State of Kansas employee paychecks and direct deposit advices are issued by the Kansas Division of Accounts and Reports directly to the employee and distributed through the U.S. Mail Service.
Kansas State University will not be held responsible for a paycheck being delayed or lost in the mail. . The employee's paycheck or direct deposit advice is mailed to the home address maintained in the Human Resources Information System (HRIS). All address changes must be reported to the employee's department immediately. The department will enter the information into HRIS or submit a form (PER-39(pdf) for classified and unclassified employees, PER-40(pdf) or PER-41(pdf) for student employees) with the address change to the Division of Human Resources. If the paycheck or direct deposit advice needs to be mailed to an address other than the home address maintained in HRIS, departments may contact Payroll & Employee Data, Division of Human Resources.
If the employee believes that a paycheck has been lost, the employee must complete a Paycheck Stop Payment Request, form DA-6p, (pdf) with approval by the Payroll & Employee Data, Division of Human Resources. The Kansas Division of Accounts and Reports will not reprint a duplicate paycheck until seven to ten days after the date of the original check. 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 and 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 is submitted until the replacement paycheck arrives.
All employees are eligible to participate in direct deposit. This is a convenient way for employees to ensure their paychecks are deposited in their financial institution on payday. Employees are allowed to deposit to multiple accounts in multiple financial institutions.
To enroll in direct deposit, the employee must complete an Authorization for Direct Deposit of Employee Pay, PER-58, (pdf) Section A, fully and accurately. The financial institution's Transit number is the first group of nine numbers on the bottom of the check blank. 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.
Beginning September 14, 2003, direct deposit data will no longer be verified by Human Resources. 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 and has been approved by the financial institution for direct deposit of paychecks. Direct deposit will begin with the next paycheck calculated after Authorization for Direct Deposit of Employee Pay is received by Human Resources. The employee will then receive a direct deposit advice instead of a paper paycheck. Any errors or changes must be reported to Payroll & Employee Data, Human Resources immediately.
To cancel a direct deposit, the employee must complete an Authorization for Direct Deposit of Employee Pay, PER-58, (pdf) Section B. 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 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 direct 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 within HRIS and issue a supplemental 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.
Questions regarding paycheck distribution should be directed to Payroll & Employee Data, Division of Human Resources at (785) 532-6277.
