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Please advice whether there is an option on Fourth, restricting users (say Managers) from entering duplicate bank account details? Or best practice to avoid duplicate accounts?

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Advice whether there is an option on fourth, restricting users (say Managers) from entering duplicate bank account details?   We are going through some internal checks and would like to prevent Managers entering on fourth bank account details that are being used by another employees (example when 2 new employees might be sharing same account)   Or for example, disabling this function for Managers, but leaving it available to Head Office users , so they would have to email Head Office with explanation or signed consent form?   Usually, there is a warning message popping up when we enter bank account details that have been /or are used on the system, but it’s only a warning and does not prevent from going forward.   Thank you @Alina Simonin​ 
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7 comments

Date Votes
  • Cristabelle Metcalfe

    Hi @Murat Celik​ @Alina Simonin​,

     

    If you want to prevent managers from having access to employee bank details, you would just need to adjust the permission on the HR Template. This will update anyone on this level.

    By removing the option to edit Bank Details they will not see these functions when creating/editing Employment Details for employees. Then you can leave this permission as part of Head Office. You can set up an alert to those who would be responsible every time a new employee is created so that the relevant people can add in the bank details.

     

    I hope this helps?

    Cris

    Fourth

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  • Alina Simonin

    Hello Cristabelle,

     

    Many thanks for your explanation.

     

    Unfortunately, we do not wish to take away access for Managers to be able to enter their employees bank accounts, but we would like to prevent/restrict them from entering/saving duplicates bank accounts on the system.

     

    Is this possible?

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  • Saskia Dykstra

    Hello @Murat Celik​ and @Alina Simonin​ ,

     

    In addition to @Cristabelle Metcalfe​ 's response, you can also regularly run the Exception and HR Exception reports in HR to check if any duplicate bank details have been entered.

     

    HR > Reports > View Reports > HR Exception and Exception Report > Run

     

    Thanks,

    Saskia 🌍

    Fourth

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  • Alina Simonin

    Hi Debbie,

     

    Hope you are well and thank you for your explanation.

     

    Am I right then saying that the extra security feature is not possible as this would trigger issue with rehire employees details?

     

     

    Note we do use exceptions reports, it's just that this adds some manual extra tasks and therefore we were wondering if there was a feature in the background (some box maybe to be simply ticked)...

     

    Thank you

     

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  • Anonymous User

    Hi {@005D000000AK0xYIAT}​ 

    We cannot restrict a manager from entering duplicate bank details as they may have been employed in the past and have the same bank account or have a joint account with and employee also in the system.

    When creating the employee, they will receive a notification to say that there is an employee in the system with these details.

    They should ask HR to search all employee as it may be that a rehire is required or not allowed.

    These is a global setting in HR that may help depending on the scenario.

    These are in HR > Global settings > Edit default employee settings

    • Ensure Employee surname in bank account name?
    • Auto populate bank account name with employee initial and surname ?

    This will help if employees are trying to share bank accounts.

     

    I would recommend looking at the exception report {@005D0000003pVEdIAM}​ has mentioned to monitor accounts but please bare in mind the report will flag former employees and employees with joint bank accounts.

    Hope this helps

    Debbie

    Fourth

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  • Anonymous User

    Hi @Alina Simonin​ 

    Yes it would stop anyone being created or rehired by the manager if they are using the same bank account as their previous employment or having a valid joint bank account with a partner that is employed on the portal.

    Hope this clarifies this for you.

    kindest

    Debbie

    Fourth

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  • Alina Simonin

    ​Hi Debbie,

     

    Thank you. Yes, it does clarify.

    We'll then only use reports for internal checks.

     

     

    Thank you

    Alina

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