employee self service direct deposit manual - university … · · 2017-02-03employee self...

Employee Self Service Direct Deposit Manual

Author(s): Carina Vasquez & Boon Ping Ong

Creation Date: 06-October-2015

Last Updated: 21-October-2015

Version: 1.0

The University of Texas Rio Grande Valley Business Information Systems

Filename: HT - ESS Direct Deposit v1 0 of 28

Purpose: This document provides instructions to guide the user through function of Direct Deposit under the UTRGV Employee Self Service navigator. This function allows UTRGV’s employee's salary to be deposited directly into one or more designated bank account(s) provided by employees instead of paid by checks. Employees can choose to distribute their salaries by a set monetary amount or a percentage to be deposited into different specified accounts, or paid through checks. Note: The terms “direct deposit”, “payment method”, and “deposit payment” are used interchangeably

within this document. All refer to direct deposit record. This document covers the following topics:

Contents1. Required Information ................................................................................................................................... 3

2. Logging into Oracle E-Business Suite ......................................................................................................... 4

3. Create Initial Direct Deposit Record ........................................................................................................... 6

4. Create an Additional Direct Deposit Record .............................................................................................. 9

5. Change Priority Processing Status ............................................................................................................ 13

6. Update a Direct Deposit Record ................................................................................................................ 18

7. Delete a Direct Deposit Record .................................................................................................................. 21

8. Verify Payment Methods on Pay Slip ....................................................................................................... 25

9. Frequently Asked Questions (FAQ) .......................................................................................................... 28



Overview:

Please make sure you have the information below before logging into Oracle. This information can be found on your personal check. See below for example.

Account Number

Transit Number (also known as Routing Number)

Note: Your Routing Number will contain exactly 9 digits while the bank account number can contain any number of digits.

Sample Check

Sample Savings Deposit Slip

1. Required Information



Overview:

In this session you will learn how to log into Oracle, and how to go into UTRGV Employee Self Service Direct Deposit.

Instructions:

1. Open the browser and go to the webpage and type https://my.utrgv.edu/home and Sign in with your UTRGV credential and password. The username and password are the same ones that are used to log in to any of the university’s computers.

2. Logging into Oracle E-Business Suite



2. After you enter your username and password, select Oracle 24/7 from the Applications.

3. The Oracle’s Home screen will be shown. Under UTRGV Employee Self Service Update Functions click on Direct Deposit.



Overview:

Adding an initial payment method allows The University of Texas Rio Grande Valley to deposit the employee’s salary into his/her authorized bank account(s) directly instead of paying them through checks.

Instructions:

1. To create a payment method for the first time, click on Add Deposit Payment. The details include the Account Name, Account Type, Account Number, Transit Code, Bank Name, and Bank Branch. If adding one for the second time, skip to Step 2.

a. Populate all fields listed below. i. Account Name – Enter your name as it appears in your Oracle employee

record in the following format: Last Name, First Name (i.e. Doe, Joe) ii. Account Type – Select Monetary or Percentage

iii. Account Number – Enter the bank account number. This can be found on the bottom of your personal check (see sample check provided earlier)

iv. Transit Code – Enter the transit code provided to you by your bank or it can also be found on the bottom of your personal check (see sample check provided earlier)

v. Bank Name – Enter your bank name, e.g. Bank of America vi. Bank Branch – Enter the location (city), e.g. Edinburg

3. Create Initial Direct Deposit Record



b. Verify information entered, then click on Apply. This will not save your information. You still have to navigate to 2 other pages before the payment method record is saved to your record.

c. Click on Continue



d. When the Payroll Payments (Direct Deposit): Review Page is displayed, make sure to review your information and the disclaimer carefully. The “I Certify” checkbox will already be checked for you. If the information is not correct or you wish to make any other changes, click on Back to return to the previous page. If information is correct and you have reviewed and understand the disclaimer, click on Submit.



e. After clicking on Submit, you’ll receive a confirmation message like the one below. This means your payment method (direct deposit) record has been saved.

2. To add an additional payment method, click on Add Deposit Payment. The details include

the Amount Type, Amount, Account Name, Account Type, Account Number, Transit Code, Bank Name, and Bank Branch.

a. Populate all fields listed below.

i. Amount Type – Select Monetary or Percentage ii. Amount – If in field (e.g. Amount Type) you select ‘Monetary’ then enter the

dollar amount that should be deposited each month into that account (e.g. 500.00). If you enter ‘Percentage’, enter the percentage that should be deposited each month into that account (e.g. 25.00).

Note: Your last payment method (direct deposit) record will automatically be set to “Remaining Pay” which results in 100% of the remaining balance being deposited into that specific account.

Example: If you have a net pay of $3,000, and you set up two direct deposit records, one with 30% (priority 1) and another with 100% (priority 2), the first account will get $900, and the second account will get the remaining amount $2,100)

4. Create an Additional Direct Deposit Record



iii. Account Name – Enter your name as it appears in your Oracle employee record in the following format: Last Name, First Name (i.e. Doe, Joe)

iv. Account Type – Select Checking Account or Savings Account v. Account Number – Enter the bank account number. This can be found on the

bottom of your personal check (see sample check provided earlier) vi. Transit Code – Enter the transit code provided to you by your bank. This can

be found on the bottom of your personal check (see sample check provided earlier)

vii. Bank Name – Enter your bank name, e.g. Bank of America viii. Bank Branch – Enter the location (city), e.g. Edinburg

b. Verify information entered, then click on Apply. This will not save your information.

You still have to navigate to 2 other pages before the payment method record is saved to your record.

c. The Priority determines which direct deposit record will be processed first. To change the Priority, simply change the number assigned to each payment record and click on Continue.



d. When the Payroll Payments (Direct Deposit): Review Page is displayed, make sure to

review your information and the disclaimer carefully. The “I Certify” checkbox will already be checked for you. If the information is not correct or you wish to make any other changes, click on Back to return to the previous page. If information is correct and you have reviewed and understand the disclaimer, click on Submit.



e. After clicking on Submit, you’ll receive a confirmation message like the one below. Once the confirmation page has loaded, click on Home to return to the main page.



Overview:

Employees will have the option to change the processing status of a direct deposit if more than one pay method exists. The processing status of a pay method is reflected in the priority column. They will also be given the option to change the percentage or dollar amount deposited in any given account.

Instructions:

1. To update the priority or amount, change the numbers in the corresponding boxes and click Continue.

a. You can also Sort by Priority to view the payment methods in order. If you do not change the priority, the most recent payment method entered will default to priority 1.

i. The priority signifies which payment will be processed first. If you have a savings and checking accounts and wish to have your checking processed first, then your checking account payment record must be set as your first priority. The first payment method will always process first. Also, the amount of the last priority will always be set to remaining pay automatically by the Oracle System.

Note: The system will not allow you to change the “Percentage” of your last record. However, if you decide to change the priority of your last payment method to a higher priority (smaller number), you will be able to change the “Percentage”. In order to do so, change the priority first and then save. Once you do that, the system will allow you to update the record. In the example below, we will change the last payment record with priority 3 (Acct # 00000011111111) to priority 2.

ii. If there are two records with the same priorities, the system will automatically change the number for the last one once you get to the review page. See example below.

5. Change Priority Processing Status



iii. If you changed your last payment record’s priority, once you save the records,

you must go back and change the percentage accordingly to ensure correct distributions of your pay. As you can see below, the record with Acct # 00000011111111 now has a priority of 2 instead of 3. You will now need to change the “Percentage” from 0% to something else. Please keep in mind that if you leave it at 0% then no payment will be deposited into that particular account.

b. In the screenshot below, we are changing the Amount only from percentage of 0.0 to 30.0.



c. When the Payroll Payments (Direct Deposit): Review Page is displayed, make sure to review your information and the disclaimer carefully. The “I Certify” checkbox will already be checked for you. If the information is not correct or you wish to make any other changes, click on Back to return to the previous page. If information is correct and you have reviewed and understand the disclaimer, click on Submit.



d. After clicking on Submit, you’ll receive a confirmation message like the one below. This means your payment method (direct deposit) record has been saved. Once the



confirmation page has loaded, click on Home to return to the main page.

2. To update a payment method, click on the Update icon of the payment method that you wish to change.

a. You can change any of the fields located in the green boxes. Once the changes have been made and verified, click on Apply.

6. Update a Direct Deposit Record



Note: In the screenshot below, we are changing Account Type from ‘Savings Account’ to ‘Checking Account’.

b. Review information presented and make more changes if you wish by repeating Step 2. When done with your changes click on Continue.

c. When the Payroll Payments (Direct Deposit): Review Page is displayed, make sure to review your information and the disclaimer carefully. The “I Certify’ checkbox will already be checked for you. If the information is not correct or you wish to make any other changes, click on Back to return to the previous page. If information is correct and you have reviewed and understand the disclaimer, click on Submit.



d. After clicking on Submit, you’ll receive a confirmation message like the one below. This means your payment method (direct deposit) record has been saved. Once the confirmation page has loaded, click on Home to return to the main page.

3. To delete any of the payments methods, click on the Delete icon (located in the green box).

Note: Deleting the payment method will end date the record a day prior to the current date. For example, if today is 25-Jan-2011, the end date on the record will be 24-Jan-2011. Also, once a payment method has been deleted, you will no longer be able to view it on Employee Self Service.

7. Delete a Direct Deposit Record



a. As you can see below, the savings account payment record has been removed. To save your changes, click on Continue.

b. When the Payroll Payments (Direct Deposit): Review Page is displayed, make sure to

review your information and the disclaimer carefully. The “I Certify’ checkbox will already be checked for you. If the information is not correct or you wish to make any other changes, click on Back to return to the previous page. If information is correct and you have reviewed and understand the disclaimer, click on Submit.



c. After clicking on Submit, you’ll receive a confirmation message like the one below. This means your payment method (direct deposit) record has been saved to your record. Once the confirmation page has loaded, click on Home to return to the main page.



Overview:

This will demonstrate how to verify your payment method. The pay slip for a given pay period will be displayed on Employee Self Service once the check date has been reached. Thus, if your check date is 01-Sep-2011, the pay slip will not be available until 01-Sep-2011.

Instructions:

1. To view your pay slip login to Oracle, go back to the Navigator page and click on UTRGV Employee Self Service UTRGV Employee Self Service Main Menu click on Pay Slip.

8. Verify Payment Methods on Pay Slip



2. The page will display your most current pay slip. If you want to view a previous pay slip, go to Choose a Pay slip (with check date after your change) and select one after your requested payment method change and click on Go.

a. The System will display the selected pay slip for you. b. The payment method(s) will be displayed at the bottom of the pay slip under Net Pay

Distribution. c. Review your pay distribution

i. If you have any questions regarding your payment method information, please contact the Human Resources Service Center.

ii. Once you have reviewed your pay slip, click on Home to return to the main page.



Q1. Who do I contact if I have a question or get an error message when updating my payment method?

A1. Please email the Human Resources Service Center at [email protected] or call 956-665-2451.

Q2. How do I confirm that the payment method information I just entered did save? A2. After saving the new payment method, you can go back to the home page and go to

UTRGV Employee Self Service Update Functions Direct Deposit. If the payment method is shown there, it was saved successfully.

Q3. Why didn’t my payment method save? A3. When creating or updating a payment method, make sure you follow all steps. Entering the

information and clicking ‘Apply’ does not save the record. You must continue until you get to the confirmation page.

Q4. Will the payment method I just entered be used for the next pay period? A4. Date of entry will determine the effective date of direct deposit. Verification of your direct

deposit data on Self Service is recommended on pay day. Please note the payment method will be cancelled if not accepted by the Financial Institution.

Q5. I haven’t gotten paid yet, but the system won’t let me end date the payment method I entered, what happened?

A5. If the system will not allow you to delete your payment method, it signifies that it has been used for your next pay. If you wish to delete it, you’ll have to wait until a day after the check date. For example, if the current date is Sep. 26th and your next check date is Oct. 1st, you will have to wait until Oct. 2nd to delete the payment method.

Q6. Can I distribute my pay among multiple bank accounts from multiple banks? A6. Yes. Bank is uniquely identified by the Transit Code (Routing Number). Just use the

respective Transit Code(s) for your payment records and the System will distribute your pay according to your instructions.

9. Frequently Asked Questions (FAQ)

employee self service direct deposit manual - university … · · 2017-02-03employee self...

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