Direct Deposit Frequently Asked Questions
Q. How do I set-up my direct deposit?
A. There are two options for setting up your direct deposit – you can complete a paper Direct Deposit Authorization form, or you can enter your bank information online in Employee Self Service (ESS).
To log in to Employee Self Service:
http://www.purdue.edu/onepurdue/training/QRCs/documents/ess_navigation_qrc.pdf
To enter your bank information:
http://www.purdue.edu/onepurdue/training/QRCs/documents/bank_info_qrc.pdf
Copy of Direct Deposit Authorization form:
http://www.purdue.edu/business/payroll/pdf/DirectDepositApplication.pdf
If you choose to submit a paper form, please send the completed form (preferably with voided check or other form of back up documentation) through campus mail to PASC/KPTC, or fax it to 765-494-1728.
Q. How do I edit my direct deposit?
A. Direct deposit information can be edited the same way it is set-up. Either submit a Direct Deposit form reflecting your changes, or edit the information in ESS.
If you decide to edit an ‘Other Bank’ in ESS, please choose the ‘edit’ button located underneath the listed account.
When editing a ‘Main Bank’ in ESS, the current information will populate in the fields. Clear the field and type in the new information. Be sure to click ‘Review’ and then ‘Save’ in order to fully update the bank details.
A. After I submit my Direct Deposit Application, how long before it is effective?
A. Direct Deposit account information submitted electronically will be effective with the next payroll that is processed, as long as it is changed before payroll is processed. Payrolls are processed approximately 4 business days before payday, excluding bank and university holidays. Allow an additional 10 business days for direct deposit application forms to be processed.
Q. If I have been gone for a period of time (or terminated employment) and return to work, do I need to complete a new form? (This would include leave of absence, sabbatical leave, etc.)
A. No. The direct deposit authorization remains active during this period. Please note that if your bank information has changed, it is imperative that you change this information as soon as possible!
Q. If I send a Direct Deposit Application to the Payroll Appointment Service Center (PASC)/KPTC without all the correct information supplied, will I be notified that the form is incorrect?
A. Yes. If our office receives an incomplete or incorrect form, PASC will return the form to your business office to make the necessary corrections. The business office will contact you to make the necessary changes and resubmit the request. Please note that this will delay any entries into the system.
Q. When sending a Direct Deposit Application, should I attach the voided check to the form?
A. A voided check is preferred to ensure sure your money goes into the correct account. All attachments sent with an application form should be stapled in the upper left-hand corner (on the back) to ensure that they are together upon arrival at our office. This will prevent a delay in processing the request.
Q. Is it possible to have my paycheck directly deposited into another person’s account?
A. Yes. If you choose to have your check deposited into another’s account, complete the form or enter the information in ESS per regular procedures. Please note that you should communicate with the deposit recipient’s bank to let them know these deposits will occur. Some banks will return the deposit if the name on the account and the name on the deposit do not match. Also, if a pull-back of funds is needed for any reason, we are unable to pull back monies from the other person’s account.
Q. If I close my account at my financial institution, do I need to notify Purdue?
A. Yes. Please complete a Direct Deposit Application form, and check the ‘cancel’ box, or choose ‘edit’ in ESS. Please note that because direct deposit is mandatory at Purdue, you must provide new ‘Main Bank’ information when cancelling your current ‘Main Bank.’
Best practice is to cancel through Purdue prior to closing your account with your financial institution. This helps prevent delays in recovering monies that may post to the closed account. In order to avoid your pay check being deposited into the closed account, please make any changes at least 4 business days before the pay date.
Q. What will happen to my paycheck if I cancel my account with my financial institution but don’t cancel my direct deposit with Purdue prior to payroll being written?
A. Your paycheck will automatically be sent as though the account were open. This will cause a delay in recovering the money that is owed to you. The bank will return the money to the Clearinghouse, who will then notify us. The money will be returned to Payroll and the process for rewriting the check will begin. This process generally takes a few days.
Q. If I change anything about my existing account (account number, checking to savings, savings to checking, or financial institution), do I need to send a cancellation form for the existing information as well as an additional form indicating the changes?
A. No. Please complete one Direct Deposit Application for your combined changes. This will automatically override or delete the existing information in the system. Also, multiple changes can easily be made in ESS.
Q. Is it possible to have my check deposited into any Financial Institution?
A. No. The Financial Institution has to be an ACH affiliate recognized by the Federal Reserve. If you are unsure whether your Financial Institution is an affiliate, please contact your Institution directly for confirmation, or contact the Payroll department.
Q. Where can I get an additional supply of the direct deposit forms?
A. An electronic copy of the form can be located here:
http://www.purdue.edu/business/payroll/pdf/DirectDepositApplication.pdf
Q. How many bank accounts can I have?
A. You can have one ‘Main Bank’ account, and up to three ‘Other Bank’ accounts, that will show on your payroll statement. This can be any combination of checking/savings and any combination of Federal Reserve approved banks.
Q. Who should I contact if I have questions regarding direct deposit?
A. Questions or concerns can be addressed to Autumn Kreson or Barbara Rusk in the Payroll department.
Autumn Kreson
Phone 765-494-9460
Fax 765-494-1728
Barb Rusk
Phone 765-494-1701
Fax 765-494-1728