eduPay
User Guide
Version 1.5 30 June 2010
Bank Accounts and
Net Pay
Distributions
Table of Contents
1 About Bank Accounts and Net Pay Distributions ...3
1.1 Entering Bank Accounts and Net Pay Distributions Processes...3
2 Bank Accounts ...4
2.1 Entering Bank Account Details ...5
2.2 Add Additional Bank Account Details ...7
What If ….? ...8
3 Net Pay Distributions...9
3.1 Establish a Pay Distribution (single bank account)...10
3.2 Adding Multiple Distributions for multiple Bank Accounts...12
1 About Bank Accounts and Net Pay Distributions
This section covers the steps involved in entering and updating Bank Accounts and Pay Distribution details for employees using the Employee Data Management (EDM) menu.
Enter Bank Account and Pay Distribution information into eduPay for new
employees upon appointment. Net Pay is electronically transferred to the financial institutions of their choice.
Setting up employee’s Bank Accounts is a two step process.
1. Add all the Bank Details, e.g. Commonwealth Bank Collins St Melbourne 3001. 2. Enter the $ amount or % that is to be put in to each account.
If this information is not entered correctly, or not received in time for the payroll process, the employee’s Net Pay is held until the Bank Account and Pay Distribution details are correctly recorded in eduPay.
HR administrators must create the Bank Account and Pay Distribution details for all new employees and rehires. Modifications to bank account details by current employees can be subsequently updated either by the HR administrator or by the employee via Self Service.
HR administrators should encourage employees to update their own bank account details in Self Service.
1.1 Entering Bank Accounts and Net Pay Distributions
Processes
The following processes are covered in this section: • Entering Bank Account Details
• Establishing a Pay Distribution
2 Bank Accounts
This is the first of two steps in setting up bank account details for an employee. This step specifies the bank account details for the employee.
An employee is required to supply their Bank Accounts details as eduPay can only distribute pay by electronic funds transfer.
The following is required to enter Bank Account details: • Bank BSB number
• Bank Account Number • Bank Account Name.
Process Overview:
Key points:
• To be paid, employees need a bank account and pay distribution details. • An employee’s net pay can be distributed to multiple Bank Accounts.
• Certification messages may indicate errors, resulting in the employee not being paid.
2.1 Entering Bank Account Details
Employee Data Management > Manage Hires > Maintain
Bank Accounts
or
Employee Data Management > Payee Management >
Maintain Bank Account
1. Find and open the employee record.
Note: When entering Bank Account details for a newly hired employee, you can also access the page within the Manage Hires folder: Employee Data Management > Manage Hires > Maintain Bank Accounts
The Maintain Bank Accounts page displays:
The Status defaults to Active. The Type defaults to Regular.
2. Enter the BSB.
Confirm the Bank and Branch details which will display when you click out of the BSB field.
If eduPay does not recognise the BSB, reconfirm the details with the employee. Once the correct BSB is entered, eduPay auto populates the Bank ID field.
3. Enter the Account Number.
The account number must be numeric.
4. Enter the Account Name. 5. Click .
6. Enter the Pay Distribution Details.
When all the Bank Accounts for the employee are entered, navigate to the Net Pay Distributions page to complete the process. The Specify Net Pay Elections link can be used.
The Specify Net Pay Elections page is where the amount of money or percentage of pay is allocated against each of the employee’s Bank Accounts.
See the Net Pay Distributions section for more information.
If you are using the eduPay Payee Management menu, it is called Specify Net Pay Distributions. If you use the link in the Maintain Bank Accounts screen, it is called Specify Net Pay Elections.
2.2 Add Additional Bank Account Details
Employee Data Management > Payee Management >
Maintain Bank Account
Most of the steps to add additional Bank Accounts are the same as for Entering Bank Account Details. The steps below are a summary of the main points and include specific information for adding additional bank accounts.
Review the Entering Bank Account Details section for more information.
1. Find and open the employee record.
Note: Before adding an additional account, check that the bank account has not already
been entered by clicking .
2. Click to add another account. 3. Enter the Bank Account Details. 4. Click .
The system allocates an Account ID which will be referenced when the Pay Distribution is entered. The Account ID is displayed in the top left of the page.
5. Click Specify Net Pay Elections 6. Enter the Pay Distribution Details.
When all the Bank Accounts for the employee are entered, navigate to the Net Pay Elections page to complete the process.
The Net Pay Elections page is where the amount of money or percentage of pay is allocated against each of the employee’s Bank Accounts.
What If ….?
Scenario Action
The Bank or BSB
does not display? Confirm the details with the employee.
If the details are confirmed and the BSB does not exist in the system, contact Schools HR.
An employee does not have Bank Details?
eduPay only pays employees by Electronic Funds Transfer. If an employee does not provide bank and pay distribution details, their pay is held until these details are provided.
Once the details are provided, the held pays are processed and distributed over the next 2 working days.
3 Net Pay Distributions
This is the second step in setting up the bank details for an employee. The Pay Distribution identifies the amount or percentage that is to be distributed to each bank account.
Once the bank account details have been entered, the Net Pay Distribution must be established. This process is required whether the employee has one Bank Account or multiple accounts.
Process Overview:
Key points:
• Create the Bank Account before adding a Net Pay Distribution.
• A Bank Account cannot be made inactive if it receives Net Pay Distributions. Delete the Net Pay Distributions before deleting a Bank Account.
• The Specify Net Pay Elections page can also be accessed from the Maintain Bank Account page.
• Net Pay can be distributed across multiple accounts.
• Amounts distributed can be nominated as a percentage or a sum. • The Order Number indicates the priority order in which net pay will be
distributed.
• The Primary Account receives all unallocated funds.
• Certification messages may indicate errors, resulting in the employee not being paid.
3.1 Establish a Pay Distribution (single bank account)
Employee Data Management > Payee Management > Specify
Net Pay Distributions
1. Find and open the employee record.
Note: When entering net pay distribution information for a newly hired employee, you can also access the page within the Manage Hires folder: Employee Data Management > Manage Hires > Specify Net Pay Elections
The Specify Net Pay Elections page displays:
2. Enter PAY DOE as the Run Type Name. 3. Enter the Effective Date.
The Effective Date when hiring an employee is the Hire Date. The Effective Date for an amendment is the first day of the pay period (Sunday) in which the new details are to commence.
4. Select the Account ID.
Click and select from the list of available options.
The accounts listed are those entered on the employee’s Maintain Bank Details page.
5. Select the Primary Account option.
Nominate a Primary Account for the Net Pay to be deposited even if there is only one account. This account must be selected as the primary account. A primary account does not require a percentage or amount to be entered.
The employee’s net pay distribution is established and the pay distribution displays in the Distribution Detail section.
3.2 Adding Multiple Distributions for multiple Bank Accounts
An employee may wish to have their net pay distributed across multiple accounts. Establish the other accounts through the Maintain Bank Accounts page before allocating payments to these accounts.
Employee Data Management > Payee Management >
Specify Net Pay Distributions
Can we have screen dump here
1. Find and open the employee record.
Note: The Effective Date defaults to the current date.
3. Enter the Effective Date.
The Effective Date when hiring an employee is the Hire Date. The Effective Date for an amendment is the first day of the pay period (Sunday) in which the new details are to commence.
4. Select from the Distribution Details section to add an additional Bank Account to the Net Pay Distribution.
The Explorer User Prompt displays:
5. Enter the number of rows to add. 6. Click .
Note: The order numbers display as new accounts are added. The Order Number field is editable.
Pay is distributed firstly to Order Number 1, then to subsequent order numbers. Any residual net pay will be allocated to the account which is indicated as the Primary Account irrespective of its Order Number.
7. Enter the Account ID.
Click and select from the list of available options.
8. Select the Account to allocate a partial payment if required.
Repeat this process to select subsequent accounts.
Note: Create extra accounts via the Maintain Bank Account page before specifying Net Pay Dis-tributions.
9. Select the Primary Account option
If a payee has set up pay distribution amounts for allocation to several accounts and a net pay amount remains after allocation, the extra amount goes to the primary account.
The Primary Account does not have to be the account allocated to Order Number 1.
10. Select the Partial Allowed option.
The Partial Allowed checkbox enables a sum of money to be deposited into the nominated account, where there is insufficient net pay for the full amount nominated.
In the screenshot above, the second and third accounts are allocated $400 and $300 dollars respectively.
Where the employee receives $1,050 Net Pay, the primary account receives $500, the second account receives $400, while the third account receives a partial amount of $150.
Where the employee receives $1,050 Net Pay, account 2 receives $400, account 3 receives $300 and the Primary Account receives the rest of the net pay after
allocation ($350).
Where the Partially Allowed check-box is left unchecked, the third account receives nothing and the remaining $150 is deposited into the primary account. ?????
11. Enter the Percent or Amount to be transferred to the account.
eduPay allows for a specific amount or a percentage of Net Pay to be allocated to a specific account. Choose either a percentage or an amount for each account (not both).
Note: If a distribution has 100% entered, and it has the highest priority order, then other distributions will not occur. This includes distributions to the Primary Account (if it is not the highest priority).
12. Click .
The Pay Distribution details are now saved.
13. Review Certification Messages.
View the Payee Certification Messages the day after input to check for errors, warnings or information relating to the change.
Employee Data Management > Payroll Results > Certify
Payroll
Review the Payroll Certification User Guide for more details.
14. Review Payroll Results.
View the Results by Calendar page which will display all amounts that will be paid in that pay period.
Employee Data Management > Payroll Results > Results by
Calendar Group
3.3 Remove a Bank Account (Net Pay Distributions)
When a Bank Account is no longer required, remove the pay distributions for that account.
Employee Data Management > Payee Management > Specify
Net Pay Distributions
1. Find and open the employee record.
The Specify Net Pay Elections page displays:
2. Select from the Effective Dates section to add an effective dated row. 3. Identify the Account ID of the Account to be deleted.
Click to verify which account to delete.
4. Click to remove the related Pay Distributions.
Note: Select a new Primary Account if the current Primary Account is to be deleted.
5. Click .
The Bank Account will still be visible in the system but no money will be distributed into the account.
