HR professionals, managers, and payroll professionals can view and update an employee’s bank account information in the Payroll > Direct Deposit screen in People. Only users who are assigned the direct deposit feature in System Admin > Roles can access the screen.
The Payroll Export interface can be configured to include this information when it transmits payroll information to facilitate direct deposits.
You can also designate the employee's direct deposit account as a special disbursement account to receive specific check payments. See Special Disbursement Account.
Note: You can select the Special Disbursement Account checkbox in the General Details section of the Payroll > Direct Deposit screen in People for only one active direct deposit account. If you select the checkbox for more than one account in the employee record, Dayforce generates an error message.
There are additional features you can enable to help manage your employee's payroll direct deposit screen:
- For employees with multiple bank accounts, you can configure the pay groups to distribute direct deposit funds across the accounts by a percentage of the paycheck. In Pay Group Properties in Pay Setup > Pay Group, select the Distribute by Percent checkbox for the employee's pay group properties. When this checkbox is selected, the Percent option is available in the Deposit Type drop-down list in the employee's payroll direct deposit screen.
- If you want the user to acknowledge that the information they've entered on the screen is correct, in HR Admin > Direct Deposit Admin, select the checkbox for Payroll Direct Deposit Screen - Acknowledgments Statement and Checkbox.
- In System Admin > System Notifications, in the Subscriptions tab, you can set up Dayforce to send a notification when an employee's direct deposit information has changed, either in People or when an Employee Personal Information Change Request is approved. See Human Resources - Employee Notifications.
In the Payroll > Direct Deposit screen, Dayforce shows only the active direct deposit records in the list by default. Click the All button on the right-side of the screen to view both active and inactive records, including deleted direct deposit records and their audits.
The Direct Deposit table shows a list of employee's bank accounts that are set up to receive direct deposits. The labels in the column headings are based on the country associated with the employee's pay group, and reflect the local bank account information required for that country.
Employees with Multiple Direct Deposit Accounts
An employee can have parts of their pay deposited in different accounts. You can specify in the Direct Deposit table how the employee’s pay is distributed between the accounts.
Each account is assigned a processing order which is enforced according to these rules:
- The employee paycheck is distributed by a fixed amount, unless the employee's pay group is set up in its pay group properties to distribute by percentage.
- Accounts that occupy a higher position in the Direct Deposit table are processed before the other accounts below it.
- When the pay is distributed, any undesignated or remaining pay is deposited into the "remainder" account. The Remainder account must always occupy the lowest position in the Direct Deposit table. Otherwise, Dayforce ignores all accounts below it and deposits the pay into the remainder account.
- When you add a new direct deposit account, it’s automatically assigned the lowest processing order and placed at the bottom of the table.
Accounts with the highest processing priority are assigned “1” in the Deposit Number field. To change the processing order of an account, use the Move Up button to move the account up in the table or the Move Down button to move the account towards the bottom of the table.
Prenote Validation
For employees in US pay groups, the employee's direct deposit account information can be validated by sending a prenote (zero-value test) transaction to the bank. This is performed before the payroll direct deposit is processed.
The prenote validation feature needs to be enabled before it can be used. Select one of the following ways:
- To enable prenote tests for all new and modified employee direct deposit records, in System Admin > Client Properties, enter a value greater than zero in the Number of Pre-note Days client property. This is the number of days after the prenote is sent when direct deposits can be made in the first available pay run. The recommended value is 10 days.
- To only enable the feature for specific employees, select the Requires Prenote checkbox in the employee's direct deposit record in People. This option overrides at the employee level what is set up in System Admin > Client Properties (see previous bullet point).
When the validation feature is enabled, prenote transactions are triggered in Dayforce when you complete the following actions:
- Commit a pay run
- Run the Direct Deposit Prenote Background Job in Dayforce. See Direct Deposit PreNote Background Job.
- Modify the employee bank account's routing number or account number information
View Audit Information
To view the audit trail across an employee's record, click Audit.
You can narrow the information using the following filters:
- Action
- Action Performed By
- Date
- Section
To view the audits, expand the audit record. The record shows any changes to the direct deposit record.
For more information about direct deposits for employees from specific countries, see the following topics:
- Add Direct Deposit Information for Australian Employees
- Enter Direct Deposit for Employees in Canada
- Add Direct Deposit Information for Ireland Employees
- Enter Direct Deposit for Mauritius Employees
- Enter Direct Deposit for Singapore Employees
- See “Enter Direct Deposit Information for UK Employees” in the Payroll Administrator Guide
- Enter Direct Deposit for US Employees