How do I set up my workers for direct deposit into their Yepzy accounts?

Setting up direct deposit allows you to electronically pay your employees, which is often more efficient, secure, and environmentally friendly than issuing paper checks. Here’s a step-by-step guide:

1. Choose a Direct Deposit Method:

• Payroll Software: If you already use payroll software (like Gusto, ADP, Paychex, Square Payroll, Quickbooks, Mobile Farmware etc.), it likely has built-in direct deposit functionality. This is often the easiest option as it integrates with your existing payroll process. Contact your payroll/HR software provider for specific instructions.
• ACH (Automated Clearing House) Origination through Your Bank: Your business bank may offer direct deposit services. You'll typically need to set up an ACH origination account. Contact your bank's business services department to inquire about their process, fees, and required forms.

2. Gather Employee Banking Information:

• Yepzy Account Holders Authorization: When workers with Yepzy are onboarded, they electronically approved you to send their pay direct to their Yepzy Accounts.  Per that authorization from the individual account holders, you can securely access their information online.  Contact your Customer Success Rep if you need help access your account.
• Clearly Explain the Process to Employees: During the onboarding process, the Yepzy Customer Success rep explained the direct deposit process to each individual. 

3. Set Up Direct Deposit in Your Chosen System:

• Payroll Software:
  • Navigate to the employee profile or direct deposit setup section.
  • Enter the employee's bank name, routing number, account number, and account type accurately.

• • Follow the software's instructions for verifying the information and activating direct deposit for the employee.
• Bank ACH Origination:
  • Complete the necessary forms provided by your bank to activate ACH origination for your checking account.
  • You'll likely need to provide a file for each pay-run (often in a specific format like NACHA or CSV) containing the payment details for each employee, including their bank information and the net pay amount. Your bank will provide specifications for this file.
  • Follow your bank's procedures for submitting the direct deposit file and initiating the payments.  Most banks provide the ability to upload this file through their online banking portal.

4. Pre-Notification (Optional but Recommended):

• Before the first live direct deposit, consider sending a "pre-notification" or "zero-dollar transaction" to the employee's bank account. This helps verify the account and routing numbers are correct and can prevent payment errors.
• If you choose to do this, please let your Yepzy Customer Success Rep know.  Yepzy will alert you when the pre-notification transactions are received.

5. Process Payroll and Initiate Direct Deposits:

• Follow your regular payroll processing procedures.
• Ensure the net pay amounts are accurate for each employee.
• Submit the direct deposit information through your chosen method (payroll software or bank portal) according to their deadlines.
• Yepzy will send out an email when the deposits are received.  The email will note the number of transactions and if there are any anomalies with the pay amounts.  

6. Provide Pay Stubs:

• Even with direct deposit, employees still need a record of their earnings and deductions.
• If you have signed up with Yepzy FieldTrack, provide Yepzy with the PDFs of your paystubs and they will automatically be distributed to the workers through their Yepzy App.  

Important Considerations:

• Compliance: Be aware of federal and state laws regarding electronic payments and employee consent.  Yepzy FieldTrack is built to help you stay compliant.  If you have questions or want to sign-up, please contact your Client Success Rep.
• Fees: Understand the fees associated with your chosen direct deposit method.
• Deadlines: Adhere to the processing deadlines of your payroll system or bank
• Employee Support: If your workers have any questions regarding direct deposit, please remind them to contact Yepzy support (WhatsApp) directly from their Yepzy App.