Direct Deposit of Pay

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Policy Code: 
4140
Approval Authority: 
Chancellor
Policy Type: 
University Policy
Policy Owner: 
Administration and Finance
Responsible Office: 
Administration and Finance - 828.251.6742

I. Purpose

Direct deposit of pay has been available to all employees of the University of North Carolina at Asheville since July 1, 2007.  Direct Deposit is an efficient way to make sure employees receive their pay in a timely and secure manner. 

II. Scope

Direct Deposit of pay is mandatory for all university employees with the exception of a few limited circumstances under which payment by paper check is necessary or acceptable.  Please refer to Section IV of this policy for a list of exceptions.

III. Policy

The University sends pay through Electronic Funds Transfer (EFT) to each employee’s personal bank account and emails Direct Deposit Notifications to employees, this process reduces processing costs and advances the university’s goal of environmental sustainability by eliminating the printing of checks and deposit notices. Participation in UNC Asheville’s Direct Deposit program is a condition of new or continued employment with UNC Asheville unless falling within an exception as outlined in Section IV of this policy.  The University Payroll Office sends UNC Asheville Direct Deposit Notifications to each employee via email on the pay date.

IV. Exceptions

Exceptions to the direct deposit policy are as follows:

A. Payment of Federal Work Study Wages

Federal Work Study regulations prohibit employers from mandating direct deposit for Federal Work Study Employees.  Federal Work Study students may opt-out of direct deposit by filling out a Direct Deposit Exemption Request Form.

B. One-time or Short-term payments

Temporary employees who are receiving only one or two payments are encouraged to enroll in direct deposit unless enrollment is not practical. In situations where enrollment is not practical the employee must complete a Direct Deposit Exemption Request Form.

C. Foreign Nationals

Foreign Nationals who are studying or working in the U.S. for two semesters or less (student employees) or less than nine months (non-student employees) may be exempted by Payroll if direct deposit enrollment is not practical.  In these situations the employee must complete a Direct Deposit Exemption Request Form.

D. First and last payments

Due to payroll processing schedules, the first and last payments to employees may be in the form of a paper check.

E. Hardship Exceptions

Employees who are unable to secure an account at an eligible financial institution or who believe that enrollment in direct deposit will result in an extreme hardship may fill out a Direct Deposit Exemption Request Form. Also, the employee must provide explanation of the hardship. 

Direct Deposit Exemption Request will be reviewed by and granted on a case-by-case basis by the Associate Vice Chancellor for Finance, based on the evidence provided by the employee.

V. Procedures

A. Initial Enrollment in Direct Deposit

The Direct Deposit Enrollment and Change Form is available on the Payroll website.  The Payroll Office will provide direct deposit enrollment materials to student employees.  Human Resources will provide direct deposit enrollment materials to new employees in permanent or temporary positions when they report to Human Resources to complete new employee processes.  Direct deposit payments can be deposited to a checking or savings account at any U.S. financial institution.  Employees are required to complete a Direct Deposit Enrollment and Change Form and attach appropriate documentation that provides their financial institution’s routing number as well as the employee’s checking or savings account number.    

1.  Acceptable documentation for Checking Accounts

a. A check marked “void” with the employee’s preprinted name and current address
b. A photocopy of a check with the employee’s preprinted name and current address
c. An official bank form or letter, certified by a banking official, which provides the bank routing number and the employee’s account number

2. Acceptable documentation for Savings Accounts

An official bank form or letter, certified by a banking official, which provides the bank routing number and the employee’s account number

3. Unacceptable documentation for Checking or Savings Accounts

Deposit slips are not considered acceptable documentation since the routing numbers on them are often internal routing numbers used only by the bank and therefore do not provide correct routing for electronic funds transfers (EFT).

4. Changes to bank accounts

Employees must notify the Payroll Office immediately if their deposit account has been closed.  A new Direct Deposit Enrollment and Change Form as well as the new bank account documentation must be completed and submitted to the Payroll Office as soon as possible.  Failure to notify the Payroll Office of account closures can result in a delay of payment until after a refund has been received from the financial institution and a pre-scheduled payroll adjustment cycle can be processed. 

Current Employees who need to make changes to their direct deposit should download the Direct Deposit Enrollment and Change Form and submit the form to the Payroll Office at least ten days prior to the next pay day in which the change needs to take place.  The Payroll Office is located in Phillips Hall, Room 104.

The Payroll Department reserves the right to reject any documentation that appears to be incomplete, incorrect or fraudulent.

B. Exception Requests

An employee who does not have an account at an eligible financial institution and is unable to obtain an account and/or those who would need to request an exemption based on extreme hardship must complete a Direct Deposit Exemption Request Form.  The form should be submitted to the Payroll Office and will be reviewed by the Associate Vice Chancellor for Finance.  The Payroll Office will notify the employee in writing whether the request has been approved or denied.

VI. Penalties

Failure to comply with this policy may subject employees to disciplinary action under appropriate university disciplinary procedures.

VII. Questions

For questions concerning the direct deposit program, please contact the Payroll Office at 828.251.6661.