Policies and Procedures
Policy 1106 – Direct Payroll Deposit
January 1, 1999
October 15, 2014
October 15, 2014
Director of Payroll Services
Direct deposit will cease upon termination of employment or break of service in any position, including changing positions within the University. Payroll Services will generate a check for the final pay period. New authorizations will be necessary for reinstated employees as well as changes in employment status [SHRA (formerly SPA) to EHRA (formerly EPA) or vice versa] or if the employee returns to the University. The School/Divison HR Office shall provide new authorization for all situations below:
- New employee: Provide original direct deposit authorization with voided check.
- Reappointment: Direct deposit of pay will continue for reappointments that do not have a break in service. If there is an error in not reappointing employee or employee doesn't get paid and manual check is produced, Payroll will reinstate by the previous biweekly/monthly information.
- Reappointment: If there is a break in service, provide either a new direct deposit authorization, a copy of the original authorization.
- Students: If there is a break in service, provide either a new direct deposit authorization a copy of the original authorization.
- Temporary to Permanent and vice versa: New authorization will need to be provided.
- SHRA to EHRA status: New authorization will need to be provided.
Reason for Policy
Direct deposit allows paperless transmittal between the University and banking institutions and provides a safe, reliable method for ensuring employees receipt of their pay. Use of electronic direct deposit of pay statements is a more efficient and cost-effective method of notification to employees.
The policy applies to all faculty, staff, student employees, and temporary employees. An exception for compelling reasons will be considered by the Vice Chancellor for Finance and Administration or his designee.
Banking institutions generally require a valid social security number to establish a bank account. Foreign nationals may be temporarily paid by check if there is a delay in obtaining a social security number with the stipulation that enrollment occurs upon receipt of a social security number. Until the appropriate direct deposit authorization is completely processed, the employee will receive a paper check for at least one pay period.
In support of this policy, the following procedures are included:
- 1106.1 - Enrolling, Cancelling, or Initiating Changes to Direct Deposit
Frequently Asked Questions
Q: How do I enroll in direct deposit?
A: Instructions on enrolling, cancelling, or initiating changes to direct deposit, as well as the necessary forms for doing so, are found in the above-referenced procedure.
Q: After submitting my completed forms, how long will it be before direct deposit becomes effective?
A: Allow the following time frames for direct payroll deposit requests (including cancellations or changes) to take effect, following submission of your completed forms:
Monthly Payroll: Authorizations received by the 10th of the month will have monies deposited on payday (the last business day) of the same month. For example, if authorization is received by June 10, direct deposit will become effective June 30.
Biweekly Payroll: Authorizations received on Monday following a Friday payday will have monies deposited on the next payday after receipt of the authorization. For example, if authorization is received on the Monday following payday, direct deposit will become effective the following payday (approximately two weeks later.)
|Direct Payroll Deposit||Payroll Serivcesfirstname.lastname@example.org|
May 3, 2016: Modified all SPA and EPA references to reflect state change to "SHRA" and "EHRA."
October 15, 2014: Updated details on direct deposit authorization in Policy Statement.
July 7, 2010
May 29, 2007