Office of the Vice President for
Administration and Finance
SECTION: HUMAN RESOURCES INDEX: C-28
SUBJECT: DIRECT DEPOSIT OF PAY
The State of Texas requires that University of Houston-Victoria (UHV) employees’ pay must be deposited electronically into their accounts with financial institutions, unless certain conditions exist to exempt the employee from this requirement. This policy outlines the direct deposit requirements and the conditions for exemption. The requirement for direct deposit applies to all employees--biweekly (including students and part-time hourly employees) and monthly (including part-time administrative staff and faculty).
All UHV employees are required to complete a Direct Deposit Authorization form available in the Human Resources Department. New employees will complete the form during the new employee sign-up process.
An employee may be authorized to receive payment by check or warrant if he or she meets one of the following conditions for exemption:
- Holds a position that pays less than $8.35 an hour or has an annual salary of less than $18,252
- Is unable to establish a qualifying account at a financial institution
- Certifies that payment by direct deposit would be impractical and/or more costly than payment by check.
The Human Resources Department will distribute Direct Deposit Authorization forms to new employees during new employee sign-up. Employees will complete the form according to the instructions on the back of the form.
To ensure accuracy and guard against the possibility of errors, Section 4 of the Direct Deposit Authorization form should be completed and signed by a representative of the employee’s financial institution. Only in unavoidable circumstances may an employee fill in this section with information obtained by telephone from the financial institution. In such cases, a copy of a canceled check or deposit slip for the employee’s account shall be attached, and the section shall be filled in completely, including the name of the financial institution representative from whom the information was obtained. On the signature line (20), it shall be noted that the information was obtained by telephone.
Employees with currently authorized direct deposit who wish to change financial institution, account number, or account type shall submit a new Direct Deposit Authorization form indicating the revisions desired.
The UHV Payroll/Benefits Manager will review the authorization forms to ensure that the information is complete and accurate; will review the validity of the conditions upon which an exemption is requested; and will then approve or reject the authorization as agency representative. The employee’s direct deposit information will be updated in the payroll system. The original form will be maintained in the employee’s personnel file; the yellow copy will be returned to the employee.
Following two (2) regular pay periods, the electronic transfer/direct deposit will begin. On the following and subsequent paydays, only the Earnings Statement portion indicating that a direct deposit has been made will be received by the employee. The direct deposit distribution will be indicated on the Earning Statement.
Employees are encouraged to contact the financial institution directly to confirm the deposit to their account. Although financial institutions normally make deposited pay available no later than payday, each financial institution has its own policy. Each employee is responsible for verifying the deposit has been made prior to expending the funds.
If a problem occurs that cannot be readily resolved between the employee and the financial institution, the employee should contact the UHV Payroll/Benefits Manager, who will coordinate problem resolution with the UH System Payroll Department and the Treasurer’s Office.
It is important that personnel action requests (PARs) for the ending of assignments be processed promptly to ensure that direct deposits of pay be terminated at the appropriate time.
Signature obtained 10/13/03
Dr. Karen S. Haynes Date
Originating department: Human Resources
New review date: October 2005
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