Knowledge Base
Let our own Tara Stine walk you through it.
How to Update an Open Pay Statement with New Direct Deposit Settings
You are processing payroll, have already initiated, and entered payroll information. One of your employees provides you with new direct deposit information and needs it to be updated on the payroll you have already started. There’s no need to delete the pay statement and start over. You can easily get it updated for them!
First you’ll want to enter the new direct deposit account information on the employee’s profile. If the direct deposit account information was given to you in person, you are good to go.
If the employee emailed you the direct deposit information, you’ll want to speak with the employee in person or confirm over the phone. This extra step is important to make sure you aren’t inadvertently changing your employee’s direct deposit bank account to a fraudulent one. Scammers have been known to hack into email accounts with the intention to have payroll funds re-routed to pay cards or other accounts they have set up. It’s easy to forget, but best practice to confirm.
After you have the employee’s new direct deposit information entered and saved on their profile, you’ll just want to go back to their pay statement in the payroll you are processing. When you preview the pay statement, you’ll see Net Pay is going to a live check like highlighted below.
Close out of your preview and then select Save at the top towards the right as shown below. When you select Save, you are pulling in all the new settings you have entered on the employee’s profile, including direct deposit accounts, new deductions, updated 401k withholdings, etc.
Go back and preview the pay statement again. Now you’ll see the Net Pay is going to be routed to the employee’s checking account. You didn’t have to delete the pay statement and start over. Just by selecting Save you are all set and can continue on with your payroll process.
If you have several employees who need to have new direct deposit settings updated, there is a faster way than having to re-save each individual pay statement. After you have the employees’ new direct deposit accounts entered and saved on their profiles, you’ll go to the Payroll Prep screen of the payroll you are processing. Under the Add/Edit Pay Statement function, you’ll see Recalculate Pay Statements as shown below.
Select Recalculate Pay Statements. This will serve as saving each employee’s pay statement all at once, which will update their settings to pull in the direct deposit information you have entered. You can then go back and preview the employees’ pay statements to see the new direct deposit settings.
If you have any additional questions regarding this process, don’t hesitate to reach out to your Client Support Specialist!