Payroll: Add Bank Transfer Rules to Payroll Schemes

Bank transfer rules move money or quantities from one bank to another. They're typically used for end-of-period housekeeping, such as moving a current period's vacation accrual into a historical bank at year end, or moving the results of a calculation bank into the bank where the balance should live. You build bank transfer rules using payroll sources, such as the payroll period or a specific date, and set conditions to control when each rule applies. For more about how rules are organized and how payroll sources work, see "Payroll: Structure of a Payroll Scheme."

Before You Begin

Before you set up your bank transfer rules, make sure you have the following in place:

• Set up your earning codes. Learn how in the "Payroll: Set Up Earning Codes" article.
• Set up the source and destination banks you'll be transferring between. Learn how in the "Payroll: Set Up Banks" article.
• Set up the payroll scheme you'll be adding the rule to. Learn how in the "Payroll: Set Up Payroll Schemes" article.

Payroll Sources for Bank Transfer Rules

Bank transfer rules use one of the following payroll sources. The payroll source you select determines which fields and values are available when you configure the rule's conditions. Select the payroll source by clicking its tab when you're configuring the rule.

• Date: A specific date or set of dates. Useful for one-time transfers tied to specific dates, such as transferring a vacation balance to a historical bank at year end.
• Payroll Period: The payroll period itself. Use for period-based transfers.

Transferring from a Dollars Only Bank to an Average Dollars Bank

Use this type of bank transfer rule to move balances from a Dollars Only bank into an Average Dollars bank.

To add the rule

1. On the Setup > Payroll > Payroll Schemes tab, select the payroll scheme you want to modify, then click Edit.
2. Add the rule:
   • If the Bank Transfers section has no rules yet, click Add Bank Transfer.
   • If the Bank Transfers section already has rules, click the Add icon (+) in the sub-group where you want to add the rule. You may need to scroll down to see the rule you just added. For more about groups and sub-groups, see "Payroll: Structure of a Payroll Scheme."
3. (Optional) Under Effective at the top of the group, enter a start or end date or both. Effective dates apply to all rules in the group.
4. Along the top of the rule, select the payroll source you want to use.
5. On the left side of the rule, click Add Condition, then choose a field, an operator, and a value.
6. (Optional) To add another condition, repeat Step 5.
7. On the right side of the rule, configure the effects:
   • From Bank: Select the Dollars Only bank from which the amount will be taken.
   • To Bank: Select the Average Dollars bank to which the amount will be transferred.
   • Earning Code: (Optional) Select an earning code from the list.
   • Amount: Keep Entire Balance selected to transfer the entire balance of the source bank. To transfer a specific amount instead, clear Entire Balance, then enter an amount or formula in the field that appears.
   • Quantity to Add: Enter a quantity or formula.
   • Description: Enter text that will appear on the Payroll Details tab and in any reports or exported payroll data.
8. Click the checkmark (√) button on the rule to confirm the rule.
9. Click Save Changes to save the payroll scheme.

Example

The following example shows a common pattern for bank transfer rules from a dollars only bank to an average dollars bank.

A full balance transfer between banks

This rule transfers the full balance from a dollars only bank to an average dollars bank. Entire Balance is selected, so the entire balance from the From Bank transfers to the To Bank.

Transferring from One First In First Out Bank to Another

Use this type of bank transfer rule to move balances between two First In First Out banks.

To add the rule

1. On the Setup > Payroll > Payroll Schemes tab, select the payroll scheme you want to modify, then click Edit.
2. Add the rule:
   • If the Bank Transfers section has no rules yet, click Add Bank Transfer.
   • If the Bank Transfers section already has rules, click the Add icon (+) in the sub-group where you want to add the rule. You may need to scroll down to see the rule you just added. For more about groups and sub-groups, see "Payroll: Structure of a Payroll Scheme."
3. (Optional) Under Effective at the top of the group, enter a start or end date or both. Effective dates apply to all rules in the group.
4. Along the top of the rule, select the payroll source you want to use.
5. On the left side of the rule, click Add Condition, then choose a field, an operator, and a value.
6. (Optional) To add another condition, repeat Step 5.
7. On the right side of the rule, configure the effects:
   • From Bank: Select the First In First Out bank from which the amount will be taken.
   • To Bank: Select the First In First Out bank to which the amount will be transferred.
   • Earning Code: Keep Use accrual earning code selected to use the earning code from the bank accrual rule that put the balance into the source bank. To choose a different earning code, clear Use accrual earning code, then select an earning code from the list.
   • Quantity: Keep Entire Balance selected to transfer the entire balance of the source bank. To transfer a specific quantity instead, clear Entire Balance, then enter a quantity or formula in the field that appears.
   • Description: Enter text that will appear on the Payroll Details tab and in any reports or exported payroll data.
8. Click the checkmark (√) button on the rule to confirm the rule.
9. Click Save Changes to save the payroll scheme.

Example

The following example shows a common pattern for bank transfer rules from one first in first out bank to another.

A full balance transfer between banks

This rule transfers the full balance from a first in first out bank to another first in first out bank. Use accrual earning code is selected, so the earning code from the bank accrual rule that put the balance into the source bank is used. Entire Balance is selected, so the entire balance from the From Bank transfers to the To Bank.