Last Update:

04/23/08 5:09 PM

   
 

ESS - Personal Data - Bank Information

ESS

Trigger:

 Perform this procedure to set up (or change) your direct deposit information.

 

Business Process Procedure Overview

 Employee Self-Service (ESS) enables employees to perform their own administrative tasks in support of life and work events.

 

The Bank Information service is located in the 'My Personal Data' Workset in ESS.  Employees will use this service to set up (or change) their direct deposit and banking information.

 

Employees have the option to maintain the following bank types to support their direct deposit and banking needs:

 

Main Bank - Employees must have one valid record for direct deposit.

 

Other Bank - Employees have the option to set up additional banks for additional direct deposit needs.  No more than three records should be created.  If an employee is already set up in the system as payment method 'Check' (for the 'Main' bank), he/she does not have the option to create 'Other' banks.  This option is for employees using direct deposit only.

 

If an employee chooses to receive multiple direct deposits, the first deposit is paid as a flat dollar amount (or the defined percentage) of net pay to the 'Other' Bank.  The remaining portion of net pay is deposited to the 'Main' Bank.

 

Notes/Other:

· ESS will only allow employees to set up their initial direct deposit (e.g. New Hires) or maintain their existing direct deposit information.  If an employee is currently set up in the system as payment method 'Check' they cannot change to direct deposit.  Employees have to mail a Direct Deposit form and supporting documentation (e.g. voided check) to BEST Shared Services.

· The Direct Deposit form can be located on the BEST website: http://www.ncosc.net/BEST/support/forms_py.html

· Likewise, employees set up in the system as payment method 'Direct Deposit' will not be allowed to change to 'Check' in ESS.

 

 

 

 

Procedure:

 

 

1. Start all ESS applications by logging on to the BEACON Portal.

BEACON Portal: Log On Screen

2. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

NCID

The NCID is used by all NC State employees to access SAP

R

Enter value in NCID.

Example: zsapxss0001

Password

The employee's system pasword

R

Enter value in Password.

Example: ********

3. Click the Log on  button.

Information:  After the initial log-on, there will be no additional log-on prompts to access business functions due to Single Sign-On (SSO).

Information:  After the user is logged on, the business packages and tabs on the main page will vary by the user, depending on their roles and authorizations.  For example, only managers will see a tab on their screen for My Staff (MSS) when they log on to the portal.

Critical:  When using web applications that maintain or create data, always ensure you leave the application (or log off) when you complete your work.  This will prevent record locking.

4. After logging on, the user will be defaulted to the BEACON Home Page.

BEACON Portal Home Page

5. Click the My Data (ESS)  tab.

ESS: Overview Page

Information:  The Overview page shows all the available Worksets in ESS.  A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).

6. Users can go to the next level of navigation, the Area page, by selecting the Workset in three possible actions.  Select the Workset, 'My Personal Data,' by performing one of the following functions:

Activity

Notes

 

 Select the Workset tab.  The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.).

 

 Click the icon for the Workset, 'My Personal Data.'

 

 Click the main hyperlink for the Workset, 'My Personal Data.'

 

Area: My Personal Data

Information:  The Area page includes all the associated web applications for that Workset, the links to access the applications, and a short description of each application (if applicable).

7. To go to the Bank Information service, click the hyperlink. 

Bank Information

8. To maintain your Main Bank details, click

Information:  Only 'New Hire' employees will have the option to create a new Main Bank record when they set up initial direct deposit.  After the initial set up is completed, employees will only have the ability to make changes.  For example, the 'New Main Bank' button will not be available for selection; employees will only see the 'Edit' button (as shown in the screen shot above).

Main Bank: Edit

9. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Country

Identifies country. Accept USA, for United States of America, as the default value.

R

  

Payee

Name of the employee or vendor being paid

R

  

City

City

R

  

ZIP Code

Zip Code

R

  

Bank Number

The routing number for your financial institution

R

  

Account Number

Code identifying the account to be processed

R

  

Purpose

  

R

  

Currency

Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account

R

  

Tip:  Select the applicable Radio Button to indicate if the account is 'Checking' or 'Savings.'  If no selection is made, the system defaults to 'Checking.'

10. On the right side of the screen, a sample check is displayed.  Use this image as a guide to enter your bank routing number and your account number.  Please ensure you have one of your checks readily available when maintaining this information in ESS.

Sample Check: Use as Guide when Entering Direct Deposit Info

11. After the bank routing number and account number are entered, select the date type at the bottom of the screen.

Main Bank: Edit (Maintain Date)

Caution:  When maintaining the date fields, please be aware of how the system creates the validity dates of the bank records.  This is especially important for payroll processing and the timing of direct deposit.

· Valid from Today - When this radio button is selected, the NEW record will have a Start Date that is equal to the current date (the day you make the change in the system).  The OLD record will be delimited with an End Date that is equal to the previous day.

· Valid as of Future Date - This radio button allows the creation of a future dated record.  The user can manually enter the Start Date in the system.  The NEW record will have a Start Date of that user-defined date.  The OLD record will be delimited with an End Date that is equal to the previous day of the defined date.

12. Enter your Direct Desposit information and performing one of the following:

If

Then

 You want to continue and save the Bank Information.

 Click

 You do not want to save the information enter/changed and navigate back to the Bank Information overview page.

 Click 

 You want to cancel all activity in the Bank Information service and navigate back to the Area page.

 Click

 

13. For the purposes of this exercise, click

Main Bank: Review and Save

14. To save the Main Bank changes, click

Main Bank: Confirmation

15. Performing one of the following:

If

Then

 You want navigate back to the Bank Information Overview page to display or maintain additional bank data.

 Click

 You want to navigate back to the My Personal Information Overview page.

 Click 

 You want navigate all the way back to the main ESS Overview page.

 Click

 

16. For the purposes of this exercise, click the hyperlink

Bank Information: Overview

Information:  The example above shows a current record with a future-dated record.  The dates need to be considered for payroll and direct deposit purposes.

17. To create a new record for Other Bank, click

18. Create a new Other Bank record by entering the same fields as described in the previous steps.  Save the record.

Bank Information: Overview

Information:  Employees can have up to three Other Bank records.  To create a new Other Bank record, click .

· When payroll is processed, it will recognize the Other bank record(s) first.  It will determine how the employee's net pay is to be distributed (either by a flat dollar amount or percentage).

· Once payroll distributes monies to the Other bank(s), it will then distribute the remaining net pay funds to the Main bank.

· Employees should not have more than three Other bank records.

Information:  To delete an existing Other Bank record, click for the corresponding record.

Information:  To edit any Main Bank or Other Bank record, click for the corresponding record.

Tip:  ESS will only allow users to create their initial direct deposit (e.g. New Hires) or maintain existing direct deposit information.  If you are currently set up in the system as payment method 'Check' you cannot change to direct deposit.  You will have to mail a Direct Deposit form and supporting documentation (e.g. voided check) to BEST Shared Services.

· The Direct Deposit form can be located on the BEST website: http://www.ncosc.net/BEST/support/forms_py.html

· Likewise, employees set up in the system as payment method 'Direct Deposit' will not be allowed to change to 'Check.'

19. The system task is complete.

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