New Hire Action (PY) - Create New Hire Action

Do not enter a From date on the Personnel Actions screen.

Bank Details Type must be Main Bank.

The state of Washington does not accommodate payments to multiple financial institutions.

If the Payment Method is C - Warrant, the Bank Key and Bank Account fields must be blank.

State of Washington employees may opt to utilize two direct deposit options which will deposit employee’s net funds into their desired account type using ACH (Automated Clearing House):

• Traditional checking or savings account the employee has set up directly with their financial institution, or
• The U.S. Bank Focus Card, which is a prepaid Visa® offered through the State of Washington as an alternative to receiving paper checks.

Employee’s choosing the U.S. Bank Focus Card will require assistance from agency payroll processors to setup their prepaid card.  After the one-time setup process is complete, U.S. Bank issues a card in the employee’s name and mails it to the employee. Prior to the first use, employees must activate the card either by phone (877-474-0010) or by visiting U.S. Bank website. Once the card has been activated, the cardholder must contact the agency payroll office to initiate electronic deposit of payroll funds.

Refer to the State of Washington Payroll Card Program and OFM’s Focus Card FAQs for more information on Focus bank cards.

If the employee has completed the Authorization for Automated Clearing House (ACH) Direct Deposit of Wages form identifying where they would like their pay check deposited, complete the Bank Key, Bank Account, Bank control key, and Payment method fields.

For Payment Method D - Bank transfer (ACH):

• Bank Key is often referred to as the bank or financial institution's routing or transit number.
• For Bank control key, use 01 for checking and 02 for savings accounts.

When entering or changing a Bank transfer (ACH) record, the system initiates the pre-note process. The first ACH transfer of wages will depend on when the record was keyed. A Bank transfer (ACH) record keyed 10 day prior to Payroll Day 3 will be in effect for that payroll. If the record is not keyed 10 days prior to Day 3, the system may create a warrant for that payroll.

Consider sending an EFT Employee Letter after you have created or maintained an employee's Bank Transfer (ACH) record. Refer to the EFT Employee Letter report procedure.

Important note for Bank transfer (ACH): You must monitor Corrections and Returns (ZHR_RPTPY151) Report for Notifications of Changes (NOC) or Returns (NOR) reported by the financial institution. Failure to do so may result in deposits not processing correctly.

You must save the Bank Details (0009) infotype even if the record should default to warrant. If you do not save this infotype, the employee will red line on payroll reports and will not process through payroll until a Bank Details (0009) infotype is created and saved.

Set the Tax authority to the state in which your employee is covered (where the work is localized); only Washington, Oregon and Idaho are configured in HRMS. If the employee’s work is localized in Oregon or Idaho, you may also update the Unemployment State during the Additional Steps for Out of State Employees process.

For employees with Washington (WA) Tax Authority, the Worksite field should reflect the employee’s primary work location.

For employees with Oregon (OR) or Idaho (ID) Tax Authority, there is only one valid Worksite selection option for each.

Refer to the Out-of-State Employee Coding Guide and HRMS Data Definitions Resource Guide for more information on which taxes are controlled by this infotype.

The Supplemental Method field should be left blank. Do not enter a selection.

Use the Override amount field to enter a federal withholding override. An amount entered in the Override amount box will result in that exact amount of federal withholding for the period or periods the record is active.

Example, if $100 is entered into the override amount box, $100 is the total amount of the federal withholding that will process for the employee. The system will ignore any related entries on the Withholding Info W4/W5 (0210) infotype.

An override is most commonly used when an employee has been paid outside of HRMS and that payment is captured in HRMS using wage types 3101/3111, when an agency has made the choice to adjust the withholding amount to reflect what would have been deducted over 2 payroll periods.

Note: Agencies who choose to override are accepting the risk that the IRS could question the adjustment.

The Override Percentage field should be left blank. There is not a place on the W-4 that would allow for a percentage. Refer to IRS Publication 15, for information on Invalid Forms W-4.

Empl.override group (Employee Override Group) is the Washington Workers' Compensation risk classification that an employee holds for a particular job.

The Employee Override Group must match your agency Business Area. For this example, the employee has been hired into Business Area 1790 – Department of Enterprise Services. If the numbers do not match, it will cause incorrect Medical Aid amounts to be withheld from the employee. Additionally, employer costs will be incorrect.

The Common Paymaster field should be left blank. Do not use this checkbox.

The No Tax field should be left blank. Do not use this checkbox.