WFS People Services Team | WFS People Services Team |
SSOP-DE-WFS People Services- Bank account update: Process of the bank account | Number of Reviews: 0 |
Approvers: Ester Atweh | Date of Review: |
INTRODUCTION
This procedure aims to clarify how to process when employees request to change their bank account in our system (SAP). This standard applies to blue-collar employees (Riders, Ops Associates, Ops Associate Plus).
Guidelines and Policies
The WFS People Services team updates personal information for only blue-collar employees upon request in ZenDesk.
The WFS People Services team must verify if an employee is reaching out to us from the registered email address.
Blue-collar employees can update Iban details using the Workforce Support app and reach out to us only after they fail to do it.
The WFS People Services team can only make the change if the employee is the owner of the bank account. We should not accept changes for third-party accounts (e.g.: brothers, sisters, friends). Only after written confirmation from the employee, we can update IBAN details for a third party.
The email of the employee should be checked on SAP for the reason of having all of the requests for the same person in one place and to check if the person reaching out to us is an actual employee. If the email is not found, the macro “Not
registered email” must be used and solve the ticket.
Before updating bank account details in SAP, the WFS People Services team will verify if Iban details are correct and only after that proceed with an update.
Between the 1st and 6th of every month, the WFS People Services team is not allowed to make any IBAN changes for the previous month in SAP. Instead, we need to update for the current month and inform employees that the Iban update is valid for the upcoming month.
Between the 7th and 30th/31st of every month, the WDS People Services team is allowed to make IBAN changes in SAP. During this time, we just updated Iban details in SAP.
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Useful Tools
ZenDesk
SAP
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Process Flowchart
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Description of Process (Step-by-Step)
1. Between 1st and 6th of every month
The WFS People Services team is not allowed to make IBAN changes for a previous month between the 1st and 6th of every month because the payroll team already imported the HUB employee data from SAP to issue the monthly payment. The WFS People Services team will update the SAP profile from the current date and inform employees that the change will be valid from the next month.
Use macro “DE > EN > IBAN Change (between the 1st and the 6th of the month)”.
2. Between 7th and 30th or 31th of every month
The WFS People Services team is allowed to make IBAN changes between 7th and 30th/ 31th of every month. The first step when we receive the request for change is to check if the IBAN is valid. We can use these two websites:
If the IBAN is correct, we can proceed to edit the bank details. In the SF-SAP, we need to find the employee and go personal information/Bank transfer information:
On the Bank transfer information we can click in the little pencil and start to make the changes. Just fill the first information and the IBAN that all the information about the bank account (IBAN) will automatically populate:
If the employee requests a certain date for the IBAN change to take effect then we need to put the date in the “When you would like your changes to take effect?” field on the SAP. In this field, we can fill in the date that the employee requested of us.
After filling in the information in SF-SAP we can save and open a second tab to confirm our request:
In this tab we can put our initials with the date it was changed and the ticket related to the request. Example: Updated 20/10/2021 MR #49862. After filling the information just click on “Confirm” that the change will be sent to the payroll team.
The Payroll team will check our edits and if everything is good will approve it. Please note that the change in SAP will be only reflected after Payroll is approved.
On Zendesk we answer the employee that his bank account was updated in our system and they will receive the next salary in the new bank account and solve the ticket.
Note: Always check the name that appears in the “Account Owner” on SF-SAP, as the employee should be the owner of the bank account that they provided to us.
If the name that appears is not the employee's name we should not approve the change as the payroll team will not approve our change request if there is a discrepancy in the names.To close the ticket use macro ““DE > EN > IBAN Change (between the 7th and last day of the month)” or “DE > EN > Personal info update”.
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Macros and Magical Shortcuts
Macros to be used in ZenDesk:
“DE > EN > IBAN Change (between the 7th and last day of the month)”- Iban updated between the 7th and end of every month.
“DE > EN > IBAN Change (between the 1st and the 6th of the month” - Iban updated between the 1st and 7th of every month.
“DE > EN > IBAN Change> Different owner”- when an employee requests to update Iban for a different person.
“DE > EN > Personal info update”- persona information update.
Magical shortcuts:
bank1- -Bank Account updated on SAP
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FAQ's and SOP's
Questions | Answers |
Do we accept a foreign bank account (Lithuania - €) to transfer the salary? | We have to and in SAP first change the country of the bank. But since certain countries could make trouble (e.g. Turkey is always problematic), a German bank account is always advisable (also for fast transactions). |
Can we accept a bank account where the employee is not the owner? | Most of the time no, the employee should be the owner of the bank account. We can make exceptions when the employee is married and has a joint bank account (a bank account that they use with their partner). But the name of the employee should appear in the bank account and we need to fill in the name of the employee in the SAP request and not his/her partner name. |
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Review history
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