Manage Consolidated Direct Deposit

Consolidated Direct Deposit Files for Multiple Pay Groups

Direct deposit files can be consolidated for multiple pay groups, as well as automatically consolidated for U.S. pay groups that share the same bank routing number and pay dates.

A direct deposit file group is used to identify which pay groups and associated banks should be included in a consolidated direct deposit file.

For example, if a direct deposit file group is created that contains pay groups with a weekly and biweekly pay frequency and a Friday pay date for each pay group, then one week the consolidated file will include only the weekly payrolls and the alternate week the consolidated file will included all the pay groups, both weekly and biweekly.

Managing Consolidated Direct Deposit Files for Multiple Pay Groups

Configure Consolidated Direct Deposit Security

Security access for specific roles and users must be granted in order to complete payroll functions such as direct deposit file groups, view status of direct deposit group files, and view file recipients with exceptions that will be used to consolidate direct deposit files.

Note

The final role configuration that needs to be completed is enabling the ability to view any file recipients with exceptions This can be accessed and configured as follows:System Configuration > Role Administration > select the role > Web Access Rights > Reporting > File Transfers > View File Recipients with Exceptions. The configuration provides a list of any individuals that may no longer be authorized to view data for a certain pay group.

Select System Configuration and then select Role Administration.
Search for and select the desired role.
Select Web Access Rights and then select Edit.
Expand Payroll Admin and select Payroll Settings and then select Direct Deposit File Groups.
Select Add, View, Edit, or Delete based on your company guidelines.
Select Save.

Note
Additional role configuration will need to be completed in order to view the direct deposit group file status for each pay group in the file group. This can be accessed as follows:System Configuration > Role Administration > select the role > Web Access Rights >Payroll Processing > Payroll Gateway > Select the More Actions link > View Status of Direct Deposit Group Files. This provides a list of all tile names for each pay group.

Add or Change Direct Deposit File Groups

Direct deposit file group information including direct deposit group code, direct deposit group name, pay groups, country, file recipients, and test mode can be added or changed.

Consolidation of pay groups is only available for U.S. pay groups, sharing (the same routing number), and U.S. banks. Several key items must be configured:

File Group must have a recipient(s)
Recipient(s) must be qualified for included pay groups
Recipient(s) employee status must be Active
Recipient(s) must have the Payroll role type
Recipient(s) must have access to file transfers

Navigation:Payroll Admin > Payroll Settings > Direct Deposit File Groups

From the Direct Deposit File Groups page, complete one of the following:
- To add a new direct deposit group code, select Add. Pay groups that are disabled are already included in another direct deposit file group. At least one bank and pay group combination must be selected or an error message will be received.
- To change an existing direct deposit group code, select the applicable Direct Deposit Group Code link.
In the Pay Group section, select the pay groups that will be included in this group. The routing number must be the same for each pay group selected.

Note
You will receive the following error if you attempt to select two different routing numbers for the same direct deposit file group: "The paygroup/bank combinations you have selected include more than one routing number. Only one routing number may be included in a direct deposit file group."
Select Next.
In the Direct Deposit Group Details section, select Test Mode, if applicable. Test mode enables both the regular single NACHA file and the consolidated direct deposit file to be produced with TEST ONLY in the description. This will provide the ability to test the consolidated National Automated Clearing House Association (NACHA) file to ensure accuracy. Once tested, the direct deposit file group should be updated and the test mode turned off. Once the test mode is off only the consolidated direct deposit file will be delivered to file transfers.
At the Direct Deposit Group Code field, enter the code up to six characters with no spaces or special characters.
At the Direct Deposit Group Name field, enter the description.
At the drop-down list, Who Should Have Access to the File Created for the Direct Deposit File Group, select the individual(s). These individuals will be the recipient(s) of the consolidated file, once created.
Select Save.

Consolidate a Direct Deposit File

When a pay group is assigned to a direct deposit file group, the direct deposit group name will display on the Payroll Overview page for the pay group.

Select the link for the direct deposit group name to view the pay groups that will be consolidated into a single direct deposit file based on the shared pay date. The consolidated file will be created automatically when all pay groups that share a pay date in the file group have been processed.
Select one or more completed pay groups and the Create File button if you wish to create the consolidated file immediately. Use the Previous or Next arrow to select a different pay date.
Select Yes, I'm Sure to continue the consolidated direct deposit file creation.
Once the single or consolidated direct deposit file(s) has been created, select Reporting and then File Transfers to view the file by the recipient. Changes cannot be made to a direct deposit file groups in progress until the consolidated direct deposit file is created for the pay date in progress.
Changes cannot be made to a pay group status or bank that is part of a direct deposit file group in progress. The File Recipients with Exceptions page identifies any recipients no longer qualified to be a recipient.

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