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MAINTAIN PAYMENT METHOD#

Payment Rules are a date sensitive means of indicating the method(s) by which an employee elects to receive their pay. This may include payment by only one check, and/or an unlimited number of direct deposits.

UPCALC will use the pay period issue date to select the correct date effective payment method IPPM for an employee.

An individual employee should have a payment method set up. If, however, one is missed, when the first pay for an employee is calculated, if a payment split is not recorded then UPCALC will create a payment split record of '100% by Check'. It will also issue an exception message reflecting this decision.

If the employee has chosen to be paid by direct deposit, a bank name, transit and account number must be provided; otherwise the employee will be paid by check.

The payment rule details contain a record for each check or direct deposit to which the employee requires their pay to be split.

Whenever an employee requires their pay to be deposited to more than one account, we recommend that 'Pay Remaining' be used on one of these accounts. For example, an employee normally receives $1000 net pay, and elects to deposit $800 to a checking account and $200 to a savings account. The recommendation is to set up 'Pay Remaining' balance to the checking account. Then, when the employee's net pay goes up to $1100 (e.g. pay increase, overtime, bonus etc.), $900 will go to the checking account and $200 to the savings account. Otherwise, if the two deposits are set up for flat amounts of $800 and $200 respectively, the employee will receive the same two deposits, plus a check for the extra $100 net pay.

The Maintain Payment Method (IPPM) screen allows the employee to indicate that a percentage of their net pay or a flat amount to be paid by a specific method.

Payment Method data is stored in the P2K_PR_PAYMENT_RULES, P2K_PR_PAYMENT_RULE_DETAILS and P2K_PR_NET_PAY_SPLITS tables.

This function is date sensitive and changes made in these areas below the date navigator may be split with a new effective date.

Seq.

This field shows the sequence number controlling the order in which this payment rule detail will be processed. You should number the sequences in increments of ten. This will allow subsequent splits to be easily re-numbered.

Method

This field indicates whether the payment will be made by check or deposit.

Amount

Amount of pay to be sent to this check or deposit account. This is not required when net pay percent or pay remaining is being used.

Percentage

Percentage of the net pay to be sent to this check or deposit account. Not required when pay amount or pay remaining option is selected.

Pay Remaining

Only ONE of the employee’s choices may be marked at one time as ‘Pay Remaining’. If more than one choice is selected, UPCALC will produce the following message: "PR#00029: Sequence (999) bypassed. Only one ‘Pay Remaining’ allowed." Pay the remaining balance of the net pay to this payment sequence. If this option is not used on a deposit account, the pay split calculation process pays any remaining net pay to a check.

Paid To Order Of

Alternative name that the check is made out to. If left blank, the check payee defaults to the full name of the employee. Used when employees elect to have some or all of their pay sent to their spouse or family (e.g. merchant seamen, contract workers in a foreign country etc.). May also be used when an employee is deceased, and a payment needs to be made out to the survivor(s) or to the estate.

Deposit Information#

The following information is to be completed for direct deposits only.

Account Type

Indicates that the bank account is checking or savings type of account.

Bank Transit

This field contains the deposit bank transit code that uniquely identifies the branch within the banking system.

Bank Account

This field displays the employee-supplied bank account number to which a deposit is to be sent.

Bank Name

This field displays the full name of the bank.

State/Prov

This field displays the state or province of the bank where the deposit is being sent.

Prime Deposit

If this toggle is ON then this account is considered the prime deposit account, if the toggle is OFF then this is not the prime deposit account. This toggle should only be set for one account.

As each timesheet is paid on the IPPH form, you may override the timesheet to be paid ‘By Check’ or ‘By Prime Deposit’ for certain types of pay (e.g. Bonus). This Prime Deposit toggle indicates that the deposit account should be used for these ‘Prime Deposit’ time sheets.

Prenotification Information#

Prenote Required

For U.S. installations only: If the Pre-note Required toggle is ON, the deposit account will be prenoted to the bank, and the required waiting period will be observed. If the toggle is OFF, the deposit account will not be pre-noted.

Prenote Date

For U.S. installations only: System maintained date indicating when the pre-notification was sent to the bank. The pay issue date becomes the pre-note date.

Deposit Starts

For U.S. Installations Only: This field displays the pay period start date where the deposit is to commence after the pre-note period is over.

The pre-notification deposit process completes this field automatically. The deposit start date is the pre-note date plus the number of pre-note days on the bank account (IPBA). The resulting date is used to looks up the pay period calendar to see which pay period the date falls in, it takes the pay issue date from that pay period and then uses it for the deposit start date.

The next UPCALC, when the pay issue date is equal to or greater than the deposit start date - the employee will receive a deposit into this account.

Temporarily Use

This field will indicate how an employee should be paid (e.g. by check, by deposit in a previously established account) during the pre-noting period.

Prenoting#

For U.S. installations only: There may be a requirement by the ‘Automated Clearing House (ACH)’, that an employee’s banking information be ‘pre-noted’ on the deposit file before a ‘Live’ deposit can commence.

Personality handles this requirement in a manner that is integrated with the pay cycle. During the prenotification period, the employee can be paid by another deposit or by check. Prenotification is initiated by turning the ‘Prenote Req’d’ toggle ON in the employee’s Payment Method (IPPM) form. If the toggle is OFF, then the employee will be paid immediately on the deposit record without notification.

Only one notification is sent to the bank. If an additional notification is required, then the Prenote Req’d. toggle in IPPM may be turned ON again to restart the Prenotification period.

The Deposit List (RPDP) in update mode will update the deposit record when a prenote is triggered. The ‘Prenote Date’ is set equal to the pay issue date, and the ‘Deposit Start’ is set to the ‘Prenote Date’ plus the ‘Prenotification Days’ from the Bank Location (IPBL) form. The next time UPCALC is processed for the employee, the pay issue date will be compared to the employee’s deposit start date. If the pay issue date is greater than or equal to the deposit start date, then the deposit record has passed the prenote period and will be used.

During the prenotification period, payment is redirected to either another deposit, or paid by check. It is important to note that the ‘redirected’ amount is added to any portion already directed to the other deposit or check amount. For example, if Deposit # 1 is for 10% of net pay and Deposit # 3 (On Prenote) is for 20% redirected to deposit # 1, then Deposit # 1 will receive 30% of the net pay amount.

We recommend that the 'Pay Remaining' option be used even when there is only one deposit. Then if an employee adds a second deposit at a later date, during the prenote period, the net pay will continue to go to the first deposit. Otherwise, the new deposit account amount will go to a check during the prenote period.

After the pay cycle (UPCALC, UPCLOZ), you will run the UPDISB Disbursement process to generate net pay splits that can be views on the IPDS form. The disbursements are stored in P2K_PR_NET_PAY_SPLITS table.

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Notes #

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