Payee Payment Details

The editing, setup, and full-number reveal controls below require Admin or Payroll. An Approver can read an approved payee's payment summary and masked bank numbers, but cannot change payment details or reveal full numbers.

Every payee's payment method lives in one place: a standalone Payment card, showing how the payee is currently paid with an Edit payment method button to change it — there's no separate "Payment Details" tab or step. Where that card actually appears depends on where the payee is in their lifecycle:

• Payee still being set up (not yet approved/onboarded): the Payment card renders on the editable form after Deductions and the start-work packet card, but it's locked ("Unlocks after setup"). Instead of the summary, it reads Payment is collected during finish setup, with a Go to finish setup button that opens /payees/[code]/setup. Finish setup opens once a start-work packet has been assigned (until then, that button brings you back to the packet card; see Payee Onboarding). The bank or check details entered in finish setup, with the editor described below, are what this card shows once the payee is approved.
• Payee approved/onboarded (the common case): opening the payee's record opens a read-only record view, not the editable form (see An approved payee's record). The Payment card appears there, unlocked, after Personal info (Business info for a loan-out or vendor) and Engagement & union. On the record it also holds the payee's representative, if they have one: their type and agency, their Commission, and, for a full payment, the Authorization (see Representatives & Payment Direction). Any fee or automatic union deduction cards that apply to the payee follow it, then Payment history. The Edit button in the page header takes you into the same editable form as above (via ?edit=1), with a Back to record link to return; the Payment card renders there too, unlocked for an approved payee, with the payment method alone (the representative is the form's Representation section).

Payment methods

Greenroom supports exactly two payment methods:

There's no separate wire transfer or ACH option — direct deposit is the ACH transfer.

When you open the payment editor for a payee with nothing saved yet, Direct deposit is preselected. A payee who reaches a payroll run with no payment method saved at all is paid by paper check, so the certification below applies to them too. A missing bank account never counts against payroll readiness on its own.

Setting up direct deposit

The same editor appears on your payee pages, in the Payment method step of Finish payee setup and in the drawer that Edit payment method opens on an approved payee's Payment card, and for the payee, in their own setup and on their portal profile. It starts with two choices, Direct deposit (One account or an ordered split) and Paper check (The company pays this payee by paper check; the payee reads The company pays you by paper check).

Adding a bank account

There are two ways to add an account under Bank accounts:

• Link with Plaid opens our tax partner's secure bank-linking page over the whole screen, inside Greenroom, under a bar titled Link your bank with Close. However it closes, you're back in the editor where you were, and it reads the accounts again (Accounts refreshed. Review and save your payment plan.); review the split and save the payment plan. An account linked this way is validated straight away. When linking can open depends on who is setting it up:
  • A loan-out, contractor, or vendor in their own setup can link before any approval, once their personal details are saved and your company is connected to our tax partner. Until your company is connected, the editor reads Bank linking opens once [company] finishes setting up payroll. You can enter your account details now. Once the payee is approved, their own setup no longer creates their record with our tax partner, so for a payee approved without one the editor reads Bank linking opens once [company] connects you to payroll. You can enter your account details now. until you choose Connect to payroll on their Finish payee setup.
  • An employee in their own setup links after approval. Before then the editor reads Bank linking opens once your setup is approved. You can enter your account details now.
  • On your payee pages, linking opens once the payee has a record with our tax partner. Before that the editor says why: Bank linking opens once the payee starts their own setup or you approve it. You can enter the account details now. for a loan-out, contractor, or vendor, and Bank linking opens once you approve this payee's setup. You can enter the account details now. for an employee.
• Enter account manually opens these fields, followed by Add account:

Both confirm fields block pasting on purpose, so a wrong number can't be pasted into both the entry and the confirmation and still "match." The routing number is checked against the standard ABA checksum, not just its digit count — a routing number that's the right length but fails the checksum is refused rather than silently accepted.

Each account in the split carries a one-line status like these, as Greenroom last read it from our tax partner; once the payee is set up there, Refresh accounts reads it again. An account under ownership review reads Ownership review pending and says it can receive pay once the review is done. A split that holds one isn't flagged, but it can't be saved until the review clears: Save payment plan is refused with "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." Bank Verification lists every status line, worded for you and for the payee.

Splitting pay across accounts

Direct deposit can send pay to one account or divide it among up to seven. Accounts appear under Allocation order, and the rule on screen is the rule payroll uses: Fixed amounts come out first, in the order shown. Percentages share what is left after fixed amounts. The last account receives everything remaining.

• Every account except the last is set to Fixed amount or Percentage under Allocate by. The last account always receives the remainder (All remaining pay).
• Use the arrows to change the order, and Remove to take an account out of the split. A removed account stays on file; it just stops receiving pay.
• Each account can appear once, and percentages can't total more than 100%.

For a minor with a child trust, the trust is paid first and takes one of the seven places, leaving up to six personal accounts. See Child Trust Payments.

When a change takes effect

On your payee pages, a payment plan carries an Effective for paydays on or after date, which has to be today or later. A payee sees the date in their own portal only once they've been on a submitted payroll; before that there's no date to choose, and their plan applies from today. Click Save payment plan to save it. Payrolls with an earlier payday keep the payment instructions they had, and past or already-submitted payrolls are never changed.

Saving a plan sends any open payroll that includes this payee, with a payday on or after the effective date, back to draft and clears its approvals, so that payroll is reviewed again with the new payment routing before it goes out.

Once saved, routing and account numbers are encrypted at rest. The Payment card shows the method, the Remainder account (the account that receives the remainder), the account type, and the last four digits, with an audited reveal action for numbers that were entered manually (it re-hides itself automatically after 20 seconds). For an account linked through Plaid, Greenroom holds only the masked details, so there's nothing to reveal.

Saved accounts can't be edited in place. To move a payee to a new bank, add the new account, put it in the split (usually as the last account), and save the plan. The old account stays on file, because the payrolls that used it still name it.

Paper checks need a signed certification

Choosing Paper check adds a Manual payment certification to the payee's start-work packet. It reads:

I certify that my employer has agreed to pay me directly by paper check. I understand that payroll taxes and required deductions still apply and that my employer is responsible for delivering my net pay.

The payee signs it from their own setup page; a manager can't sign it for them, but can record a signed paper copy in the packet documents on the finish-setup page. Until it's signed:

• The payee's setup can't be completed, because the certification counts as one of their startwork documents.
• A payroll that pays them by paper check can't be sent for approval. The run shows a warning before you get there, headed Manual payment certification needed before you send this payroll, with a link to each payee who still needs one, and the refusal at Send for approval names them.

Switching the payee back to direct deposit retires the certification once no open payroll or scheduled plan still pays them by check. Their saved bank accounts are kept, so switching back never means re-entering them.

Payment frequency isn't a payee setting

How often payroll runs — weekly, biweekly, semimonthly, or monthly — is configured once for the whole company in Settings, not per payee. If you're looking for a payee-level pay-frequency control, there isn't one; every payee on a given run is paid on the same cadence.

Updating payment information

Click Edit payment method on the Payment card, make your change, and click Save payment plan. The same checks described above apply whether you're setting up a payee for the first time or changing an approved payee's banking. The payee can also change their own payment plan from the profile page of their portal.

A payment change on an approved payee doesn't need re-approval. There are two times you can't make one:

• While the payee's setup is waiting for approval. Finish setup is locked (Setup is locked while it's pending approval. The manager can request changes to reopen it.) and the Payment card on the record is still locked. Approve the setup, or request changes to reopen it, then edit.
• While a payroll that includes the payee is being submitted. The save is refused with A payroll is being submitted. Save the new split after submission finishes.

When the plan and our tax partner disagree

Our tax partner keeps its own record of how each payee is paid, and a payee can set it in our tax partner's own forms too, such as the one that opens from a loan-out's, contractor's, or vendor's W-9 step. The Tax & payroll setup card on Finish payee setup compares it with the payee's payment plan, and its Payment method row says when the two disagree:

• Plan says paper check: "Direct deposit was chosen in tax & payroll setup, but this payee's Greenroom payment plan still says paper check, so payroll would print a check. In Payment, choose Direct deposit, select Refresh accounts, then Save payment plan."
• Direct deposit not sent yet: "Direct deposit is saved in Greenroom, but our tax partner still says paper check. In Payment, select Refresh accounts to send it."

Security

Bank numbers are encrypted at rest and in transit, masked to their last four digits everywhere they're displayed, and adding an account or saving a payment plan is written to the audit log (identifiers only, never the numbers). Company-side payment changes require Admin or Payroll; they don't go through a separate approval queue. What protects a payroll is that a plan change sends open payrolls back to draft for review, and that approval refuses a direct-deposit account our tax partner reports missing or disabled instead of quietly paying that payee by check.

To find payees whose account still needs attention before payday, use the Bank verification filter in the payee list's Filter panel (for example Never received a payment, Disabled, or No account). See Filtering and Searching Payees, and Bank Verification for what each status means and what to do about it.

Troubleshooting

Next Steps

See Child Trust Payments if this payee is a minor with a trust allocation, continue with Tax Information to configure tax settings, or see Role & Pay to manage pay rates and union settings.