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Mandatory Direct Deposit for All Employees, Policy on

Policy
Purpose: 

Requires all state-affiliated employees to use direct deposit for payroll

Applies to: 

All University of Kansas faculty and staff.

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

On May 21, 2010, the Department of Administration announced the implementation of a policy of 100% direct deposit for employee payroll effective with all payments made on or after October 1, 2010. For payroll purposes, employees who currently receive a paper paycheck will be transitioned to either traditional direct deposit or a Skylight paycard prior to Sept. 18, 2010.

The State of Kansas will not be issuing any paper checks after October 1, 2010; absolutely no exceptions will be made. We must have 100% participation to ensure all employees are paid timely. Currently, we have 97% of our active employees participating in direct deposit, which is excellent, but we still need to address those that aren’t participating. For those existing employee’s who do not have direct deposit currently, we will be formulating a plan of action to identify this group and have them enrolled before the deadline. We ask that you, as the departmental representative, work with your employees to have them enrolled as soon as possible.

Employees who have an existing checking or savings account are encouraged to sign up for direct deposit at their earliest convenience by completing a form, “Direct Deposit Authorization of Employee Pay,” and submitting it to the Payroll office. The form is available on the Payroll website under Employee Payroll Info, Employee Forms at

 http://payroll.ku.edu/sites/payroll.ku.edu/files/docs/DirectDepositForm.pdf The form provides employees with the ability to distribute payroll net pay to several different bank accounts.

The State of Kansas has renewed its partnership with Skylight Financial, Inc. (associated with U.S. Bank) to provide a Skylight paycard to employees who do not elect to have their payroll directly deposited to a checking or savings account. The Skylight paycard is an FDIC insured ATM/debit-based bank account where pay and other deposits, such as travel and expense reimbursements, can be made. Those employees who do not have an account at a financial institution (credit union, bank, saving institution) will be assigned the Skylight pay card. The employee must come to Payroll to be enrolled and receive the card and documentation. I’ve attached documentation provided by Skylight which I ask that you share with your employees.

No employees will be hired or rehired into the HR/Pay system without a direct deposit account effective August 1, 2010. In addition, all employees must have a social security number assigned by the Social Security Administration. The Social Security Administration Office has improved their procedures and almost all SSN's are appointed to an applicant within two to five days. An employee may not have received their card, but their number is assigned. Once the number is assigned, the employee may bring Payroll a signed receipt from the SSA Office that has their number on it and we can process their appointment. We also require employees to bring their card to the Payroll Office once they have received it.

Contact: 

Assistant Comptroller/Payroll
1246 West Campus Road
Room 147, Carruth O’Leary
Lawrence, KS 66045
785-864-4386 (phone)
785-864-0369 (fax)
Payroll@ku.edu

Approved by: 
State of Kansas Department of Administration
Approved on: 
Friday, May 21, 2010
Effective on: 
Sunday, August 1, 2010
Review Cycle: 
Annual (As Needed)
Keywords: 
Payroll, direct deposit, paper check, Skylight paycard
Review, Approval & Change History: 

07/07/2016: Updated link for the Direct Deposit Form.

04/01/2015: Technical edit to link within Policy Statement.

Financial Categories: 
Payroll
Personnel: Faculty/Academic Staff Categories: 
Compensation
Personnel: Staff Categories: 
Compensation
Personnel: Student Employees Categories: 
Compensation

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