How to use payroll rules to validate direct deposit changes

Objectives:

Learn how to use the payroll rules, a part of payroll processing, to identify direct deposit changes made since the last payroll. There are standard payroll rules that are checked each time you run payroll, and special rules can be written to meet your company's needs. Payroll rules are a key part of the security features built into AllPay, since the rules flag direct deposit changes made since the last payroll run.

What's in this article?

Instructions for how to trigger payroll rules and how to identify direct deposit changes, which payroll administrators should then validate.

💡Good to know: The payroll rules run when you close batches during your payroll processing. See the full guide about how to close a payroll batch and submit payroll here.

This guide also focuses on the security function of payroll rules, particularly to prevent direct depot fraud. Other steps to prevent direct deposit fraud include enabling two-factor authentication, also called 2FA or TFA, in both AllPay and MyPay and ensuring that MyPay change requests (including for direct deposits) are reviewed and approved in AllPay before going into effect.

Using payroll rules to validate direct deposit changes

When you're ready to close your batch(es) during payroll, you'll be in the Payroll Control tab in the Payroll module. Click on the Close button for your batch(es).

It may take a moment for the payroll rules to check. The rules will include a default, required check on any direct deposit changes since the last time you ran payroll.

Once the rules have run, you'll see the results all of the rules.

Scroll down to the Direct Deposit Changes Since Last Payroll section.

This section will show the ID, Employee Name, Description of the direct deposit change (including the account details, name on the account, time of change, and who made the change), Batch, and Pay #.

This is where your payroll administrator should review these changes and validate direct deposit changes. For example, you can reach out to employees to validate their requests. Be sure to follow up on anything suspicious.

You can re-run payroll rules if there are errors that you need to go back and fix. Refer to our guide on closing a payroll batch and submitting payroll to learn how to go back a step or how to continue with your payroll processing.