Introducing Direct Deposit in At Your Service Online for EDB Preparers

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Flora Fletcher
6 years ago
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1 Introducing Direct Deposit in At Your Service Online for EDB Preparers Rev. 04/21/10 Direct Deposit in At Your Service Online Effective April 22, 2010, employees will be able to add and update their own direct deposit information in At Your Service Online (AYSO). Benefits of this change: Will free up EDB Preparer s time Adding new unlisted financial institutions will automatically be initiated once entered by employee* Employees won t be required to notify EDB Preparer of account number or bank changes Employees have 24 hour access to At Your Service Online *Only U.S. financial institutions can be set-up for Direct Deposit. 2 1

2 Setting Up Check Dispo Data in EDB for New Hires/Rehires When processing check information in the New Hire or Rehire Bundle (SHIR, AREH, etc.) the EDB Preparer should enter a paper check disposition code in the ECHK screen: Paper Check Disposition Codes: 1 Paper Check; envelope is delivered via Campus Messenger 3 Paper Check; envelope is held at Payroll Services for pick-up. 3 ECHK: Example of Paper Check Disposition Code - 1 The EDB Preparer enters check dispo code and department code The department s checks are delivered via campus mail by messengers 4 2

3 ECHK: Example of Paper Check Disposition Code - 3 The EDB Preparer enters check dispo code and department code The department s checks are held in Payroll Services for departmental pick-up. 5 Payroll Paper Check Disposition Form All departments are required to choose only one paper check disposition code (Dispo 1 or Dispo 3) for the whole department. Do not split employees dispo code (i.e. have some employees coded as assigned Dispo 1 and others as Dispo 3). It is the department s responsibility to ensure that the Payroll Check Disposition Form is current with a list of people authorized to receive or pick up paper checks. Only designated recipients will be allowed to sign for check envelopes. Form can be found on the Payroll Services portal >Forms 6 3

How to Access At Your Service Online Employees can access At Your Service Online through various campus websites: Payroll Services > Faculty & Staff Info Payroll Services > Quick Links Payroll

4 How to Access At Your Service Online Employees can access At Your Service Online through various campus websites: Payroll Services > Faculty & Staff Info Payroll Services > Quick Links Payroll Services > Web Applications Campus Human Resources > Quick Links If an employee needs assistance with access to AYSO, please have the employee contact Alan Ackereisen at (310) AYSO Main Menu Tabs Employee s View Once on the Main Menu, go to Income & Taxes tab. About Josephine Click here to choose Direct Deposit 8 4

Current Check Disposition Employee View Displays employee s current check distribution: Paper check or Direct Deposit information JOSEPHINE BRUIN Click here to add or

5 Current Check Disposition Employee View Displays employee s current check distribution: Paper check or Direct Deposit information JOSEPHINE BRUIN Click here to add or change direct deposit information 9 How To Add/Change Direct Deposit Information page 1 of 5 Choose: Checking or Savings JOSEPHINE BRUIN Enter Routing Number aka ABA number. 10 5

How To Add/Change Direct Deposit Information page 2 of 5 Enter account information Gives the employee a sample of how to read check data 11 How To Add/Change

6 How To Add/Change Direct Deposit Information page 2 of 5 Enter account information Gives the employee a sample of how to read check data 11 How To Add/Change Direct Deposit Information page 3 of 5 About Josephine The employee should review and confirm that all data entered is correct JOSEPHINE BRUIN

How To Add/Change Direct Deposit Information page 4 of 5 The employee must check the authorization box 1111111111 Click accept or cancel the transaction 13 How To Add/Change Direct Deposit

7 How To Add/Change Direct Deposit Information page 4 of 5 The employee must check the authorization box Click accept or cancel the transaction 13 How To Add/Change Direct Deposit Information page 5 of 5 JOSEPHINE BRUIN Your confirmation statement will be sent to jbruin3525@finance.ucla.edu. Confirmation page: Employee should note the confirmation number Note: It may take up to days for the activation to start at the new/changed direct deposit account. 14 7

8 Example of Confirmation Statement Notice Employee receives confirmation. Suggestion: Employee should retain the confirmation information until first payment has been sent via direct deposit. 15 Prenote Process The information entered in At Your Service Online will download into EDB within two business days. Once on the ECHK screen in EDB the prenote process starts. A prenote is an electronic zero net payment sent to the designated financial institution for account verification. U.S. banking laws require that anyone adding or changing financial institutions for direct deposit must complete a prenote process. The prenote process takes approximately 10 business days before payments are sent via direct deposit. The prenote process starts after the first pay compute when the ECHK screen has been updated. 16 8

9 Prenote Process and IGNL The employee will be issued a paper check during the prenote process (Dispo 9). The paper check is included with checks to the employee s home department code (not the check address in ECHK). If account information is verified by the financial institution, the next payment should go direct deposit. If the financial institution cannot verify the account information, Payroll Services will change the employee to a paper check disposition code and will notify the EDB Preparer with the reason why the transaction rejected. The EDB Preparer should work with the employee to resolve the account verification (prenote) issue. The EDB Preparer can view the changed/updated information on the IGNL Screen. 17 Example of IGNL BRUIN,JOSEPHINE Prenote code and Prenote pay cycle Additional Pay Disposition Codes 0 Check held in Payroll Services 2 Default code when data is entered incorrectly in ECHK screen 8 Net of check was sent via direct deposit 9 Check issued during prenote process (check address is home department code) Direct Deposit activation begin date 18 9

10 Additional Tips The system will automatically derive a (Y) for an online earnings statement, if not indicated in ECHK screen. Departmental representatives should instruct employees to view statement via At Your Service Online. Encourage employees who change accounts to keep former account open until direct deposit process has been completed for the new account. Payroll Services cannot stop payments that have been sent to a closed account. These payments will be returned to UCLA by the financial institution and a paper check will be issued but this process will take several business days to complete. 19 Additional Tips Cont d Refer employees to the Faculty & Staff Info page at Employees will find links to information such as: How to Set up Direct Deposit in At Your Service Online - Employee Information (handout to give to employees) Payday Calendar (a schedule of all the university pay days) How to Login to At Your Service Online Understanding Your Earnings Statement 20 10

11 Contacts EDB/PTR Preparers Payroll Hotline (310) Employees needing assistance within AYSO Contact information is included in AYSO

Welcome. Logging into the system

Welcome. Logging into the system HCM GUIDE Contents Welcome... 2 Logging into the system... 2 Add a New Hire... 3 The Tax Menu... 7 The Child Support Screen... 9 Direct Deposit Screen... 10 Scheduled E/Ds... 11 The Delivery Screen...