Create and manage employee bank account change requests

When the employee bank account change approval workflow is turned on, the Direct Deposits FastTab on the Payroll Employee Card page becomes read-only. To make changes to an employee's direct deposit accounts, the changes must be submitted as employee bank account change requests that go through a configurable approval process before the changes are applied to the employee's payroll records.

View requests

When the employee bank account change approval workflow is turned on, a Maintain Direct Deposits action is available in the Navigate menu on the Employee Card page. Selecting this action opens the Employee Bank Account Change Requests page from which you can view, filter, search, and manage all employee bank account change requests.

To view requests

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to view bank account change requests, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request that you want to view, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

Create employee bank account change requests

On the Employee Bank Account Change Request page, you can create employee bank account change requests using one of the following action types:

• Add Bank Account Details: Adds one or more new direct deposit accounts for the employee when approved. Existing accounts are displayed for reference but remain read-only. Only new lines can be added.
• Modify Bank Account Details: Updates the employee's direct deposit accounts when approved. Existing accounts are editable, and new lines can also be added.
• Delete Bank Account Details: Removes one or more direct deposit accounts for the employee when approved. Existing accounts are read-only except for a Delete checkbox that is used to mark accounts for removal.

A single request supports one action type only. To both add and delete accounts, submit two separate requests.

To create an employee bank account change request

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to create a bank account change request, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. On the action bar, select New.

   The Employee Bank Account Change Request page opens.

5. Specify values for applicable fields.

Direct Deposit Details FastTab

When you enter direct deposit lines on the Direct Deposit Details FastTab, the following rules apply:

• Only one line per request can use the primary Direct Deposit Code. The primary direct deposit code is the code that is configured as 100% of Net Earnings Direct Deposit Code on the Payroll Setup page. That line's Amount Formula and Amount / Percent fields are automatically populated and are not editable.
• For secondary accounts where Amount Formula is % of Net Wages, the combined percentage across all secondary accounts must stay below 100.
• A line where the Direct Deposit Code matches an existing payroll record cannot be added when the action type is Add Bank Account Details.

Send an employee bank account change request for approval

When you send an employee bank account change request for approval, Sparkrock Impact performs the following actions:

• Changes the Status of the request to Pending Approval and locks the request to prevent editing.
• Sets the employee's existing direct deposit accounts to issue checks instead of deposits while the request is pending, so that payroll is not affected by an unresolved change.
• Identifies approvers based on the configured finance approval rules and sends notifications automatically.
• Records submission audit details, including who submitted the request and when.

Sparkrock Impact does not send a request for approval if the employee is currently included in an active payroll batch. The following message appears:

Employee - [Employee No.] is in an active Payroll Batch. Please process this request after the batch is processed.

To send an employee bank account change request for approval

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to send a bank account change request for approval, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request that you want to send for approval, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

5. On the action bar, select Request Approval > Send Approval Request.

Cancel a pending employee bank account change request

If required, you can cancel a pending employee bank account change request. When a request is cancelled, Sparkrock Impact moves the request to a Status of Cancelled, restores the employee's direct deposit accounts for payroll processing, and records the cancellation details. A cancelled request cannot be reopened for editing.

To cancel a pending employee bank account change request

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to cancel a bank account change request, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request that you want to cancel, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

5. On the action bar, select Request Approval > Cancel Approval Request.

Attachments

Attachments can be added to employee bank account change requests.

To view attachments

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to view attachments, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request for which you want to view attachments, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

5. On the action bar, select Bank Account Change > Attachments.

   The Attached Documents page opens.

To add attachments

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to add an attachment to a bank account change request, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request for which you want to add an attachment, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

5. On the action bar, select Bank Account Change > Attachments.

   The Attached Documents page opens.

6. Choose Select File.

   The Attach a Document dialog box appears.

7. Choose the one or more files that you want to attach.

8. In Description, specify a description for the attachment.

9. In Attached Date, modify the date and time as required.

10. In Confidential, to specify that this attachment is confidential, select the checkbox.

View approvers

You can view the one or more approvers of an employee bank account change request.

To view approvers

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to view the approvers of a bank account change request, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request for which you want to view the approvers, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

5. On the action bar, select Bank Account Change > Approvers.

   The Employee Bank Change Approvers page opens.

View approval entries

You can view the approval entries that are associated with an employee bank account change request.

To view approval entries

1. Select Search (Alt+Q) , enter employees, and then select the related link.

   The Employees page opens.

2. Select the employee for which you want to view the approval entries that are associated with a bank account change request, and then on the action bar, select Manage > View.

   The Employee Card page opens.

3. On the action bar, select Navigate > Maintain Direct Deposits.

   The Employee Bank Account Change Requests page opens.

4. Select the employee bank account change request for which you want to view the associated approval entries, and then on the action bar, select Manage > View.

   The Employee Bank Account Change Request page opens.

5. On the action bar, select Bank Account Change > Approvals.

   The Approval Entries page opens.

Related information

Employee bank account change requests

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