Administrative Policies

University Policy Number 2201

Subject: Direct Deposit of Employee Pay

Responsible Parties: Human Resources & Payroll

Procedures: N/A

Related University Policies: N/A

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I. SCOPE

This policy applies to all permanent and wages employees who began employment or were re-employed on or after February 1, 2002.

II. POLICY STATEMENT

Electronic direct deposit assures that an employee’s paycheck is in their checking or savings account on payday even if they are sick or on vacation. Electronic direct deposit also offers enhanced paycheck security and operational efficiencies. Therefore, electronic direct deposit is mandatory for all permanent and wage employees hired on or after February 1, 2002.

* Special note for those hired prior to 2/1/02: Payroll checks issued to employees not covered by the direct deposit rule (hired prior to 2/1/02) will be placed in the USPS mail collection one day prior to payday unless the university is closed. Normal payroll checks will no longer be available for pickup in Human Resources and Payroll for grandfathered employees.

III. RESPONSIBILITIES

Human Resources & Payroll, Hiring Supervisors and/or Human Resource Liaisons will be responsible for providing employees information about direct deposit requirements and procedures.

Employees will be responsible for completing direct deposit enrollment forms and submitting these forms to the Payroll Department.

The Payroll Manager will oversee the processing and transmittal of all electronic direct deposit transactions in accordance with established procedures.

IV. EFFECTIVE DATE AND APPROVAL

The policies herein are effective January 31, 2002, and were revised on April 5, 2006. This policy shall be reviewed and revised, if necessary, annually to become effective at the beginning of the University’s fiscal year, unless otherwise noted.

Approved:

_______________________
Maurice W. Scherrens
Senior Vice President

________________________
Peter N. Stearns
Provost

Date approved: April 26, 2006