Direct Deposit Regulation 312

Regulation 312 Approved: March 24, 2011
Direct Deposit Regulation
Regulation 312
Source of Authority:

NC Administrative Code – 13 NCAC 12.0309 – Form of Payment of Wages;
G.S. 95-25.6 – Wage Payment

Revision Authority: Chancellor or Designee
History: First Issued: March 24, 2011
Related Regulation: Payroll Regulation 307
Responsible Offices: Controller's Office
Effective Date: April 1, 2011

I. Purpose

This regulation is intended to maximize the utilization of electronic payments and to minimize the number of paper checks issued by the University, thereby obtaining efficiencies for the University and providing employees with a reliable and efficient manner of receiving their pay.

II. Scope

This regulation applies to all permanent, temporary, and student employees of the University.

III. Regulation

A. Effective April 8, 2011, all employees paid by Banner payroll must receive payroll related payments by direct deposit. The employee may select the financial institution of his/her choice to accommodate the receipt of direct deposit payments. An employee who does not have an account at an eligible financial institution may be exempted from this requirement upon providing evidence that he/she cannot obtain an account at an eligible financial institution.

B. All employees employed prior to April 1, 2011 who are receiving their pay by paper warrant (check) shall be required to enroll in the direct deposit feature by completing the appropriate enrollment form. The deadline for enrolling is April 8, 2011.

C. In circumstances where, due to payroll cycles, it is appropriate for an employee to receive a check directly, UNCSA will mail the check on the employee’s designated payday to the employee’s permanent mailing address on file. No paper checks shall be mailed prior to the designated payday.

D. The University may stop a final paycheck direct deposit if the University reasonably believes that the employee owes money to the University and/or the State of North Carolina. If applicable, the employee will be paid by paper check so the check can be held until all debt is resolved satisfactorily by the University Administration.

IV. Revision History

A. March 24, 2011 – Adopted by Executive Council as part of the UNCSA Policy Manual

University of North Carolina School of the Arts
Direct Deposit Procedures
Procedure # 312

I. Enrolling in or Changing Direct Deposit

A. In order to enroll in or change direct deposit, the “Direct Deposit Enrollment and Change” form must be completed and signed. The form is located on the University’s website on Human Resources page under the Recruitment section. A hard copy of the direct deposit form can also be obtained from Human Resources.

B. For new hires, Human Resources will obtain completed form at job offer session and submit to Payroll before payroll deadlines.

C. For existing employees, the form must be completed and submitted to Payroll Office no less than 15 days prior to your next pay date for the direct deposit to be effective the next pay period.

D. The form must be completed in its entirety and have the appropriate documentation attached prior to submitting to Payroll.

E. Failure to provide the aforementioned information at the designated times may result in delay of paycheck.