account. NACHA defines this as a Transaction Code of 32.
Prenotification of Savings Credit Authorization: A pre-note savings account. NACHA defines this as a Transaction Code of 33.
No email direct deposit notification will be sent when the Prenotification of Savings Credit Authorization Direct Deposit Type is selected - even if the Employee>Email Direct Deposit checkbox is marked.
The system is setup to not process an employee as a prenote until the employee truly is paid. Once they are paid, they will appear on the ACH tape file as a prenote and will receive a physical check.
When the flag is checked and the ACH submission file created, the Direct Deposit Type will be changed from a Prenotification of Savings Credit Authorization to an Automated Deposit (Savings Account Credit Records) Direct Deposit Type.
ACH Information
Each financial institution has its own identification (routing) number. This identification number can be selected from the drop down box or the user can enter partial or all of the bank name in the ACH Destination. These routing numbers need to be entered first in the CORE/ACH Destination option. This field is mandatory.
The districts now have the option to have multiple banks to choose from under the ACH Source. The banks need to be setup first in the CORE/ACH Source
Standard CF
Code 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
Code 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
Date is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
Money 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
Money 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
Text is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.