Direct Deposit

Direct Deposit Service (DDS) Setup Notes

****This feature is an “Add-On”**** Please contact us for information.

1 Background

This document describes the setup necessary for the Direct Deposit Service (DDS) feature in the Payroll Module of Profits Plus

2 Parameter Setup

The following Parameters need to be setup in the P/R “Electronic Data Interchange” parameter file before the Direct Deposit Service can be used, go to: Payroll (Module 1); System Management Functions (Task 32): Modify Parameter Files (Sub-task 22); Electronic Data Interchange (Option 2)

Parameter Name	Default Value	Comments and Explanation. Note:Much of the information is provided by your Financial Institution
COMP’DDS’FLG	OFF	Company wide Direct Deposit Service (DDS) flag. ON: The service is on OFF: The service is currently turned off
COMP’NAME		Your company name, 16 characters maximum
COMP’DIS’DATA		Discretionary company data (Optional company information) 20 characters maximum
COMP’ID’NUM		Company identification number (Tax ID or Bank assigned number) 9 digits
COMP’DFI’NUM		Originating DFI Identification 8 digits
IMM’ORG’CDE		Immediate Origin 9 digits
IMM’ORG’NAME		Immediate Origin Name 23 characters maximum
IMM’DST’CDE		Immediate Destination 9 digits
IMM’DST’NAME		Immediate Destination Name 23 characters maximum
STD’CLS’CDE	PPD	Standard Entry Class Code. Should be set to PPD
ENTRY’TYPE	PAYROLL	Entry description for receiver, e.g.
PRINT’LABEL’ON’DDS	N	Print field labels on DDS check stub/replacement, i.e. plain paper Y/N
POSTING’METHOD	ROLLUP	How is the DDS amount to appear in the Checking Account? ROLLUP : One EFT transaction SPLIT : One transaction per employee record
EMAIL’ADDRESS		Email address of payroll manager if the DDS download file is to be automatically sent. Leave blank if DDS file processing will be performed manually

1 Employee Information Setup

Once the system has been configured to support Direct Deposit Service, the records of each employee wishing to avail of this service has to be suitably modified.

The following direct deposit information will have to be setup in the Employee Master File. Go to Payroll (Module 1); Employee Master File (Task 17); fields 75 through 84. The employee can have their NET pay go to one or two accounts. It can be either one or two checking and/or saving accounts. This information is per NACHA requirements.

Field	Explanation
Direct Deposit – fields 76 & 80	Yes /No / Pre-notification (* Important: see note below boxed area regarding Pre-notification)
Account type – fields 77 & 81	S = Savings Account, C = Checking Account
Account Number – fields 78 & 82	Employees account number at their financial institution
Routing Number – fields 79 & 83	Routing number for the employee’s financial institution. Can be 8 or 9 digits
Allocation Type – field 84	$ = fixed dollar amount, % = percentage of NET pay
Allocation Amount – field 85	The dollar or percentage amount of NET pay that will go to Account B, remainder goes to Account A

*Important Note: set ALL employees with a P for Pre-notification when first implementing DDS or when adding an employee to use the DDS feature. In the pay period prior to actually implementing DDS, a physical check will still print for the employee at your site, however the bank is ‘notified’, with a zero check amount, to verify that everything flowed through properly. The bank then sends the employee a ‘pre-notification’ that their next paycheck will be automatically deposited. The system automatically changes the Pre-notification to a Yes on field 75, and if used, field 79.

2 File generation

A Direct Deposit file is generated during the payroll processing step. When processing the payroll through Task 3 (Process the Payroll) and after the checks and direct deposit stubs have printed, the system prompts:

· Are all checks satisfactory (YES/NO)? YES

Ø Type YES and the payroll check register prints: PRCKRG.

The check register provides the download file name. It is the year/month/day followed by a letter indicting the number of times a file is created for the exact same date.

· For example, if the direct deposit file is created on 02/11/xx, the name of the download file is: xx0211.A

· If a second direct deposit file is created on the exact same day, maybe for commissions, the name of the download file is: xx0211.B (third on 02/11/xx is xx0211.C)

The file is saved in the payroll folder for the company processing the payroll.

Ø It is located in the following path/subdirectory: /u/mvs/dsk0/20000c/filename (*see below for explanation of c)

Ø `c' represents the company number (always use `1' unless you have multiple companies/corporations, NOT divisions. Contact us if in doubt)

§ If you have one company, and the file was created on 02/11/xx, the direct deposit file will be located in: /u/mvs/dsk0/200001/xx0211.A

§ If your company #4 did the payroll, and the file was created on 02/11/xx, the direct deposit file will be located in: /u/mvs/dsk0/200004/xx0211.A

The file can be transmitted to a PC for transmission to the bank a number of ways:

1. copy via floppy disk,

2. direct transfer via STEP software or

3. e-mailed (all e-mail processes require optional server e-mail package). If the server is setup with Internet access, the file could also be directly FTP’d to the bank, assuming the bank has that capability. This is controlled by the parameter: EMAIL’ADDRESS.

3 Check Numbers

The Direct Deposit process does not use regular check numbers. Instead each DD transfer is identified by a separate counter in the system. Set the value for the DD check number counter in: Payroll (Module 1); System Management Functions (Task 32); Set Values for Counters (Sub-task 28). Be sure the number set is outside the check numbers for printed payroll checks.

4 Check and Direct Deposit Stub Printing

The check printing process will remain largely unchanged. The system will maintain a separate setting for Direct Deposit stub printer. Stubs are designed so that they can be printed on either plain paper, such as to be printed on a laser printer, or on pre-printed Direct Deposit stub forms that are very similar to check forms but are not real checks.

If the Check printer and the Stub printer are the same, the system will first print all the checks, prompt the user to remove check stock and put in the stub stock and resume printing. Printer assignments are found in: Payroll (Module 1); System Management Functions (Task 32); Modify Application Tables (Sub-task 17); Printer Assignments (Option 6)

5 A/P Interface

The dollar value of the Electronic Funds Transfer (EFT) that makes up the direct deposit amount can be either split up into a single figure as an EFT in the checking account file, or as individual per employee transactions as it is done today. The choice should be based on the information on the statement provided by the bank.

6 Employee Check History

The Employee Check History (Task 18 in Payroll) will still contain the detailed individual check information. However, Direct Deposit transfers will show up with a simulated check number based on the new counter described above in Step 5.