Enter or Change a Payment Method (R12)

Use this procedure to set up, correct or change the personal pay method for an employee.

Prerequisites

To enter or change a payment method

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

  1. Select People > Enter and Maintain to go to the Decision form.
    1. If the current effective date is different than the change date of pay method, click Yes to go to the Alter Effective Date form.
      1. Complete the Effective Date field:

    Field Name

    Required (R) or Optional (O)

    Description

    Effective Date

    R

    Date for which the change is effective.

    1. Click OK to go to the Find Person form. Go to step 2.
    1. If the current effective date is the change date of the pay method, click No to go to the Find Person form.
    2. Complete one of the following Find Person form fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Full Name

    O

    Person's last name.

    Social Security

    O

    Person's social security number.

    Type

    O

    Select from the List of Values:

    Contingent Worker

    Applicant

    Employee

     

    Employee Number

    O

    Person's ID Number.

  2. Click Find to go to the People form.
  3. Click Assignment to go to the Assignment form.
  4. Click Others > Pay Method to go to the Personal Payment Method form.
  5. To end a pay method:
    1. Select Edit > Delete to go to the Decision form.
    2. Go to step 9.
  6. To set up or add a new pay method:
    1. Select File > New to go to a new Personal Payment Method form.
    2. Go to step 13.
  7. To change an existing pay method, go to the pay method record that needs to be changed.
    1. As required by the completed and approved documentation, complete the following Personal Payment Method fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Name

    O

    Method of compensation disbursement chosen by employee.

    Use the List of Values to select:

    Check

    Direct Deposit

    Third Party

    Priority

    O

    Number indicating the priority status of method.

    Although a priority 1 is processed first, use a 10 priority for the principal pay method, and then use 9 and 8 for secondary pay methods, if needed.

    This allows you to add specific pay allocation programs, such as New York’s College Savings Program, that can be processed first.

    Balance Amount

    O

    Dollar amount of pay for which the method in the Name field is used.

    The Amount OR the Percentage field must be used. If the amount entered does not equal the total compensation amount, enter an additional pay method.

    Percentage

    O

    Percentage of pay for which the method in the Name field is used.

    The Percentage OR the Amount field must be used. If the percentage entered does not equal 100%, enter an additional pay method.

    1. If the bank detail information does not need to be changed, select File > Save and go to step 15.
    2. If the bank detail information needs to be changed, click in the Bank Details field to go to the Bank Details form. Go to step 17.
  8. Click YES in the Decision form to go the the Choose an Option form.
  9. Select End Date. Only select the Purge button if a pay method was entered in error AND no processes (e.g., payroll) were run against it.
  10. Select File > Save.
  11. Go back to step 7.
  12. As required by the completed and approved documentation, complete the following Personal Payment Method fields:

    Note: The final pay method should always be 100%.

    Field Name

    Required (R) or Optional (O)

    Description

    Name

    R

    Method of compensation disbursement chosen by employee.

    Use the List of Values to select:

    Check

    Direct Deposit

    Third Party

     

    Type

    O

    System-generated based on input to the Name field.

    For Example: When Direct Deposit is chosen in the Name field, NACHA will display in the Type field.

    Priority

    R

    Number indicating the priority status of method.

    Although a priority 1 is processed first, use a 10 priority for the principal pay method, and then use 9 and 8 for secondary pay methods, if needed.

    This allows you to add specific pay allocation programs, such as New York’s College Savings Program, that can be processed first.

    Amount

    O

    Dollar amount of pay for which the method in the Name field is used.

    The Amount OR the Percentage field must be used. If the amount entered does not equal the total compensation amount, enter an additional pay method.

    Percentage

    O

    Percentage of pay for which the method in the Name field is used.

    The Percentage OR the Amount field must be used. If the percentage entered does not equal 100%, enter an additional pay method.

  13. If an additional pay method is needed, select File > New. Go back to step 7.
  14. If you have finished correcting or changing pay methods, select File > Save. Go to step 20.
  15. If Direct Deposit was chosen as the personal payment method in the Name field, click in the Bank Details field to go to the Bank Details form.
  16. As required, complete the following fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Account Name

    R

    Employee’s name to whom account belongs.

    Account Type

    R

    Type of bank account.

    Example: Checking, Savings

    Account Number

    R

    Number of bank account.

    Transit Code

    R

    Code that identifies the bank to which the employee's funds will be transferred.

     

    The routing number.

    Bank Name

    R

    Bank Name.

    Bank Branch

    R

    Branch of employee's bank.

  17. Click OK to go back to the Personal Payment Method form.
  18. Select File > Save.
  19. Make a final review of all pay methods for any given effective date.
  20. Select File > Close Form.