New Employee Bank Return

• 1. EMPLOYEE BANK RETURN

  Step 1: Notification from NatPay

  • The NatPay user will email the Payroll Processor (typically the payroll team, as they pull the payroll file) using the Bank Return Template, providing all relevant details of the bank return.

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  Step 2: Client Communication

  • The Implementation Specialist/Processor will copy and send the following email template to the client:

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  Subject: Employee Bank Return – [Client Name]

  Email Template:
  Hello,

  The bank returned the direct deposit for the following employee:

  Employee: [Name]
  Check Date: [Date]
  Bank Reason: [Reason]
  Return Amount: [Amount]

  If you have new account information by 2:00 p.m., we can redirect the funds to the employee’s new account for the next business day’s deposit. Otherwise, the funds will be returned to the company account, and you can forward them to your employee directly.

  The account has been stopped until new information is received. Please verify the information with your employee and notify us of any changes.

  Your next invoice will include a $15.00 Employee Bank Return Fee.

  Please let me know if you have any questions or concerns.

  Best regards,
  [Processor Name]
  HR Butler

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  Step 3: Update Employee Account in iSolved

  • Navigate to Employee Management → Employee Pay → Direct Deposit.

  • Inactivate the account until updated information is received.

    • In most cases, the Payroll Team will perform this step, but confirm completion.

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  Step 4: Add Bank Return Fee

  • Navigate to Client Management → Billing → One-Time Billing → Add New.

  • Enter the following details:

    • Billing Item: Employee Bank Return

    • Amount: $15.00

    • Invoice Description: Employee Bank Return – [Employee Name]

  • Click Save.

    • Confirm that the Payroll Team has completed this step if not handled directly.

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  Step 5: Update NSF Spreadsheet

   

  In most scenario's the payroll team will complete this step
• Navigate to the NSF Sheet → Employee Return Tab (Current Year).
• Update all required information.This sheet is used by other departments for visibility, so accuracy and timeliness are important.
• Update the sheet at least twice daily (morning and after 2:00 p.m.).

​NSF Sheet

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  Step 6: Redeposit Funds (if applicable)

  • If the client provides updated banking information before 2:00 p.m.:

    • Update iSolved with the new account information.

    • Notify the Payroll Team immediately so they can inform the NatPay user to re-route funds.

  • If information is not received by 2:00 p.m., the funds will automatically be returned to the client’s account and it becomes the client’s responsibility to pay the employee directly.

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  Step 7: End of Employee Bank Return

  • If no updated information is received by 2:00 p.m., no further action is needed.

  • NatPay will return funds to the client automatically, and the client will handle employee payment directly.

    Remaining steps from this point forward are managed by the Payroll Team.

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  2. EMPLOYEE BANK CORRECTION

  Step 1: Notification from NatPay

  • The NatPay user will email the Payroll Processor with the Bank Correction Template, providing all relevant details.

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  Step 2: Client Communication

  Subject: Employee Bank Correction – [Client Code] ([Employee Name])

  Email Template:
  Hello,

  We received a bank change notice indicating that the employee’s direct deposit account information has changed (per the employee’s bank). We have updated our records to reflect this change.

  Employee Name: [Name]
  Routing Number: [Routing #]
  Last 4 Digits of Account #: [XXXX]

  Please inform your employee of this update. If you believe this information is incorrect, please let us know.

  A $3.95 Employee Bank Correction Fee will appear on your next invoice. Please note that HR Butler is charged this fee and must pass it along accordingly.

  Best regards,
  [Processor Name]
  HR Butler

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  Step 3: Update Employee Account in iSolved

  • Navigate to Employee Management → Employee Pay → Direct Deposit.

  • Update the account information only in the fields provided by NatPay.

  • Do not alter any unrelated fields.

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  Step 4: Add Bank Correction Fee

  • Navigate to Client Management → Billing → One-Time Billing → Add New.

  • Enter the following details:

    • Billing Item: Employee Bank Return

    • Amount: $3.95

    • Invoice Description: Employee Bank Correction – [Employee Name]

  • Click Save.

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  Step 5: Update NSF Spreadsheet

  • Navigate to the NSF Sheet → Employee Return Tab (Current Year).

  • Update all applicable fields accurately for departmental reference.

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  3. PRE-NOTE (NO FUNDS RETURNED)

  Step 1: Notification from NatPay

  • The NatPay user will email the Payroll Processor with the Pre-Note Template, providing relevant details.

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  Step 2: Client Communication

  Subject: Employee Bank Return – [Client Code] ([Employee Name])

  Email Template:
  Hello,

  We received a bank notice for the employee below. The account was in pre-note, and no funds were returned. The account has been stopped until updated information is received.

  Employee: [Name]
  Routing #: [Routing #]
  Account #: Ending in [XXXX]
  Bank Reason: [Reason]

  Please verify the employee’s account information and provide updates as soon as possible.

  Best regards,
  [Processor Name]
  HR Butler

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  Step 3: Inactivate Bank Account

  • Navigate to Employee Management → Employee Pay → Direct Deposit.

  • Inactivate the account until corrected information is provided.

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  Step 4: Update NSF Spreadsheet

  • Navigate to the NSF Sheet → Employee Return Tab (Current Year).

  • Update all required details for visibility to other departments.

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  Responsibilities

  Role	Responsibilities
  NatPay User	Sends initial notification and details of bank return, correction, or pre-note.
  Payroll Processor	Communicates with clients, updates iSolved, and ensures fees and records are entered properly.
  Implementation/Payroll Team	Verifies updates, confirms billing, and tracks completion of all steps.
  Client	Provides updated employee bank information promptly to avoid payroll disruption.

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  Timeline Requirements

  • All updates must be completed by 2:00 p.m. to ensure funds can be re-routed for next-day deposit.

  • If no updates are received by this deadline, funds will return to the client account automatically.