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      Direct Deposit for Administrators

      Learn how to add a new Direct Deposit for an employee, edit an existing Direct Deposit, and approve Direct Deposit Requests. 

      Direct Deposit allows you to automatically pay your employees, without the need to print a paper check. This article takes you through the different steps of the Direct Deposit process. 

      Tip: Check out our article for Employees: Direct Deposit for Employees (ESS).

      Direct Deposit Layout
        -  Amount Codes Explained
        -  Priority Explained
      Manage and Add New Direct Deposits for an Employee
        -  Add a New Direct Deposit
        -  Manage an Existing Direct Deposit
        -  Manage Direct Deposit Change Requests
      Example of Common Direct Deposit Configurations

      Direct Deposit Layout

      The Direct Deposit entry page consists of eleven different fields. Take a look at each field and its description to learn more.

      A screenshot of the Direct Deposit entry page.

      1. Account Type: Indicates if the direct deposit will go into a Checking or Savings account.

      2. Routing Number: The bank's ABA routing number. This will always be 9 digits. After entering this number, the bank name should generate at the top of the Direct Deposit screen. If you see “Bank not on file”, please confirm the account details with your employee. If their account details are confirmed, please contact our Client Support Team at Support@checkwriters.com to add the bank.

      3. Account Number: Your employee’s account number, associated with the bank routing number. This is usually 8 to 12 digits long.

      4. Name on Account: Employee's name as it appears on the bank account. If not entered, it will default to the employee's name in the system, once saved.

      5. Amount Code: Use the drop-down menu to select which amount code will be associated with the direct deposit. Unsure of which amount code to use? Check out Amount Codes Explained.

      6. Amount: Enter the Flat Amount number or Percentage of pay that will be deposited into your employee’s bank account.

        1. If you choose a Flat Amount in the Amount Code field, you will be prompted to enter a Flat Amount number.

        2. If you choose a Percentage in the Amount Code field, you will be prompted to enter a Percentage of pay.

      7. Priority (1-99): This field determines the order in which the direct deposits will be processed. “1” is the top priority, and “99” is the last priority. Check out our examples to better understand how to set up priorities.

      8. Start Date: This is the date your employee’s direct deposit will begin. This will default to the next available unprocessed check date.

      9. End Date: This is the last date your employee’s direct deposit will be applied. For a direct deposit to occur indefinitely, enter 12/31/2100.

      10. Prenote Date: Set a 14-day period during which the bank will validate the accuracy of the direct deposit information. The employee will receive a physical check until this process is complete.

        1. For companies using the prenote period: The system automatically populates this field with the next check date. You can change the system’s processing logic, indicating that the prenote has already taken place, by entering a passed date in this field. If you do, enter a date that is at least one month before the check date.

        2. For paperless companies: We are working toward going paperless with all our clients. Because of this, Prenote will most likely be overridden by default. We suggest verifying an employee’s account information with a voided check.

      11. Exclude Special Checks: This checkbox indicates whether the direct deposit should occur on check types with the Special Payment Flag selected. Special Payment Flags can be used to override tax calculations.

        1. If you check the Exclude Special Checks box on a direct deposit with a Special Payment Flag, special checks will not be deposited into this account.

        2. Special Checks can be used to tax checks at the supplemental tax rate, automatically block specific direct deposits, block certain deductions, and override specific taxes. Special checks can be set up in Company → Company Setup → Paycheck Attributes.

       

      Amount Codes Explained

      A screenshot of the Amount Code drop-down menu

      Flat Amount or Remaining Net Pay

      • This code is used to deposit a flat amount into an account.
      • If the flat amount is less than the net pay, the system will deposit the flat amount and the remaining pay will move to the next priority account.

      Example: My flat amount is $30 and my net pay is $40. Using this code, the $30 flat amount will be deposited and $10 will move to the next priority account.

      Note: The Amount entered should never be $0 if using this code.

       

      Flat Amount or Zero

      • This code is used to deposit a flat amount into an account.
      • If the net pay is less than the flat amount, the system will not deposit any money into this direct deposit account. The system will move on to the next priority account.

      Example: My flat amount is $30 and my net pay is $20. Using this code, $0 will be deposited into this account.

      Example: My flat amount is $30 and my net pay is $40. Using this code, $30 will be deposited into this account and $10 will move to the next priority account.

       Note: The Amount entered should never be $0 if using this code.

       

      Percentage of Net Pay

      • This code is used to deposit a percentage of the net pay into an account. 

      Example: My net pay is $40 and I choose to deposit 50% of my net pay using the Amount field. Using this code, $20 will be deposited.

      Note: If you want to add an Amount of 100%, the Priority must be set to 99.

       

      Remaining Net Pay less Flat Amount

      • This code is used to issue a physical check for a specific amount and deposit the remaining into a direct deposit. 

      Example: My flat amount is $30 and my net pay is $40. Using this code, I will receive a physical check for $30, and $10 will be deposited into my account.

       

      Priority Explained

      The Priority field indicates the order of operations for your direct deposits.

      • You can have up to 99 direct deposits.
      • Each direct deposit is set up with a priority number.
      • The system will deposit money into Priority 1 first, then Priority 2, etc.

      Best Practice: We highly suggest setting up a primary account with the Priority set to "99" and the Amount Code “Percentage of Net Pay” set to "100%". This account will catch all remaining pay after higher-priority direct deposits are completed. This will help you avoid getting a physical check for leftover pay. 

      Manage and Add New Direct Deposits for an Employee

      As a manager, you can add new direct deposit accounts to your employee’s pay information, edit existing direct deposits, and approve direct deposit Change Requests from your employees. 

      Note: Employees will receive email notifications when a change is made to their Direct Deposit accounts. Learn more about Employee Notifications for Direct Deposit Changes. 

      Add a New Direct Deposit

      1. Navigate to HR Admin → Manage Employees → Employee Center

      2. Select Snag_1d0a835 Edit beside the desired employee to open their information.

      3. Navigate to Payroll → Direct Deposit

      4. Select Snag_1d1bc93 Add New.

      5. Fill in the fields as desired. Refer to the Direct Deposit Layout section of this article for descriptions of each field. 
      6. Select Save.

      A screenshot of a list of an employee's direct deposits with navigation arrows pointing to "Payroll", "Direct Deposit", and "Add New" 

      Note: To add a Direct Deposit for a New Employee who is not yet activated, navigate to HR Admin → Hire Employees → New Hire Center. Then, follow the above steps 2 through 5.

      Manage an Existing Direct Deposit

      1. Navigate to HR Admin → Manage Employees → Employee Center
      2. Select Snag_1d0a835 Edit beside the desired employee to open their information.
      3. Navigate to Payroll → Direct Deposit
      4. Select Snag_1d0a835 Edit beside the desired direct deposit account.
      5. Edit the fields as desired. Refer to the Direct Deposit Layout section of this article for descriptions of each field. 
      6. Select Save. 

      A screenshot of a list of an employee's direct deposits with navigation arrows pointing to "Payroll", "Direct Deposit", and "Edit"

      Best Practice: Only edit a direct deposit if you want to change the Amount Code, Amount, or Priority. If you wish to change the bank account (Routing Number or Account Number), we suggest you end date the direct deposit for a date before the next check date. Then create a New Direct Deposit with the new bank information.

      Manage Direct Deposit Change Requests

      When an employee submits an Add Request or a Change Request for a direct deposit, their requests will be displayed on the HR Admin Dashboard. 

      A screenshot of the HR Admin Dashboard showing two Direct Deposit Requests. 

      Review the request, then use the bottom action bar to approve or deny it. If you decide to deny the request, you can include a note explaining why the request was denied.

      A screenshot of a Direct Deposit Request 

      Best Practice: We strongly encourage that employees enable Direct Deposit Change text notifications.

      Examples of Common Direct Deposit Configurations

      We’ve compiled some examples of common direct deposit configurations. Check out the scenarios in the left column and follow the steps in the right column to set up direct deposits.

      We highly suggest setting up a primary account with the Priority set to "99" and the Amount Code “Percentage of Net Pay” set to "100%". This account will catch all remaining pay after higher-priority direct deposits are completed. This will help you avoid getting a physical check for leftover pay. .

        If you want this to happen…

        …do this.

      I want all of my pay to go into one account. 

       

       

      1. Add a new direct deposit.

      2. Enter the account’s details. This account will function as your "primary account".

      3. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage.

      4. In the Amount field, enter “100”. This will ensure that all 100% of the pay goes into this account.

      5. In the Priority field, enter “99”. A “Percentage of Net Pay” set to 100% must be given a 99 priority.

      I want:

      50% of my net pay to go into one checking account.

      50% of my net pay to go into another checking account.

      1. Add a new direct deposit.

        1. Enter the first checking account’s details.

        2. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage.

        3. In the Amount field, enter “50”. This will indicate that 50% of the pay goes into this account.

        4. In the Priority field, enter “1”.

      2. Add a new direct deposit.

        1. Enter the second checking account’s details.

        2. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage.

        3. In the Amount field, enter “100”. This will catch all of the remaining pay. If this is set to 50, your employee may receive a paper check for $0.01 if the net pay is an odd amount.

        4. In the Priority field, enter “99”. A “Percentage of Net Pay” set to 100% must have a 99 priority. 

      I want:

      45% of my net pay to go into one checking account.

      30% of my net pay to go into another checking account.

      25% of my net pay to go into a savings account.

      1. Add a new direct deposit.

        1. Enter the first checking account’s details.

        2. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage.

        3. In the Amount field, enter “45”. This will indicate that 45% of the pay should go into this account.

        4. In the Priority field, enter “1”.

      2. Add a new direct deposit.

        1. Enter the second checking account’s details.

        2. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage.

        3. In the Amount field, enter “30”. This will indicate that 30% of the pay should go into this account.

        4. In the Priority field, enter “2”.

      3. Add a new direct deposit.

        1. Enter the saving account’s details.

        2. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage.

        3. In the Amount field, enter “100”. This will catch all of the remaining pay. If this is set to 25, your employee may receive a paper check for $0.01 if the net pay is an odd amount.

        4. In the Priority field, enter “99”. A “Percentage of Net Pay” set to 100% must have a 99 priority.

      I want:

      Only $40 to go into a savings account.

      The rest of my pay to go into a checking account.

      1. Add a new direct deposit.

        1. Enter the savings account’s details.

        2. In the Amount Code field, select “Flat Amount or Remaining net pay”. This will change the Amount unit type to a monetary amount.

        3. In the Amount field, enter “40”. This will indicate that $40 should go into this account.

        4. In the Priority field, enter “1”.

      2. Add a new direct deposit.

        1. Enter the checking account’s details.

        2. In the Amount Code field, select “Percentage of Net Pay”. This will change the Amount unit type to a percentage

        3. In the Amount field, enter “100”. This will catch all of the remaining pay.

        4. In the Priority field, enter “99”. A “Percentage of Net Pay” set to 100% must have a 99 priority

       

      If you need additional assistance, please contact Checkwriters Client Support at Support@checkwriters.com.