10 th Anniversary 1999 - 2009 Direct Deposit for Employees, Students & Vendors.

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