Electronic Direct Deposit Policy

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I. Introduction

Electronic Direct Deposit is an efficient, secure and economical method for delivering payments. Direct deposit assures that an individual’s payment is deposited timely even if they are out due to illness, on vacation, or on other approved leave. Electronic deposit of funds can be made to any financial institution in the United States or to a University designated debit card account, SalukiCash.

This campus policy is in accordance with provisions set forth by the SIU Board of Trustees on May 13, 2010.

II. Policy

This Policy applies to all SIUC students and employees, including but not limited to; civil service, faculty, staff, administrative professionals, part-time, extra-help, student workers and graduate assistants. Effective July 1, 2010, all newly hired and rehired employees, as a condition of employment, are required to participate in the University’s direct deposit program, unless subject to an exception set forth in Part III of this Policy. All existing employees are strongly encouraged to participate in the direct deposit program.

Electronic direct deposit will be the payment mechanism for all student refunds, employee payrolls, and for travel and business expense reimbursements. Travel and business expense reimbursements will be deposited to the same account designated for payroll direct deposit. Student refunds will be deposited to the account reported by the student to the Bursar's Office.

III. Exceptions

There are certain, limited circumstances under which payment by paper check rather than direct deposit is permitted, including: A. Foreign Nationals without a Valid Social Security Number (SSN)

Because U.S. financial institutions generally require a valid SSN for mandatory reporting purposes, foreign nationals who experience a waiting period before being issued a SSN may encounter difficulty opening an account with a U.S. financial institution or obtaining a debit card. Such individuals will be paid temporarily by paper checks, but are required to enroll in the direct deposit program immediately upon issuance of their SSN.

B. Payment of Federal Work-Study Wages or Federal Student Aid

Federal Work-Study (FWS) and Federal Student Aid (FSA) regulations allow students awarded FWS wages and/or FSA to opt out of electronic direct deposit.

C. First and Last Payroll Payments

Due to employee’s hire/separation date and payroll processing schedules, the first and/or last payroll payments may be processed as a paper check.

D. Other Exceptions

Other exceptions will be considered only for compelling reasons. The employee must complete a “Request for Waiver of Electronic Direct Deposit” form and forward it to the Director of Human Resources for review. The form may be picked up at the Payroll Office.

IV. Procedures

A. Electronic direct deposit payments can be deposited to a checking, debit or savings account of the individual’s choice, at any U.S. financial institution. This account will also be used as the default deposit method for travel and business expense reimbursements.

B. As an alternative to traditional banking services, payments can be deposited to a University designated debit card, SalukiCash. If this method of payment is selected for payroll, it will serve as the default deposit method for travel and business expense reimbursements.

C. Employees are solely responsible for notifying the Payroll Office of any changes in their banking information, such as account number changes, closed accounts, or bank routing number changes. Student refund recipients are responsible for notifying the Bursar's Office of any account changes. Failure to notify may result in a delay in payment.

D. In the event of a paper check, it will be mailed to the employee’s current AIS mailing address on file with the Payroll Office or for a student refund, the mailing address in the Student Information System will be used. This address may be updated via SalukiNet.

V. Effective Date

This policy is effective for all payments made to newly hired employees after July 1, 2010.