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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: 
Edwards
Lawrence
Juniper Gardens
Parsons
Yoder
Topeka
Policy Statement: 

Direct Deposit is a safe and secure way to ensure employees receive their pay in a timely manner. Direct Deposit is more convenient for employees and provides cost savings and efficiency for the University. Employees can either have pay deposited directly into one or more checking or savings accounts at any financial institution in the United States or enroll in the U.S. Bank FOCUS paycard program.

The State of Kansas has a partnership with U.S. Bank to provide a U.S. Bank FOCUS paycard to employees who choose not to have their payroll directly deposited to a checking or savings account. The U.S. Bank FOCUS paycard constitutes a direct deposit account. The U.S. Bank FOCUS paycard is an FDIC insured ATM/debit-based bank account where pay and other deposits, such as travel and expense reimbursements, can be made. Employees who do not have an account at a financial institution (credit union, bank, savings institution) will be assigned the U.S. Bank FOCUS paycard. Employees choosing to use the U.S. Bank FOCUS paycard must visit Human Resource Management to enroll in the program and collect their card. 

All employees hired or rehired into the HR/Pay system after August 1, 2010, must have a direct deposit account. 

Employees can access their biweekly pay information through the University’s Human Resource and Payroll System.

Employees are responsible for confirming receipt of biweekly pay into their designated account(s) at their financial institution(s). The University of Kansas is not responsible for any loss due to inaccurate information provided by the employee or failure of the employee to confirm deposit of funds. Additionally, the University is not responsible for loss due to the actions or inaction of the employee’s financial institution(s).

The University of Kansas has implemented security measures to protect employee direct deposit information from fraud and unauthorized access. Employees must be vigilant in protecting their online credentials (i.e., KU Online ID and password) from theft through phishing, social engineering or other means. The University of Kansas is not responsible for theft or loss of pay resulting from the employee intentionally or unintentionally sharing online credentials, confidential information, or sensitive personal information. 

Contact: 

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

Approved by: 
Chief Financial Officer / Vice Provost for Finance
Approved on: 
Friday, May 21, 2010
Effective on: 
Sunday, August 1, 2010
Review Cycle: 
Annual (As Needed)
Definitions: 

Phishing - the fraudulent practice of sending emails purporting to be from reputable companies in order to induce individuals to reveal personal information.
Social engineering - the use of deception to manipulate individuals into divulging confidential or personal information that may be used for fraudulent purposes.

Keywords: 
Payroll, direct deposit, paper check, U.S. Bank FOCUS paycard
Change History: 

11/08/2019: Updated policy statement.
08/20/2019: Updated statement regarding responsibilities related to phishing attempts and security.
12/04/2017: Updated paycard provided name.
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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