eDocument - Direct Deposit

Overview

Updated 06/25/2021

The Direct Deposit eDocument is used to add employee bank information into the Avionté application.

Employee Fields

Below is a screenshot of the employee portion of the eDocument with field details.

Field Key #	Field Name	Field Description	Pre-Populates From	Required	Validation
Yellow Highlight	Supplier Name		MasterStaffingSupplier > StaffingSupplierDesc	N/A	N/A
1	Name		Employee > FirstName MiddleName (Initial) LastName	Yes	N/A
2	Social Security Number		Employee > SSN	No	Must be 9 digits
3	Account Type	It is the type of account that employee has in any bank. At present, only 3 account types are handled by the direct deposit eDocument.  Options: Checking Pay Card Savings	(if any) Employee > Payroll > Direct Deposit > Account Type (AccountTypeConfigSystemChoiceID)	Yes, if any field in the bank row has a value.	N/A
4	Bank Name	The name of bank where the employee’s direct deposit account has been created is entered here.	(if any) Employee > Payroll > Direct Deposit > Bank Name	Yes, if any field in the bank row has a value.	N/A
5	Routing No.	Routing number is the identification number of selected bank. It is 9 digits long, and the number must match the bank name. If the routing number is entered incorrectly, pre-note sending will fail. As a result of this, live check will be printed instead of direct deposit.	(if any) Employee > Payroll > Direct Deposit > Routing Number	Yes, if any field in the bank row has a value.	Must be 9 digits  Note: Checksum algorithm is used to evaluate the validity of the routing number (http://www.brainjar.com/js/validation/)
6	Account No.	This is the identification number of an individual’s bank account. An account number can be a max of 17 digit long.	(if any) Employee > Payroll > Direct Deposit > Account Number	Yes, if any field in the bank row has a value.	Max length of 17 digits
7	Amount Type	The amount type specifies how much amount should be deposited in this bank account. There are three types of amount type.  Options: Fixed Amount - A fixed amount from an employee's pay is deposited to this account. For e.g. $1000. Percent - A percentage of an employee's total pay is deposited in this account. Valid values include 1-100. For e.g. an employee's total pay is $1000 and his percentage is 20 then $200 is deposited to this bank account. Remaining Amount - The remaining amount after depositing in an employee's other bank account(s) with other amount type is deposited in this account. Only one bank should have "Remaining Amount" as amount type.	(if any) Employee > Payroll > Direct Deposit > Amount Type (BankAmountConfigSystemChoiceID)	Yes, if any field in the bank row has a value.	Only one bank account may have Remaining Amount selected as the account type or the following error occurs:  Multiple remaining amount type is not accepted. If only one bank account is entered then its Amount Type must be Remaining Amount or the following error occurs: An active bank of type remaining amount is required.
8	Amount Per Check	The total amount for depositing in the entered bank account is specified in the Amount Per Check field. This value can be in dollar amount ($) if Amount type is Fixed Amount. It can be in percentage (%) if the amount type is Percentage. And if the amount type is remaining amount, this control is disabled.	(if any) Employee > Payroll > Direct Deposit > Amount Value	Yes, if amount type Fixed Amount or Percent selected.	N/A
9	Sequence	The sequence number can run from 1 to 5 in direct deposit form. Five being the last and highest number of sequence. Since the amount is deposited to the bank account as per the ascending order sequence number, the sequence number should be non-repeatable.	(if any) Employee > Payroll > Direct Deposit > Sequence	Yes, if any field in the bank row has a value.	No sequence number can be repeated or the following error will occur: Invalid sequence number. It should be non-repeatable. The highest sequence number must be assigned to the bank with account type Remaining Amount, or the following error will occur: Sequence number of remaining amount should always be highest.
10	Employee Signature		N/A	Yes	N/A
11	Date		Current Date	Yes	N/A

 

Additional Validation

Validation	Error Message	Notes
Employee record cannot have more than 5 active bank accounts	You have more than 5 active bank setups, Please contact staffing company for any change!!!	The error will occur when eDocument is opened, and upon clicking OK the eDocument will close. In this case the employee must contact the staffing company to update their direct deposit information.
Two banks should not have the same routing and account number	Duplicate Bank information (Routing No. and Account No. is same for different banks).

 

Additional Notes

• Processing

• Bank details (Account Number, Routing Number, Bank Name, Account Type, Amount Type, Amount Value, and Sequence Number) are mapped to the same location they from where they're pre-populated. 
• Bank information is only made active if supplier property InsertBankInfoFromEdocAsActive is set to "True" for the employee supplier. If the property is set to "False," the bank information will be inserted as inactive. 
• If the property IsPrenoteRequired is set to "False" for the category EmployerSetting then the date that the e-Doc is submitted is mapped into the Pre-note Send Date value for the Bank Information entered via e-Document. If this property is set to "True" the null value is mapped into the Pre-note Send Date in the Core application. 
• NULL value is mapped into Pre-note Approve Date in the core app by default. 

• There is no employer portion of this e-Document, so once an employee submits it, the status is changed to complete. 

• Updating an existing Direct Deposit eDoc

  • If an employee has an active bank and a new Direct Deposit eDocument is made available to the Employee, the active bank will be listed in the first row of the eDocument.

  • If the employee changes the existing information, this will also overwrite the bank in Avionté and all history with that bank will be deleted.

  • If all existing banks for the employee are set to "Inactive" and then a new Direct Deposit eDocument is made available to the Employee, then no existing bank information is included on the eDocument. Whatever the employee then fills out and submits will be added to the Direct Deposit section of Avionte and no existing banks will be deleted.

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