Manage Employee Bank Accounts

Employees 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 if this function has been enabled. For more information on employee portal settings, click here.

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

To add a bank account to an employee, click on the menu item 'Bank Accounts' within the employee file, then click on the 'Add' button (located on the top right hand side). There are several options of how bank accounts can be set up and instructions on each method are as follows:

Option 1: Pay employee electronically:

This option should be chosen where payment is to be made to a bank account and is to be included in the BACS file. Once you click 'Add', select 'Electronic Payment' from the 'Account Type' dropdown 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.
• Sort Code: Enter the employee's Sort Code details here. There should be no spaces and only numeric data is acceptable. 
• Account Number: Enter the employee's account number here. A maximum of 8 digits should be entered here so ensure you're not including the employee's sort code as part of the account number.
• Pay Into Account: Choose from adding the (a) entire balance, (b) a fixed £ amount or (c) a fixed percentage amount. If only 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 BACS File. Once you click 'Add', select 'Manual Payment' from the 'Account Type' dropdown 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.
• Sort Code: Enter the employee's Sort Code details here. There should be no spaces and only numeric data is acceptable. 
• Account Number: Enter the employee's account number here. A maximum of 8 digits should be entered her so ensure you're not including the employee's Sort code as part of the account number.
• Pay Into Account: Choose from adding the (a) entire balance, (b) a fixed pound 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' dropdown 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 pound amount or (c) a fixed percentage amount. If only 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. This is only activated if they have permission to edit bank account details.
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.

If you have any questions or feedback, please let us know via support@yourpayroll.co.uk