Generating EFT & Web Pay Statements

Generating EFT & Web Pay Statements

GOAL: To provide a wholistic overview of how to generate EFT File and Web Pay Statements. 

PAYROLL > PAY PROCESS > POST RUN > CONFIRM PAY PROCESS

**Choose Confirm the Pay Process** 

Choose ‘Yes’ to Confirm the Pay Run

**Choose Submit to finalize the Pay Run**

IMPORTANT NOTE: DO NOT “Confirm” (finalize) a pay before it is Complete and reviewed fully. You cannot reverse the Pay Confirmation. 

Once a pay is Confirmed, there can be no edits. 

PAYROLL > REPORTS > PROCESS REPORTS

**Verify the Confirm Pay has been completed successfully**

CHEQUE PROCESS > RUN CHEQUES & EFT

Validate the Total Amount of EFT matches your Net Pay total from the Pay Register

Note: Common imbalances can be caused from 

1. If there were negative Net Pays on the Pay Register, your EFT total will be: 
   1. Total Net Pay – Negative Net Pays = EFT Total
      1. Add them back onto the Pay Register’s Negative Net Pay
2. Erroneous banking setup: Employee’s may be set to be paid by manual cheque instead of EFT in Payroll > Employee > Basic Employee Data (Employee Banking Screen)

Choose ‘Yes’ to generate EFT File

**Select the applicable settings in the Process Electronic Funds Transfer section**

Additional Notes for EFT Generation:

1. File Sequence Number: Often has to increment by 1 from the last file if multiple EFT Files are generated for the same Cheque Date (Pay Date). 
   1. Check with your bank for clarification
2. File Format: Unless you ONLY require the GENERIC EFT format, use “DDT” 
   1. Most major banks require DDT format
   2. When DDT is selected, complete the ‘Parameters for DDT File only’ section
3. Create one EFT Record Per Employee: Keeping the EFT records per employee separate is advised. 
   1. If you combine all records, any employees with income in multiple Employee Groups on the same pay period will need to combine the Net Pays to balance to the singular EFT deposit

NOTE: If you select File Format = DDT, complete the ‘Conversation for Bank’ field. 

**Once complete, choose SUBMIT to process the EFT File**

PAYROLL > REPORTS > PROCESS REPORTS

**Obtain the EFT File and other EFT-related reports here**

Choose Run Cheques/EFT and download the EFT File to then upload to your Bank. 

**EFT File Name may include an acronym for your Bank (Example: “ROY” for RBC)**

NOTE: The Web Pay Statements have now been generated. 

ESS > PERSONAL > PAY STUB

Depending on your system settings, the Pay Stubs will become visible to employees immediately or upon the Number of Days in Advance (SYSTEM > SETTINGS > BOARD > PERSONAL > ‘PAYSTUBS’ setting)