1. K-State home
  2. »Policies
  3. »PPM
  4. »4900
  5. »Paycheck Distribution

Policies

Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Paycheck Distribution

Chapter 4940
Revised April 9, 2010

Table of Contents

.010 Introduction
.020 Direct Deposits
.030 Questions
Related Content
 .110 Authorization for Direct Deposit of Employee Pay, PER-58 (pdf)
.115 Authorization for Direct Deposit of Employee Pay, PER-58 Instructions

.010 Introduction

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.


.020 Direct Deposits

All employees are required to participate in direct deposit pursuant to K.S.A. 44-314. 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 PER58 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.

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 before cancelling 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. This process takes a minimum of two weeks, and will delay the employee’s receipt of pay.

The direct deposit data remains active in HRIS until it is changed. 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  Questions

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