1106 - Payroll Direct Deposit Policy

Purpose

The purpose of mandatory direct deposit is to benefit both the employee and the University. The employee benefits by having the assurance that their payments will be automatically deposited regardless of family emergency or natural disaster. This also helps to alleviate lost or stolen checks. The employee does not have to spend time in bank lines or with long processes to receive their funds, it happens automatically on the scheduled payday. The University benefits by reducing operating costs, increasing productivity, and minimizing the risk of forge, lost, or stolen checks. Direct deposit is an efficient, secure and economical method for delivering payments to employees.

Scope of Applicability

The University requires all employees to be paid by direct deposit into a United States (US) bank or credit union account, regardless of employment date. Direct Deposit of pay is available for all faculty and staff members, temporary employees and students receiving pay through Payroll Services. All employees are to continue direct deposit for the duration of their employment.

Policy Statement

Direct deposit allows paperless transmittal between the University and banking institutions and provides a secure, reliable method for ensuring employees receipt of their pay. Use of electronic direct deposit of pay statements is a more efficient and cost-effective method of notification to employees.

Direct deposit will cease upon termination of employment or break of service in any position, including changing positions within the University. The School/Divison HR Office shall provide new authorization for all situations below:

  • New SHRA and EHRA Non-Faculty Employees: Employees are expected to enroll using the secure Self-Service Direct Deposit option in ConnectCarolina.
  • New Faculty, Post-Docs, and EHRA Student Employees: Employees are expected to enroll using the secure Self-Service Direct Deposit option in ConnectCarolina.
  • Reappointment: Direct deposit of pay will continue for reappointments that do not have a break in service. If there is an error in not reappointing employee or employee doesn't get paid and manual check is produced, Payroll will reinstate by the previous biweekly/monthly information.
  • Reappointment: If there is a break in service, employees are expected to enroll using the secure Self-Service Direct Deposit option in ConnectCarolina.
  • Students: If there is a break in service, students are expected to enroll using the secure Self-Service Direct Deposit option in ConnectCarolina.

Procedures

In support of this policy, the following procedures are included:

Additional Information

Frequently Asked Questions

Q: How do I enroll in direct deposit?
A: Instructions on enrolling or initiating changes to direct deposit via the secure Self-Service Direct Deposit option in ConnectCarolina are found in the above-referenced procedure.

Q: After submitting my information via self-service, how long will it be before direct deposit becomes effective?
A: If you choose to make a change to your direct deposit accounts, you will receive an email sent to your university email account acknowledging the change. You can expect your account change to be effective within two pay periods, but depending on the timing of the account change, it may occur as soon as your next pay check.

Q: Can I set up more than one direct deposit account?
A: Yes, See the Quick Reference Card for multiple accounts.

Related Data

Access to online pay information (known as an electronic stub) is available each cycle for all employees that have a University ONYEN. More information can be found on the Employee Payroll page.

Contacts

Policy Contact
Subject Contact Telephone Fax E-Mail
Direct Payroll Deposit Payroll Services 919-962-0047   payroll@unc.edu

History

Revised:

  • November 12, 2020: Added United States (US) to scope to make the distinction that the requirement is for a US bank or credit union account.
  • July 9 2019: Added emphasis to enrolling and initiating changes through ConnectCarolina Direct Deposit Self-Service functionality.
  • July 8, 2019: Updated policy to reflect implementation of ConnectCarolina Direct Deposit Self-Service functionality.
  • September 6, 2018: Updated policy with comments from PRC and completed small editing changes.
  • August 22, 2018: Updated information concerning mandatory direct deposit and deleting language for cancellation.
  • October 13, 2017: Updated main payroll number.
  • July 25, 2017: Added question, "Can I set up more than one direct deposit account?"
  • May 3, 2016: Modified all SPA and EPA references to reflect state change to "SHRA" and "EHRA."
  • October 15, 2014: Updated details on direct deposit authorization in Policy Statement.
  • July 7, 2010
  • May 29, 2007
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Details

Article ID: 131375
Created
Thu 4/8/21 9:07 PM
Modified
Thu 7/29/21 11:13 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
11/13/2020 8:54 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Payroll Services
Last Review
Date on which the most recent document review was completed.
11/13/2020 8:54 AM
Last Revised
Date on which the most recent changes to this document were approved.
11/13/2020 8:54 AM
Next Review
Date on which the next document review is due.
11/13/2021 12:00 AM
Origination
Date on which the original version of this document was first made official.
01/01/1999 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget