Keyword Search
Finance and Administration 〉 Payroll 〉 Employee Pay 〉 Direct Deposit of Payroll Checks

Direct Deposit of Payroll Checks


Policy Statement
All employees are required to enroll in direct deposit within thirty (30) days of hire and remain enrolled in direct deposit for the duration of their employment unless granted an exemption as explained below.
Reason for policy
In accordance with Board of Regents (BOR) Policy 7.5.1.1 Required Electronic Transfer of Funds, direct deposit is the required method of payroll payments to UGA employees.
Procedures

Current employees:

To sign up for direct deposit, an employee should submit the Direct Deposit Request Form. A link to this form can be found below under the Forms/Instructions section of this policy. Initiation of the direct deposit may take up to four weeks due to the pre-note process, which is in place to ensure funds will be deposited to correct bank accounts. An employee may receive up to two paper checks before his or her pay is electronically deposited. Once enrolled in the direct deposit process, employees are required to remain enrolled for the duration of their employment.

Exemption Process:

 An employee may be exempted from participating in direct deposit for one of the following reasons:

  • If the employee does not have an account at an eligible financial institution, and further provides evidence that he/she cannot obtain an account at an eligible financial institution.
  • If the employee requests and is approved for exemption due to extreme hardship.
  • If the institution determines that it is more cost effective and efficient to grant an exemption and issue paper checks.
  • If the employee is in a temporary (non-benefits eligible) position.

The Manager of Payroll, as designated by the Vice President of Finance and Administration, has exclusive authority to grant any exemption from the direct deposit requirement. An employee desiring to request an exemption from direct deposit due to extreme hardship or inability to obtain a bank account should complete a Direct Deposit Personal Exemption Request Form. A link to this form can be found under Forms/Instructions. If the exemption is granted, the approved form will be maintained by the Payroll Department for future review as needed for audit purposes. The Payroll staff will document exemptions granted for cost effective purposes in the Payroll Department’s personnel files. No additional documentation is required for temporary employees.

Paper Check Process:

Employees that are granted an exemption from participating in direct deposit will receive a paper check. Paper checks printed by UGA must be picked up at the Payroll department by the employeeor by an authorized signer from the employee’s department, unless the employee’s department is located off campus and other arrangements have been approved.

Payroll Check Deduction Information:

Effective April 1, 2012, all employees with direct deposit will obtain their payroll check deduction information via the UGA Self Service website. A link to this website has been provided in the Related Information section. The Payroll department will no longer print or distribute hard-copy payroll advice/check stub documents. Directions for accessing payroll advice/check stub information may be found at the link located in Related Information entitled “Check Stubs and W-2 Access.”

Forms/Instructions
Additional contacts

Crystal Lester

Phone Number: 706-542-6933

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for University Business and Accounting Services

Policy Owner: Payroll

 

Policy Contact: Julie Camp

Phone Number: 706-542-3431

Record Retention

This series documents the locations assigned for delivery of salary payments to employees. This series may include but is not limited to: paycheck deposit authorization forms; payroll check delivery logs; and related correspondence.(Board of Regents: Payroll Records 0472-04-25)

Record Copy: Payroll

Retention: 3 years (payroll check delivery logs and until superseded); 1 year after employee separation for all other records

FAQs

My bank account information has changed (i.e. bank account closed, changed banks, new routing number). What do I need to do?

Submit a new Direct Deposit Request Form to Payroll. You can find the link to this form in the Forms/Instructions section above. Payroll will delete the old account, and it will take three to four weeks to set up the new account. It is important to keep your bank information updated. Changes made to the bank account information in the Payroll system do NOT update any other bank information the University may have on file for you, such as direct deposit for your student account. It is your responsibility to update any bank account changes with each of these departments separately.

When will I receive my first direct deposit after I submit the form?

It usually takes three to four weeks to set up the direct deposit.

How do I request a copy of a paycheck stub?

If you need check stubs reprinted, go to the UGA Self-Service Website to print off your paycheck stubs. A link to the website is located under Related Information.

If you are no longer employed by UGA, call or e-mail the Payroll Department. We can either mail the copy to a home address or you can come by the payroll window and pick it up. Please bring a form of picture ID.

I have changed departments. Do I need to complete new forms (W-4, direct deposit, etc.)?

You do not need to submit a new W-4 or direct deposit form in the event you change positions and work for a different department.