Manage Employee Bank Accounts

If an employee is set to be paid electronically, they will need to have a bank account set up so their net earnings have a destination. Without a bank account, an employee will be deemed incomplete and as such will not appear in the pay run.

Users with full access are able to set up, edit and/or delete employee bank accounts. Additionally, if the permission has been granted via the employee portal, employees can also manage their bank account set up. For more information on employee portal settings, click here.

Employees can also choose to distribute their net earnings amongst multiple bank accounts and BPAY accounts.

Add Account Details

1. To add a bank account to an employee, click on the Employee List.
2. Select the employee file you want to open.
3. Click on the menu item Bank Accounts.
4. Click on the Add button (located on the top right hand side).
5. There are several options of how bank accounts can be set up. You can set an account to receive a percentage of pay or a fixed amount. You can then add another bank account and see it to receive the remaining balance.

Option 1: Pay employee electronically (via ABA file)

This option should be chosen where payment is to be made to a bank account and is to be included in the ABA file. Once you click "Add", select "Electronic Payment" from the 'Account Type' drop down list. 

• Name: The employee's first name and surname will pre-populate in this field. You can edit this value however if the account name is different.
• BSB: Enter the employee's BSB details here. There should be no spaces and only numeric data is acceptable. There is a BSB validation check here so if the value entered is incorrect, a warning message will appear.
• Account Number: Enter the employee's account number here. A maximum of 9 digits should be entered here so ensure you're not including the employee's BSB as part of the account number.
• Pay Into Account: Choose from adding the (a) entire balance, (b) a fixed dollar amount or (c) a fixed percentage amount. If only one bank account is to be set up, the value here must be "Entire balance". 

Option 2: Pay employee manually

This option should be chosen where payment is to be made to a bank account but should not be included in the ABA file. Once you click "Add", select "Manual Payment" from the 'Account Type' drop down list. 

• Name: The employee's first name and surname will pre-populate in this field. You can edit this value however if the account name is different.
• BSB: Enter the employee's BSB details here. There should be no spaces and only numeric data is acceptable. There is a BSB validation check here so if the value entered is incorrect, a warning message will appear.
• Account Number: Enter the employee's account number here. A maximum of 10 digits should be entered here so ensure you're not including the employee's BSB as part of the account number.
• Pay Into Account: Choose from adding the (a) entire balance, (b) a fixed dollar amount or (c) a fixed percentage amount. If only bank account is to be set up, the value here must be "Entire balance".

Option 3: Pay employee by cheque or cash

If this is the method chosen to pay employee(s), a 'bank account' still needs to be added against the employee file. Once you click "Add", select "Cash or Cheque" from the 'Account Type' drop down list. 

• Name: The employee's first name and surname will pre-populate in this field. 
• Pay Into Account: Choose from adding the (a) entire balance, (b) a fixed dollar amount or (c) a fixed percentage amount. If only bank account is to be set up, the value here must be "Entire balance".

Option 4: Pay to a BPAY account

This option should be chosen where an employee wants all or a portion of their net earnings to pay off a bill via BPAY. Once you click "Add", select "BPAY" from the 'Account Type' drop down list. 

• Name: Enter the biller name here.
• Biller Code: Enter the biller code. There is no automatic verification here so be extremely careful that you are entering the correct value.
• Customer Reference Number: Enter the employee's customer reference number - take extreme caution to complete this correctly as this number is used to determine to the biller who the payment is coming from, ie the employee.
• Pay Into Account: Choose from adding the (a) entire balance, (b) a fixed dollar amount or (c) a fixed percentage amount. If only one bank account is to be set up, the value here must be "Entire balance". 

You can set up a combination of methods as to how the employee's net earnings are distributed.  

Other Bank Account Settings

1. Employee can edit: You will notice this option when setting up bank accounts (N.B. this option is not included in the "Cash or Cheque" option). If this is ticked, you are giving employees permission to edit the bank account set up through their employee portal. Please note, if the 'Employees can edit their own bank account details' option on the Employee Portal Settings page at business level is not selected this check box will have no effect.
2. Delete this account: If this term is in red, you are able to delete the bank account. If it is grey, you cannot. Common reasons for this is (a) it is the only bank account attached to the employee and so another bank account will need to be added before it can be deleted or (b) the bank account is attached to a recurring deduction and so cannot be deleted until the deduction expires or is deleted.

Edit bank account settings

When you edit an employee's bank account details, if you are a a full access/admin user or employee or employee manager who has portal access user and click Save, an email notification will be sent to the user's Account Email Address confirming that the previous Bank Details have been changed to New Bank Details.

 If you have any questions or queries let us know via support@yourpayroll.com.au