Using Payroll Transmission Files

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Payroll transmission via File Exchange (XROADS) involves the following steps:

  1. The credit union payroll sponsor prepares the payroll data.
  2. The data is transmitted to File Exchange (XROADS) by 3:00 p.m. CST.
  3. File Exchange (XROADS) forwards the data to Portico the same day.
  4. The payroll data is posted to the member account in the evening back-office cycle based on the information specified on the Payroll Posting Summary window.

Testing is performed deliberately and thoroughly to verify transmission compatibility and data integrity. The payroll provider sends a test transmission to File Exchange (XROADS) to verify hardware configurations, communications protocol, data formats, and balancing procedures. Once a test is received and edited successfully, File Exchange (XROADS) will transmit the file to Portico. Portico staff will review the file, verifying credit union parameters and data validity, such as account number. Then, Portico will notify the File Exchange (XROADS) Control Center staff and the credit union of the test results and a "live" start date will be determined.

It is important to notify Portico as soon as a positive payroll needs to be established to begin the setup process. The Portico Payroll coordinator will assist you in the setup process. All new payrolls must be sent via transmission file to File Exchange (XROADS) or via ACH to the Federal Reserve Bank or File Exchange (XROADS). A payroll questionnaire must be completed and mailed to Portico.

For non-ACH positive payrolls, the testing and setup phase should begin one month prior to the first live posting of the payroll. For ACH payroll via the Federal Reserve Bank, we recommend transmitting prenotes from the sender/sponsor company at least 2 weeks prior to first live payroll posting. You must contact Portico once the prenotes are received so we can evaluate the impact and set up the ACH Processing Rules window to associate the payroll number with the incoming ACH file. For non-Federal Reserve Bank ACH formatted data files, one month is required to work on the test file with File Exchange (XROADS) and the sponsor company directly.