Direct Deposit for Payroll

Introduction

Direct Deposit of your pay check to your banking institution is a service provided to our Humboldt State University employees through the State of California's Direct Deposit Program. This program provides for the automatic deposit of all net earnings into the banking institution designated by the employee. All payments, including regular pay, shift differential, overtime, bonuses, etc., are transferred through Direct Deposit once an employee is enrolled.

Participants in Direct Deposit receive a Statement of Earnings and Deductions through campus mail. In lieu of the actual payroll warrant, participants receive non-negotiable Direct Deposit Advices.

The State of California's Direct Deposit Program operates under National Automated Clearing House (NACHA) rules and regulations.

Eligibility

Instructional faculty and graduate assistants are eligible for Direct Deposit if they have been appointed to a full-time or part-time position with a duration of one semester or more. Faculty Early Retirement Program (FERP) participants are also eligible.

Non-instructional employees (staff and administrators) are eligible if they have been appointed to a full-time or part-time position with a duration of at least six months.

The following employees are not eligible:

  • Employees with less than a continuous six-month appointment
  • Student employees paid by the hour (Student Assistant, Work-Study and Summer Bridge classifications)
  • Special Consultant appointments
  • Music Studio faculty appointments
  • Extension, Summer Session and Special Session faculty appointments
  • Employees with irregular attendance resulting in dock situations within the prior six month period.

Faculty, staff, and student employees appointed to multiple positions may enroll if at least one position meets the eligibility requirements. All pay received will be transmitted through this program.

Enrollment

Employees who wish to enroll in the program must complete form STD 699, Direct Deposit Authorization Form. This enrollment form includes the following banking information:

  • Type of Account (checking or savings)
  • Routing Number (9-digit bank transit number normally located in the bottom left corner of your check)
  • Depositor Account Number

In order to ensure that the correct data is entered on the form, you may wish to verify the above information with your banking institution prior to returning the form to the University Payroll Office or include a voided check with the Authorization Form.

Enrollment forms must be submitted to the University Payroll Office by the first working day of the month to guarantee enrollment in the program effective the subsequent month.

Timeframe for Direct Deposit Postings

Direct Deposit means that your funds are deposited to your bank account as soon as the funds are released from the State Controller's Office. For a complete schedule of direct deposit posting dates, see the Humboldt State University Green and Gold Calendar.

Supplemental payments (e.g., overtime, shift differential, bonuses, etc.) are generally available within two banking days of the issue date of the payments.

Multiposition Participants

An eligible employee with multiple positions need enroll only once. All payments will be deposited into the designated account.

Salary Advances

The campus will not issue a salary advance to an employee who has an active direct deposit. In extraordinary circumstances the campus will administratively cancel an employee's direct deposit before an advance is issued. This cancellation/salary advance process can cause a delay of up to several days in advancing funds.

Direct Deposit Cancellation

A participant may discontinue his/her participation in the Direct Deposit Program by completing the appropriate portions of the STD 699, Direct Deposit Enrollment Authorization Form. Normally, cancellations are effective two working days after the State Controller's Office (SCO) receives the STD 699.

Campus Criteria for Removing a Participant from Direct Deposit

Sometimes it is necessary for the campus or the State Controller's Office to cancel this Direct Deposit service. Listed below are some of the reasons why Direct Deposit may be terminated. If your Direct Deposit is cancelled, you will be notified in advance of payday so that you can make other arrangements.

  1. Participant no longer meets eligibility requirements for the Direct Deposit Program due to transfer, promotion, or demotion to an ineligible position without additional eligible position.
  2. The participant requests a disability benefit.
  3. The participant has an outstanding university debt.
  4. The participant requests a salary advance.
  5. The participant's direct deposit payment is returned (e.g., due to a closed account or invalid routing number). The SCO will reissue a paper warrant.
  6. The participant may be overpaid due to, but not limited to:
    • Death, separation, suspension, dismissal, or layoff
    • Absence without leave, absence, or participant tardiness which results in a dock situation.
  7. The participant was overpaid and the State is recovering the amount of the overpayment.
  8. The participant filed bankruptcy under Chapters VII or XIII of the National Bankruptcy Act and a court order directs all or a portion of the participant's pay to be remitted to a third party.
  9. The participant has a court ordered garnishment.

Direct Deposit Advice and Statement of Earnings

The Direct Deposit Advice and Statement of Earnings will be forwarded to the participant through campus mail and should be retained by the employee for his/her records. The campus will destroy unclaimed advices and statements after 90 days.

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