ESS Direct Deposit Program User Guide by raa13961

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									                             ESS Direct Deposit Program User Guide

INTRODUCTION
Employee Self Service (ESS) is a web-based system that allows employees secure, confidential access to personal data,
payroll advices and Direct Deposit maintenance through the online services, eProfile and ePay.

To enroll, change or cancel existing Direct Deposit services, the employee must logon to the ESS system and “authorize
for ePay.” Ask your Volt representative for the ESS Quick Reference Guide (VTC 036A) or more information on how to
logon to the ESS system for the first time.

NOTES:
 The initial authorization (“Authorize for ePay”) takes approximately 24 hrs to complete.
 One or two bank accounts can be used in Direct Deposit. If only one account is being used, it must be the
   Remainder account and the entire net pay amount will be sent to that account. If two are used, one will be the
   Variable account, which can get either a percent of net pay or an absolute dollar amount, and the other will be the
   Remainder account, which will get the balance of net pay after subtracting the Variable amount.
 If an employee enrolls in Direct Deposit, only itemized wage statements (payroll advices) will be available for
   viewing/printing via the ePay system. All previous itemized wage statements (pay check stubs) will not be available
   in the ePay system.
 If an employee cancels or discontinues Direct Deposit, they will no longer be able to view their itemized wage
   statement (payroll advice) electronically through ePay. The employee will receive a paper paycheck stub instead if
   they continue to work for Volt. Previous advices will continue to be available for viewing/printing.
 Employees enrolled in Volt’s Payroll Debit Card program will not be able to enroll, make changes or cancel the debit
   card via the ESS system. These services must be coordinated through JPMorgan Chase. Contact your Volt
   representative for assistance.




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                             ESS Direct Deposit Program User Guide

ENROLL IN DIRECT DEPOSIT
Employees currently receiving a paper paycheck are able to enroll in Direct Deposit from the ESS system.
   1. Go to the URL https://ess.volt.com
   2. Logon to the ESS system for first time (for instructions, contact your Volt representative or follow instructions
      using VTC 036A or VTC 395A.)




   3. Complete the one time ePay Authorization procedures (for instructions, contact your Volt representative or
      follow instructions using VTC 036A or VTC 395A.)
   4. Wait 24 hours to allow Volt’s security system to process the authorization.
   5. Log back into the system at https://ess.volt.com and click on the Employee Self Service link in the menu box.




   6. Click on the Maintain Direct Deposit link under the Payroll and Compensation section of the Employee Self
      Service menu.




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                            ESS Direct Deposit Program User Guide

  7. Click the Enroll button.




  8. Complete the Remainder and Variable (if applicable) Account fields as applicable.




  9. NOTE: Users are also able to have Expense Checks deposited into their Remainder account by checking the box
     in the top right corner of this field. NOTE: Expense Check advices will not be viewable in the ESS system and will
     be mailed to the employee.




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                            ESS Direct Deposit Program User Guide

  10. Check the “I have read the Terms of Acceptance” box and click Save.




  11. A confirmation will appear confirming the enrollment, click OK.




  12. On the next screen, view the Direct Deposit enrollment and pending date of the enrollment.




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                             ESS Direct Deposit Program User Guide

CHANGE DIRECT DEPOSIT
   1. After logging into the ESS system and authorizing for ePay, click on the Employee Self Service link in the menu
      box.




   2. Click on the Maintain Direct Deposit link under the Payroll and Compensation section of the ESS menu.




   3. View the existing Direct Deposit account set up information and click the Add, Change or Discontinue button.




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                           ESS Direct Deposit Program User Guide

  4. Over-ride any existing information by typing over the appropriate data with the updated information.




  5. Check the “I have read the Terms of Acceptance” box and click Save.




  6. A confirmation will appear confirming the change, click OK.




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                             ESS Direct Deposit Program User Guide

7. On the next screen, view the Direct Deposit change information and pending date of the change.




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                             ESS Direct Deposit Program User Guide

CANCEL DIRECT DEPOSIT
   1. After logging into the ESS system and authorizing for ePay, click on the Employee Self Service link in the menu
      box.




   2. Click on the Maintain Direct Deposit link under the Payroll and Compensation section of the ESS menu.




   3. View the existing Direct Deposit account set up information and click the Add, Change or Discontinue button.




   4. Select the discontinue button in the Remainder and/or Variable Account field.




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                            ESS Direct Deposit Program User Guide

  5. Check the “I have read the Terms of Acceptance” box and click Save.




  6. A confirmation will appear confirming the cancellation, click OK.




  7. On the next screen, view the Direct Deposit cancellation information and pending date of the cancellation.




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                             ESS Direct Deposit Program User Guide

ERROR MESSAGES - Designed within the ESS system to assist a user at various points of the process outlined above.
Sample error messages are described below to redirect or correct a user entry:

    “Need to have an active Remainder Account before adding a Variable Direct Deposit Account.”
    “Warning – Account Type must be either Checking or Savings.”
    “Routing Number must be 9 digits long.”
    “Warning – Check Digit caused Bank Routing Transit Number to be incorrect. Obtain correct Bank Routing Transit
    Number from financial institution.”
    “Warning – Bank Routing Number does not match a valid bank name.”
    “Warning – Account Number may not contain special characters. Only numeric or alpha characters are allowed for
    an Account Number.”
    “Warning – Both account numbers must match. Please re-enter the account number.”
    “The percent of Net Pay is greater than 100%. Change the percent to be less than or equal to 100%.”
    “Warning –Must enter either an amount or a percent of net pay. Both Amount and %Net pay are not allowed.
    Please enter only one option.”
    “You must read and agree to the Terms of Acceptance by checking the box.”

ADDITIONAL POINTS TO NOTE:
 Informational error messages will appear if some fields are incorrectly completed or contain conflicting information.
   The user will be able to click OK within the error message and make the correction.
 In order to enter a Variable account, a Remainder account must be active.
 Volt’s Payroll Debit Card enrollees may not enroll using the ESS system; use VTC 682.
 This system will validate bank routing numbers and bank names.
 The system will validate the percentage amount allocated (cannot be greater than 100%)
 Users are able to click on the FAQ, View check example or Terms of Acceptance links at the bottom of the screen to
   review any of these documents (this step is not required but available as needed)

    FAQ Link




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    View Check Example Link




        Terms of Acceptance Link




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