Adjusting an Existing Direct Deposit Account in Employee Self-Service

Scope

This procedure covers the use of Employee Self-Service to adjust, or edit, a Direct Deposit account in an employee’s record.

This procedure does not cover Adding a new Direct Deposit account or Deleting an existing Direct Deposit account.  Refer to Adding a Direct Deposit Account in Employee Self-Service [PROHRI05] or Deleting an Existing Direct Deposit Account in Employee Self-Service [PROHRI16].

Policy

Employee Self-Service Transactions generate updates/corrections to the employee’s permanent record.

Changes in Employee Self-Service that cannot be completed should always be cancelled by selecting the [Cancel] button.

Important: An employee cannot opt for splitting pay between a paper paycheck and direct deposit.  They must choose one method or another.

Distribution

Employee Self-Service User*

Ownership

The HRIS Director [bgriffin@ithaca.edu] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever an employee would like to change their Direct Deposit information by editing the details of an existing Direct Deposit account.

Before performing this procedure, the employee must be sure to have the routing number, account number, etc. for the institution to which they would like their pay directly deposited.

The job title Employee refers to:

Employee

1. Access Employee Self-Service

Refer to Accessing Employee Self-Service [NAVHRI01]

2. Select Manage Direct Deposit Information

3. Notice the account and payment information that is displayed for your current Direct Deposit(s).

Refer to Deleting an Existing Direct Deposit Account in Employee Self-Service [PROHRI16] if you would like to permanently delete a Direct Deposit account.

Refer to Adding a Direct Deposit Account in Employee Self-Service [PROHRI05] if you would like to add a new Direct Deposit account.

4. Edit an Account.

5.

6. Edit the Details online as necessary.

You must determine whether you want a percentage deducted from your NET PAY or a dollar amount deducted.

*Note your choice of payment type for each account on a piece of scratch paper; you will need this information later.

For a checking account, this number can be found on the bottom middle of your check.  Below is a breakdown of this number.

* The funds will be sent to whichever account you enter: BE SURE the account number(s) you enter are correct.  If you are unsure of the account number or transit code, or you do not have a check available for this account, you should contact your bank and ask for that information.

This is a 9-digit number.  For a checking account, this number can be found on the bottom left of your check.  See the illustration above for a breakdown of this number.

This box does not contain information necessary for processing the Direct Deposit.

7. Notice the account and payment information that is displayed for your edited Direct Deposit(s).

Note the following elements:

When multiple accounts exist, they will be paid in the order in which the accounts are prioritized. The last payment method is used for any remaining pay.  For example:

8. Prioritize your accounts.

If you have only one account, goto task #12. Otherwise, goto task #9.

9. Analyze the % Amount column.

This is a somewhat confusing column because the numerical values represent either percentage of net pay or whole dollar amounts; but they are not labeled as such.  Refer to the notation you made of Payment Option per account number on the scratch paper from step #4.

Note that the bottom account of your list of accounts reads in this column: “Remaining Pay.”  This is a default value that overrides the Payment Option for whatever account fills the bottom row.  This happens in order to ensure that employees are paid the full 100% of their net pay.

10.    Determine that bank which will receive the Remaining Balance.

It is best to select that bank which will receive the greatest amount of pay to receive the Remaining Balance.

11.    Arrange your accounts by priority.

Click in the Priority field.

Simply highlight the priority value, and type a new priority value.

12.    Click the [Continue] button when finished.

13.    Verify the accuracy of your work presented on the Review page.

Remember: the account at the bottom of the list of accounts will DEFAULT to the Remaining Balance and will actually override the number in the Amount or Percentage field.

If the information and the priority are correct, goto task #14. Otherwise, goto task #4 to edit and prioritize your account(s).

14.    Print a copy of the page that comes up, and retain it for your records if so desired.

If you are using a PC, you may also right click within the page to choose print from the drop-down menu.

If you are using a Mac, you must click inside the review page, then click File> Print> Print Preview> Print Background.

15.    Click the [Submit] button at the bottom right of the screen.

Your changes become pre-note transactions in the next payroll run which means that the information is sent to each respective financial institution for verification.  This means that you will receive a check on the first pay period after the change.  Once the information is verified, subsequent pay will be Direct Deposited to the account(s).

16.    Click the Home hyperlink or button to return to the Home Page when you are finished working with your Direct Deposit Information.

You can continue to work with Employee Self-Service from the home page.

17.    Click the Logout link when finished with Employee Self-Service to properly disconnect from Parnassus.

End of activity.


Adjusting an Existing Direct Deposit Account in Employee Self-Service: Flowchart Start Employee Task #1 Task #2 Task #3 Employee Task #4 Task #5 Task #6 Task #7 Task #8 Decision Employee Task #9 Task #10 Task #11 Employee Task #12 Task #13 Decision Employee Task #14 Task #15 Task #16 Flowchart 2


Adjusting an Existing Direct Deposit Account in Employee Self-Service: Flowchart Employee Task #17 End