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Training Tidbit: How can I utilize Web Link to help prevent scams with employee direct deposit changes?

One way to prevent scams, where a criminal impersonates an employee and requests a change via email to direct deposit information, is to avoid allowing employees to use emails to make such requests, and instead have employees use the Personal Information option for Direct Deposit in Web Link to specify changes to their direct deposit information.

For organizations with the Web Link module licensed, employees (users) can be defined to have rights to view and edit their personal information (which includes the direct deposit information) in Web Link.  After employees enter changes to their direct deposit information from within Web Link, the business office is notified via alerts on the Payroll and Human Resources screens within the School Accounting System, or also by notification email messages (as specified within the Web Link Setup Options for the designated users).  The business office staff would then complete the Process Employee Personal Changes option, which is accessed under the Options menu within the Employee File in the School Accounting System, to quickly update an employee’s direct deposit information with the changes from Web Link (or else ignore the changes if the particular changes are not needed)

To start using the personal information options in Web Link:

  • Complete the Employee Personal Information screen within the Web Link Setup Options (must be completed by a supervisor, database administrator, or Web Link administrator).
  • In User Security, set the rights to View/Edit Personal Information for Web Link to Full Access (must be completed by a supervisor or Web Link administrator).  (Tip:  Use the View/Adjust Users option, which is accessed under the Options menu within the User Security option, to change the rights for a group of users.)
  • Inform employees the Personal Information option is available under the Employee Information menu in Web Link.

Note:  The personal information feature is also available in Web Link for other categories of information, including contact information, dependents, emergency contacts, federal W4, and medical information.  The different categories of personal information can be defined to be viewed only within Web Link or viewed and edited, and if applicable, the system can be set so the changes are required to be reviewed before being updated in the Employee File.  Click here to view the Personal Information Tutorial demonstrating how the employees can view and edit their personal information in Web Link.  Click here to request the Web Link Setup Webinar Recording which covers the instructions for completing the Web Link Setup Options, defining users for Web Link access, and processing employee personal changes in the Employee File.