Paycheck Distribution

Chapter 4940

Revised April 9, 2010

.100 Paycheck Stop Payment Request, Form DA-6p (pdf)

.110 Authorization for Direct Deposit of Employee Pay, PER-58 (pdf)

.115 Authorization for Direct Deposit of Employee Pay, PER-58 Instructions

.010 Introduction

State of Kansas employee paychecks are issued by the Kansas Division of Accounts and Reports directly to the employee and distributed through the U.S. Mail Service. Employees enrolled in direct deposit may view paycheck information electronically through the Human Resource Information System (HRIS) Employee Self Service at www.as.ksu.edu/HRIS/. This information is available one week prior to pay day.

The employee's paycheck is mailed to the home address maintained in the Human Resources Information System (HRIS). Address changes may be made through Employee Self Service at www.as.ksu.edu/HRIS/ or be reported to the employee's department immediately. The department will enter the information into HRIS. If the paycheck needs to be mailed to an address other than the home address maintained in HRIS, departments may contactPayroll & Employee Data, Division of Human Resources.

.020 Direct Deposits

All employees are eligible to participate in direct deposit. This is a convenient way for employees to ensure their pay is deposited in their financial institution on payday. Employees are allowed to deposit to multiple accounts in multiple financial institutions.

An employee may enroll in direct deposit through Employee Self Service at www.as.ksu.edu/HRIS/ or the employee may complete an Authorization for Direct Deposit of Employee Pay, PER-58, (pdf) Section A. See PER-58 Instructions for more information. A check blank or a photocopy of a check blank with VOID written across the face must be included with the form. The same process is followed to make a change.

By sending Authorization for Direct Deposit of Employee Pay, PER-58 (pdf) to Human Resources, the employee certifies that the direct deposit data (financial institution's Transit number and account number) is correct. Direct deposit will begin with the next paycheck calculated after the information is entered in Employee Self Service or the Authorization for Direct Deposit of Employee Pay is received by Human Resources. The employee may view paycheck information electronically through the Human Resource Information System (HRIS) Employee Self Service at www.as.ksu.edu/HRIS/. Any errors must be reported to Payroll & Employee Data, Human Resources immediately.

An employee may cancel a direct deposit through Employee Self Service at www.as.ksu.edu/HRIS/ or the employee may complete an Authorization for Direct Deposit of Employee Pay, PER-58, (pdf) Section B. See PER-58 Instructions for more information. Employees should never close current account(s) until they know the last check has been direct deposited. Payroll is two weeks in arrears, therefore employees should wait a minimum of two weeks from the time the change has been made in Employee Self Service or the form has been submitted before closing their account(s). If an employee closes the account prior to the cancellation of the direct deposit, the paycheck will try to deposit to the closed account. The financial institution will reject the deposit back to the Kansas Division of Accounts and Reports, which in turn sends notification to the Payroll & Employee Data,Division of Human Resources. The Payroll & Employee Data Section will then cancel the direct deposit information in HRIS and issue a check. This process takes a minimum of two weeks, which will delay the employee's receipt of pay.

The direct deposit data remains active in HRIS until it is changed or canceled by the employee. Direct deposit data will be automatically inactivated one year after separation of employment. For rehires, it is imperative that direct deposit data be reviewed to ensure the employee's first paycheck after returning to K-State is processed correctly.

.030 Lost Paychecks

Kansas State University will not be held responsible for a paycheck being delayed or lost in the mail. If the employee believes that a paycheck has been lost, the employee must complete a Paycheck Stop Payment Request, Form DA-6p, (pdf) and submit it to the Payroll & Employee Data, Division of Human Resources who will forward it to the Division of Accounts and Reports. After the Division of Accounts and Reports receives the Paycheck Stop Payment Request and has verified the original paycheck has not been redeemed, a stop payment will be made on the original paycheck. The Kansas Division of Accounts and Reports will not reprint a paycheck until seven to ten days after the date of the original check. A duplicate paycheck will be printed and distributed to the Division of Human Resources. The employee is notified when the replacement paycheck arrives. This process takes approximately two weeks from the date the Paycheck Stop Payment Request is submitted until the replacement paycheck arrives.

.040 Questions

Questions regarding paycheck distribution should be directed to Payroll & Employee Data, Division of Human Resources at (785) 532-6277.

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