Full Direct Deposit User Guide
Before a company can actively process payroll to an employee account, they need to provide pre-notification (pre-note) to the receiving financial institution. This pre-note has exactly the same format as an active transaction, except that the dollar amount is zero. A pre-note allows for the testing of employee provided financial institution information before the actual transfer of funds. All errors can be identified and resolved with these zero dollar transaction before actually transferring money. New employees must be pre-noted at least six (6) days before sending live deposit transaction records.
For the very first Direct Deposit for all employees, each employee must pre-note account. If this is the first Direct Deposit, change all records to Pre-note status.
A payroll for each employee using direct deposit (even if $0.00) needs to be ran in order to import payroll for the initial PreNote step. If you don’t run a payroll in RFMS first, nothing imports and the prenote file does not get created.
Setup>Prenote All
After that, only pre-note new employees or existing employees who add additional account information.
To pre-note a transmission:
- Setup>Employee Info
- Highlight the employee account to pre-note.
- Click the Change Mode button
. The indication of mode in the far right column will change to read "PreNote".
- Continue the above steps until you have changed all employee records which need to be pre-noted.
- Click on the exit icon when you are done to return to the menu.
- Select Direct Deposit.
- Select Import from RFMS Payroll. Select either last RFMS Payroll or enter the Date Specific RFMS Payroll. Enter Date available (can be date today).
- Select View Pending Payroll.
- Click on the Transmit button. The transmission will create a zero dollar deposit record for all employees marked as "PreNote". If the transmission encountered any problems, you may view them on the Audit Report.
- Exit Direct Deposit.
Sample Prenote File
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