10 th anniversary 1999 - 2009 direct deposit for employees, students & vendors
TRANSCRIPT
10th Anniversary 1999 - 2009
Direct Deposit for Employees, Students & Vendors
General Announcements:
Please turn off all cell phones/pagers If you must leave the session early, please
do so as discreetly as possible Please avoid side conversations during the
session Questions will be answered …..
Thank you for your cooperation
“The Richard Stockton College of New Jersey New Jersey's Green College”
Banner 8.0
Banner Finance Evisions
Checks – Intellecheck Direct Deposit – email notification
Banner HR Evisions
Checks – Intellecheck Direct Deposit – not currently using email notification
Banner Student Feed student refunds from student to Finance (furapay)
Banner Finance implemented FY05
Benefits to Direct Deposit
Convenience for employees, students and vendors
Green campaign Access to funds sooner – improved service Cost Savings
Reduced postage costs Fewer checks to print and handle – saves check stock and toner
Bank Reconciliation Reduce escheat Eliminate checks lost in the mail Easier bank reconciliation – no checks to reconcile
Team and Project Strategy Roll out
Employees with current Payroll Direct Deposit Students with current active Payroll Direct Deposit Students enrolled through Bursar’s Office Vendors enrolled through Accounts Payable Office
Team: Finance Team leader Banner Finance custodian Accounts Payable staff member Consulted/Assisted by:
Banking Department/Controllers Office Payroll department Bursar’s office Purchasing department
Starting and Set up
Contact Bank for formatting requirements and gather contact names/emails
Review NACHA regulationOne time set up
GXRBANK – Bank Code Rules GTVSDAX – Crosswalk for emails FOMPROF – User profile maintenance TSADETC - Detail code Create enrollment forms to be completed by payment recipient
New enrollment or account modification GXVDIRD- Bank Routing Number Validation GXADIRD – Bank Account Numbers for DD recipients GOAEMAL - Email
Security
• Enrollment forms should be kept in secure area • Banner Security
• Create a new class for key individuals in Accounts Payable and Bursar to input banking information on GXADIRD and query of GXVDIRD
• Individual who can not initiate reimbursement or refund
• Employee reimbursements • Direct pay documents entered by department end users• Electronic approvals required through approval queues
by Budget Unit Managers• Student refunds
• Automatic feed via FURAPAY• Set on TSADETC
One time set up
GOAEMAL – Email type – maintained by IT FOMPROF – User Profile Maintenance Form
Identify A/P staff who should have ACH override
TSADETC – Detail code control form Check Direct Deposit on existing refund detail
codes Run Accounts Receivable refund process
same as usual
GXRBANK – one time set up
ACH must be checked for every bank issuing direct deposit, payroll has separate bank set up in our Banner system
Bank Rule Codes - GXRBANK (options tab) – one time set up
EIN # normally used (only useable once per bank) User Assigned for Accounts PayableEIN assigned for Payroll
Organization ID number and Origin ID same number – Bank Issued number
TSADETC – Student detail code one time set up
check for direct deposit student refunds
GTVSDAX – one time set up
Evisions email
Email notification license required (separate from intellecheck)
Strongly Recommend the email component Reminder: evisions should be given all email
types used at institution during set up ticket Examples
RSCA – RSC email alias RSCS – RSC email student VEND – vendor remittance email
Occasional Maintenance and Update
Handled by Assigned individuals in:
Payroll
Accounts Payable
Bursar
GXVDIRD –continual access required for enrollments and modifications
Bank Routing Numbers can be added by accessing GXVDIRD direct from menu, insert record
GXADIRD – continual access required for enrollments and modifications
Previously had DD for payroll, click Accounts Payable to add DD for A/P disbursements
Use second bank routing for additional account attached to Accounts Payable or Payroll, check box can be PAYROLL only or ACCOUNTS PAYABLE only
FTMVEND GXADIRD
Address type and sequence must be the same for Banner to automatically assign direct pay as a direct deposit disbursement.
GOAEMAL- create remittance notification email
FTMVEND – purchasing attaches email to vendor profile
Daily Process
How it all works
End Users: create Direct Pay then A/P processes document
Direct Deposit Status YThis indicator can be automatic when on FTMVEND, the address code on the AP default is the same as the address type on GXADIRD
A/P staff: create Direct Pay against PO system processes document
Direct Deposit Status YThis indicator can be automatic when on FTMVEND, the address code on the AP default is the same as the address type on GXADIRD
Bursar: Student refunds
Bursar feeds student refunds to finance A/P runs FURAPAY to pick up feed A/P issues disbursement as usual
Accounts Payable
Process direct pay documents as normal Process student refunds via FURPAY upload
from Bursar’s Office
Strong Suggestion: Direct Deposit and Checks should be processed in separate batch processes
Accounts Payable:Accounts Payable:Direct Deposit Procedures for Accounts Payable
Run the following processes:
FARINVS – look for direct deposit instead of check on logFAABATC – choose direct deposit onlyFABCHKSFABCHKRFAPDIRD- IMPORTANT STEP**options, review output, show
document, save & print, File:save as type: TXT (*.txt) file on desk top (this is sent to bank)
FAPTREGFARDIRD – email creationFABCHKRFABCHKA Open evisions- run processes same as checks
A/P Direct Deposit Log Direct Deposit A/P LOG
DATE
FARINVS
FAABATC
FABCHKS
FABCHKR
FAPDIRD
FAPTREG
#
amount
FARDIRD
FABCHKR
FABCHKA
Evisions
Evisions Batch selection
Evisions List of Direct Deposits
Email then Print – remittance advise will print only if email address is unable to send
Verify positive pay box is unchecked
Email notification of disbursementAttachment is remittance advise, looks like actual formatted check; states: “DIRECT DEPOSIT ADVISE * NOT A CHECK”
Bits of advice
Keep the enthusiasm even with nay sayers Find progressive thinkers in departments Public Relations is the best catalyst for
success- shout the benefits Find the fit in the division/college goal Test …..Test…..Test
Standard Enrollment form
Open to the Floor
Questions Comments