Bank Verification

Our tax partner holds the bank accounts your payees are paid into and decides whether each one is verified. Greenroom shows what it reports in one set of six statuses: on the payee list (as a dot in the Bank column, or in words on a phone), in that list's filter and CSV export, and, worded slightly differently, for your company's own funding account on Bank & checks.

Every company role can read bank-verification statuses on the payee list and include them in an export. Changing a payee's payment details requires Admin or Payroll; changing the company's funding account requires Admin.

The six statuses

Never received a payment

Our tax partner doesn't validate a payee's manually entered account up front. The account waits until the first live direct deposit, and that payment is what validates it. Payroll can deposit into it in the meantime, which is why the next step is to confirm the numbers with the payee before their first payday. If that deposit goes through, the account reads Verified. If it fails, the account is disabled for good, and the payee needs a new, corrected account. An account linked through Plaid is validated straight away, so it skips this status.

Ownership review pending

Our tax partner has restricted the account while it confirms who owns it, and payroll won't deposit into it until the review clears. This review of a payee's receiving account has no document-upload step in Greenroom. If it's still pending when payroll is due, contact Greenroom. The payee's own screens tell them The company that pays you can help with any questions. For your company's funding account, see below.

Disabled

Our tax partner has stopped using the account. The reason Greenroom shows depends on why:

The next step depends on whether the account can be restored:

• It can't: Add a new corrected account. The disabled account cannot be reused. For a payee, that means adding the corrected account and putting it in their payment split in place of the old one.
• It can: Contact Greenroom to resolve the account restriction.

No account

Our tax partner holds no bank account for the payee, or the payee hasn't been set up with it yet. A payee you pay by paper check normally reads No account, and there's nothing to add unless they're moving to direct deposit.

Status unavailable

Greenroom couldn't get an answer from our tax partner this time, or the answer didn't confirm that the payee belongs to your company. It says nothing about the account itself. On the payee list, reloading the page reads the status again. If it stays unavailable, contact Greenroom.

On the payee list

The Bank column shows each payee's status as a dot:

Hover over a dot, or tab to it, and a tooltip names the status and gives the reason and the next step from the table above.

The column appears once the table is about 1,120 pixels wide, which takes a window about 1,410 pixels wide with the sidebar open; collapsing the sidebar brings it in sooner. In a narrower desktop window the table leaves bank verification out of the row altogether. Below 1,024 pixels, on a phone or a narrow window, each payee is a card that spells the status out under Bank verification: tap or tab to the underlined label for the reason and the next step. Verified shows in green there and Disabled in red. The filter and the CSV export below work at any width.

A payee with more than one account with our tax partner gets one dot (in a card, one line) for each distinct combination of status and reason. A second account that isn't in their payment split, for example, can show Never received a payment alongside the Verified account they're paid into.

The list reads these statuses from our tax partner each time it loads, so a status is as current as the page you're looking at.

Filtering by status

Filter opens a panel with a Bank verification select: Any bank status, Never received a payment, Pending, Disabled, Verified, No account, or Status unavailable. The choice appears as a chip such as Bank: Disabled, and the × on it clears it.

A payee matches when any one of their accounts has the chosen status. The filter is applied to the whole roster before the list is split into pages, so the count and the type tabs reflect it. Because every payee's status has to be read from our tax partner first, a bank filter can take a moment on a large roster.

In the CSV export

Export CSV at the top of the payee list downloads matching payees across pages. Without a Bank verification filter, it includes up to 5,000 matches; with that filter selected, it includes every match. Its Bank verification column carries one label per distinct combination of status and reason, separated by semicolons. See Exporting payees.

Your company's funding account

An Admin opens Company setup → Bank & checks (Settings → Banking & payment once your company is approved), where the Funding account line shows the same statuses for the account payroll is funded from, with wording specific to funding:

• A verified account reads Verified. Once our tax partner has accepted every document request about it, the line can also give a date, for example Verified Oct 17: the last day our tax partner updated those requests.
• An account our tax partner hasn't validated yet reads Validation pending instead of Never received a payment. A manually entered funding account is validated by an ACH prenote, a $0 test payment, rather than by a first payroll, and that typically takes about three banking days.
• An account under ownership review reads Our tax partner is confirming ownership of this account. It can fund payroll once that's done.
• An account disabled for good reads Disabled, with the next step Select Replace account to enter a different one.
• When our tax partner holds no funding account for your company, the line reads Not linked.

Refresh status reads it again, until the account is verified. When our tax partner requests ownership documents, the card shows one line per bank account, for example 2 document requests about First National ••6789 · Needs documents · View details, and View details opens what each document must show and where it stands. An Admin can use Upload documents here, in the notice over the lines or at the foot of View details, when uploading is available. This opens Upload bank documents, our tax partner's upload over the page. If uploading is unavailable, Greenroom contacts you to collect the documents.

The bigger difference is what payroll accepts. A payee's account can be paid into before its first deposit, but your funding account has to be verified before a payroll is submitted or approved. Until then, the attempt is refused with "Funding account: …", giving the reason and the next step and pointing you to Bank & checks. See Bank Setup and Authorization and What can block submitting.

In the payment editor

The editor where accounts are added and split (see Payee Payment Details) shows a one-line status under each account in the split. It works from the same statuses as the payee list, in its own words:

Any status the editor can't place reads Status unavailable. An account our tax partner hasn't reported on yet reads Saved. Bank verification starts after you approve this payee's setup. on your payee pages, and Saved. It is verified with your first payment. in the portal.

The editor shows each account as Greenroom last read it from our tax partner. Adding an account, saving the plan, and Refresh accounts each read it again. The payee list reads the status again every time it loads, so for a short while the two can disagree.

An account under ownership review or disabled isn't offered for a split. A split that still contains a disabled account is flagged, and saving it is refused with "Remove the disabled account from the split and choose a replacement." A split that contains an account under review isn't flagged, because a review that clears gives the same account back, but it can't be saved yet either: "Our tax partner is still confirming an account in this split, so the split can't be saved yet. Save once that's done, use another account instead, or choose paper check." Once the review clears, Refresh accounts reads the new status and the split can be saved.

Common questions

A payee's first deposit bounced. What now? An account whose first payment fails is disabled permanently. It reads Disabled with the next step Add a new corrected account. The disabled account cannot be reused. Add the corrected account, or have the payee add it from their portal, and put it in their split where the old one was. Confirming the numbers with the payee before their first payday is the way to avoid this.

The payment editor says Disabled, but the payee list says Ownership review pending. The editor is showing the account as Greenroom last read it, and the list has a newer read. Choose Refresh accounts in the editor, and it reads Ownership review pending too. Then follow the payee list's next step: contact Greenroom if the review is still pending when payroll is due.

Every payee on the list reads Status unavailable. Greenroom couldn't read the statuses from our tax partner when the page loaded. Reload the page. If it doesn't clear, contact Greenroom.

Related

• Payee Payment Details: adding accounts and splitting pay across them
• Filtering and Searching Payees: the payee list's other filters
• Bank Setup and Authorization: your company's funding account