What This Process Does

  • Archives Direct Deposit Transmittals for the selected Pay ID(s).
  • Once Direct Deposits are Archived, they will be available in the Job Pay Master to View/Print.
  • The archived “8.5x11 Direct Deposit” form contains YTD Earnings for Federal, State, FICA and Medicare tax deductions (this is NOT the case for the printed transmittals).
  • When emailing Direct Deposit Transmittals, the Direct Deposit Archive is the file that is sent to Employees.

Archive Direct Deposits

1. HR → Payroll → Finish Tab → Archive Direct Deposits

2. Choose the desired Transmittal Style to Archive (based on your setup)

3. Populate the desired fields (as described below) on the Select/Range Tab:

  • Choose the CORRECT Pay ID in the Pay ID dropdown
  • Choose the CORRECT Bank in the Bank dropdown
  • Under normal circumstances, run this process without ranging, in order to Archive Transmittals for ALL Employees in the chosen Pay ID (however, Range Criteria is available for scenarios when it is only necessary to Archive Transmittals for an Individual Employee)

4. Click Select to run the process

5. On the Message Lines Tab, Enter a Message; IF one was entered when printing Transmittals, or IF one is needed on the Transmittals that will be emailed

6. Click Select to run the process

7. Click OK in the Acknowledgment Window (if applicable)

View Archived Direct Deposits

There are several ways to View/Print an Archived Direct Deposit (as of the update released in October 2021). The first method is the easiest, but it will only be available for newly Archived Payrolls.

  1. To View/Print an Archived Direct Deposit, access the View Deposit Archive button in the Pay Master/Pay ID (the Monitor Icon to the right of Deposit Date). Any of the following methods allow access to the Job Pay Master:
            1. Pay Master/Pay ID → Personnel Pay → Select Employee
            2. Pay Master/Pay ID → Job Pay → Jobs → Select Employee
            3. Query → Job Masters → Select Employee → Job Pay → Pay Master → Select the Pay ID
            4. Personnel Demographics → Select Employee → Payroll → Personnel Pay → Select the Pay ID 
                → Job Pay → Jobs → Select Any Job from the Pay ID (Same Archive on Each Job)

Troubleshooting

  1. IF accessing the View Deposit Archive button, and an Archive does NOT display, it means the Archive Direct Deposits process was NOT run. IF Update Payroll History was already run for the Pay ID, Undo Update Payroll History (otherwise no YTD amounts will appear); Re-Run Archive Direct Deposits, and then Re-Run Update Payroll History (ESS Customers must also Re-Run the Upload of Direct Deposits to ESS).
    NOTE: IF the Pay ID without an Archive is NOT the last payroll completed, we suggest that an individual Payroll Register be Viewed/Printed instead of attempting to Re-Archive the Transmittal    .