Instant payments in Greenshades Payroll
We now supports the option to pay employees instantly using their rapid! pay cards.
Getting started
Initially, the rapid! submitter account information needs to be set up in our Integrations Hub. If your company has signed up with rapid! to pay employees instantly, contact Greenshades support to get assistance with your workspace.
The admin needs to set up rapid! pay card details in the Direct Deposit settings of Greenshades Online. The Card ID is the 10-digit card number. The Routing Number is used to submit payment via ACH. This process can be done either through Employee Card Pay Settings, or by spreadsheet import.
Paying instantly
Once rapid! pay details have been added for eligible employees, you can run a normal payroll. After submitting your pay run, you are presented a new step in the Post-Payroll, under Pay Your Employees: Disburse funds for instant payment. This step shows you how many employees are eligible for instant payment as well as the total net wages paid by that method.
All instant-eligible payments are initially included in the ACH file, and must be manually moved to the instant method. Selecting View and manage instant payment displays Manage employees' instant payment, a screen of payment transactions and their statuses.
To move instant-eligible employee payments from the ACH file and into instant type, select one or more rows using the check boxes. If you check the box at the top of the table, all payment transactions in the list will be selected. Use Switch to instant to move the selected items; the screen will refresh and payments will now show in the Pending view of the Instant payment tab.
The Disburse funds for instant payment unit will update to show the number of transactions pending to pay instantly. The ACH batch is also updated to exclude payments that are in the instant payment batch.
Choose Fund instant payment to send transactions to rapid!. Once they have been processed, return to View and manage instant payments, and Manage employees' instant payment will show statuses in the additional views within the Instant payment tab.
If any transactions are unsuccessful, review them in the Failed view under Instant payment. Review the Note column for additional information regarding the error status. A failed payment can either be returned to the ACH batch - select the transaction(s) and Switch to ACH - or use Reset to pending if you want to try instant payment again. Any incorrect account numbers should be updated on the employee card; once that task is complete, choose Refresh account information within Disburse funds for instant payment.
Rarely, a transaction may have an ambiguous status; review Unknown to see these transactions, which are typically a result of a timeout, where we are not able to verify if the payment was made. In this case, we recommend that you visit rapid! and log into your admin account there to verify the status of those payments. You can then choose one of two options: Use Mark as successful, which moves the transaction to the Successful view, adding a note that identifies it as having been manually moved. Alternately, you can Reset to pending which allows you to retry instant payment or then send the transaction back to the ACH batch.
Downloading ACH and Reporting
After all instant payments have been submitted, download your ACH batch file, and submit that to your bank. In reporting, instant payments are a post pay run process and are listed as a direct deposit account in Greenshades. To help track the payments that were submitted instantly, review the Instant Payment Details Report, which is found in Payroll Reports, and includes all the payments submitted successfully via instant payment.