Introducing Direct Deposit in At Your Service Online for EDB Preparers

Introducing Direct Deposit
in
At Your Service Online
for EDB Preparers
Rev. 04/21/10
Direct Deposit in At Your Service Online
• Effective April 22, 2010, employees will be able to add
and update their own direct deposit information in At
Your Service Online (AYSO).
Benefits of this change:
• Will free up EDB Preparer’s time
• Adding new unlisted financial institutions will
automatically be initiated once entered by employee*
• Employees won’t be required to notify EDB Preparer of
account number or bank changes
• Employees have 24 hour access to At Your Service
Online
*Only U.S. financial institutions can be set-up for Direct Deposit.
2
1

Setting Up Check Dispo Data in EDB for New Hires/Rehires
When processing check information in the New Hire or
Rehire Bundle (SHIR, AREH, etc.) the EDB Preparer
should enter a paper check disposition code in the
ECHK screen:
Paper Check Disposition Codes:
1 – Paper Check; envelope is delivered via Campus
Messenger
3 – Paper Check; envelope is held at Payroll Services for
pick-up.
3
ECHK: Example of Paper Check Disposition Code - 1
The EDB Preparer enters check dispo code
and department code
The department’s checks are delivered via
campus mail by messengers
4
2

ECHK: Example of Paper Check Disposition Code - 3
The EDB Preparer enters check dispo code
and department code
The department’s checks are held in Payroll Services
for departmental pick-up.
5
Payroll Paper Check Disposition Form
• All departments are required to choose only one paper
check disposition code (Dispo 1 or Dispo 3) for the whole
department.
Do not split employees dispo code (i.e. have some employees
coded as assigned Dispo 1 and others as Dispo 3).
• It is the department’s responsibility to ensure that the
Payroll Check Disposition Form is current with a list of
people authorized to receive or pick up paper checks.
• Only designated recipients will be allowed to sign for
check envelopes.
• Form can be found on the Payroll Services portal >Forms
www.payroll.ucla.edu/forms/check-dispo.pdf
6
3

How to Access At Your Service Online
• Employees can access At Your Service Online through
various campus websites:
• Payroll Services > Faculty & Staff Info
• Payroll Services > Quick Links
• Payroll Services > Web Applications
• Campus Human Resources > Quick Links
https://atyourserviceonline.ucop.edu/ayso/
• If an employee needs assistance with access to AYSO,
please have the employee contact Alan Ackereisen at
(310) 794-8754.
7
AYSO – Main Menu Tabs
Employee’s View
Once on the Main Menu, go
to Income & Taxes tab.
About Josephine
Click here to choose
Direct Deposit
8
4

Current Check Disposition
Employee View
Displays employee’s current check distribution:
Paper check or Direct Deposit information
JOSEPHINE BRUIN
Click here to add or change
direct deposit information
9
How To Add/Change Direct Deposit Information
page 1 of 5
Choose:
Checking or
Savings
JOSEPHINE BRUIN
Enter Routing Number
aka ABA number.
10
5

How To Add/Change Direct Deposit Information
page 2 of 5
Enter account
information
Gives the employee
a sample of how to
read check data
11
How To Add/Change Direct Deposit Information
page 3 of 5
About Josephine
The employee
should review and
confirm that all data
entered is correct
JOSEPHINE BRUIN
1111111111
12
6

How To Add/Change Direct Deposit Information
page 4 of 5
The employee
must check the
authorization box
1111111111
Click accept or cancel
the transaction
13
How To Add/Change Direct Deposit Information
page 5 of 5
JOSEPHINE BRUIN
Your confirmation statement will be sent to jbruin3525@finance.ucla.edu.
Confirmation page:
Employee should note
the confirmation number.
1111111111
Note: It may take up to 10-15 days for the activation to
start at the new/changed direct deposit account.
14
7

Example of Confirmation Statement Email Notice
Employee receives email confirmation.
Suggestion: Employee should retain the
confirmation information until first payment has
been sent via direct deposit.
15
Prenote Process
• The information entered in At Your Service Online will
download into EDB within two business days.
• Once on the ECHK screen in EDB the prenote process
starts.
• A prenote is an electronic zero net payment sent to the
designated financial institution for account verification.
• U.S. banking laws require that anyone adding or
changing financial institutions for direct deposit must
complete a prenote process.
• The prenote process takes approximately 10 business
days before payments are sent via direct deposit.
• The prenote process starts after the first pay compute
when the ECHK screen has been updated.
16
8

Prenote Process and IGNL
• The employee will be issued a paper check during the prenote
process (Dispo 9).
• The paper check is included with checks to the employee’s home
department code (not the check address in ECHK).
• If account information is verified by the financial institution, the next
payment should go direct deposit.
• If the financial institution cannot verify the account information,
Payroll Services will change the employee to a paper check
disposition code and will notify the EDB Preparer with the reason why
the transaction rejected.
• The EDB Preparer should work with the employee to resolve the
account verification (prenote) issue.
• The EDB Preparer can view the changed/updated information on the
IGNL Screen.
17
Example of IGNL
BRUIN,JOSEPHINE
Prenote code and Prenote pay cycle
1111111111
Additional Pay Disposition Codes
0 – Check held in Payroll Services
2 – Default code when data is entered incorrectly in
ECHK screen
8 – Net of check was sent via direct deposit
9 – Check issued during prenote process (check
address is home department code)
Direct Deposit
activation begin date
18
9

Additional Tips
• The system will automatically derive a (Y) for an online
earnings statement, if not indicated in ECHK screen.
• Departmental representatives should instruct employees
to view statement via At Your Service Online.
• Encourage employees who change accounts to keep
former account open until direct deposit process has
been completed for the new account.
• Payroll Services cannot stop payments that have been
sent to a closed account.
These payments will be returned to UCLA by the financial
institution and a paper check will be issued but this process will
take several business days to complete.
19
Additional Tips Cont’d
Refer employees to the Faculty & Staff Info page at
www.payroll.ucla.edu.
Employees will find links to information such as:
• How to Set up Direct Deposit in At Your Service Online -
Employee Information (handout to give to employees)
• Payday Calendar (a schedule of all the university pay days)
• How to Login to At Your Service Online
• Understanding Your Earnings Statement
20
10

Contacts
• EDB/PTR Preparers – Payroll Hotline (310) 794-8752
• Employees needing assistance within AYSO – Contact
information is included in AYSO.
21
11