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      Employee Bank Return

      Client Support procedure for handling employee bank returns

      1. Employee Bank Return

      • NatPay user will email the payroll processor the Bank Return template, providing the details of the return.
      • The processor will copy the email template below and email the client.  

      Subject Line: Employee Bank Return MPW01 - (Tabitha Moore) 

      Hello (insert client contact name), 

       The bank returned the direct deposit for the following employee: 
      •  Employee:  Tabitha Moore
      • Check Date:  5/15/2025
      • Bank reason:  Account Closed
      • The amount of the return is:   $64.54
       If you have new account information by 2:00 p.m, we can redirect funds to the employee's new account for the next business day's deposit. Otherwise, the funds will be directed back to the company account, and you can forward the funds to your employee as soon as possible.  
       The account has been stopped until we receive new information.  Please verify the information with the employee and notify us of any changes. 
      Your next invoice will show a $15.00 employee bank return fee. 
      Feel free to let me know if you have any questions or concerns.
      Best Regards,
      (sign your name)
       

      2. Update Acct Information in Employee Profile

      • Navigate to isolved - Employee Management - Employee Pay - Direct Deposit.
      • Inactivate the account until the client or processor updates information in isolved.

      3. Add Bank Return Fee

      • Log into Isolved - Navigate to Client Management - Billing - One-Time Billing - Add New

      Employee Bank Return - Billing Item: Employee Bank Return, Amount $15.00 - Invoice Description - Employee Bank Return: EE Name - Save

      4. Update "New NSF" Spreadsheet

      • Navigate to Employee Return Tab (Current year)
      • Please update all items. Other Depts will use this spreadsheet as informational.
      • May have to update the sheet once in the morning and then again after 2:00pm

      5. Redeposit Funds to Updated Acct - Must be completed by 2:00pm SAME DAY

      If the client provides updated information please update isolved and let the NatPay User (person assigned to Bank Returns) know so that they can re-route the funds. This must be done before 2:00pm. If they fail to respond in a timely manner the money will be returned to the client account and the client must settle it with the employee by writing a check or through payroll.

      6. End of Employee Bank Return

      If client does not respond by 2:00 pm with new account information, no additional action is needed. Natpay will know that if they haven't received a change and the system will automatically deposit funds back to client's account. At that point, it will be the clients responsibly to pay the employee. 

      7. Employee Change Notice - Client Email

      • NatPay user will email the payroll processor the Bank Return template, providing the details of the return.
      • The processor will copy the email template below and email the client.  
      Subject Line: Employee Bank Correction  MPW01 - (Tabitha Moore) 

      Hello (insert client contact name),  
      We received a bank change notice that the direct deposit account information has changed (per the employee bank). We have updated our records to reflect this change.  
      • EE Name:  
      • Routing Number:  
      • Last 4 of the Acct Number:  
      Please inform your employee of this change. If you believe this information is incorrect, please let us know.  
      A fee of $3.95 will be charged to your account on your next invoice. Please note that HR Butler is charged this fee and must pass it along accordingly.  
       
      Please let me know if you have any questions or concerns. 

        (sign your name)

       8. Update Acct Information in Employee Profile - For Correction Only

      • Navigate to isolved - Employee Management - Employee Pay - Direct Deposit

      • Update account information per NatPay Instructions. Only make changes to the areas that need to be updated.

      9. Add correction fee

      • Log into isolved - Navigate to Client Management - Billing - One-Time Billing - Add New

      Employee Correction - Use Billing Item: Employee Bank Return, Amount $3.95, Invoice Description - Employee Bank Correction: EE Name - Save

      10. Update New NSF Spreadsheet

      • Navigate to Employee Return Tab (Current year)

      • Please update all items. Other Depts will use this spreadsheet as informational. 

      11. PreNote

      • NatPay user will email the payroll processor the Bank Return template, providing the details of the return.
      • The processor will copy the email template below and email the client.
      Subject -  Employee Bank Return MPW01 - (Tabitha Moore) 

      Hello (insert client contact name),
       
      We received a bank notice on the employee below.   The account was in pre-note, no funds returned. The account has been stopped until we receive updated information.  
       
      • Employee:  
      • Routing #  
      • Account # ending in 
      • Bank reason:  

      Thank you and have a great day,

      (sign your name)

      12. Inactivate Bank Account

      • Navigate to isolved - Employee Management - Employee Pay - Direct Deposit

      13. Update New NSF Spreadsheet

      • Navigate to Employee Return Tab (Current year)
      • Please update all items. Other departments will use this spreadsheet as an informational tool.