Controller's Office Policy CO 03 31

Policy Statement Direct Deposit is the University’s preferred method for issuing payroll payments to employees.  To utilize direct deposit employees must provide written authorization via the “Direct Deposit Authorization Form.”  Direct Deposit will remain in effect until changed by the employee.

Reason for Policy/Purpose The purpose of this policy is to comply with North Carolina Office of the State Controller’s Mandatory Direct Deposit Policy effective July 1, 2007.  The Direct Deposit Policy promotes safe, confidential, convenient and fast payments to all University employees.

Policy/Procedure It is the policy of the University of North Carolina at Pembroke that as a condition of employment, all employees shall be required to enroll in the direct deposit feature within thirty (30) days of hire or rehire.  Direct Deposit is the electronic deposit of funds into a bank account as a form of payment; it is safe, confidential and convenient.  The University offers direct deposit of an employee’s net pay to a financial institution in the United States in accordance with 13 NCAC 12.0309, Form of Payment of Wages.

To authorize or change your direct deposit completely and accurately fill out the “Direct Deposit Authorization Form” and attach a voided check for checking account deposit or a deposit slip for a savings account deposit.  Return your completed authorization form to:  Payroll Office, Lumber Hall Office 151.  If you are mailing the form through the United States Postal Service, send to the following address:  UNC – Pembroke, Payroll Office, PO BOX 1510, Pembroke, N. C. 28372. 

Once authorization is received by the Payroll Office, it may take one pay cycle to become active.  During such time an employee shall be paid by paper check which will be mailed to a valid mailing address on file, on the employee’s designated pay day and shall be dated the date of the employee’s pay date.  No post dated paper checks shall be mailed prior to the designated pay day. 

An employee desiring to request a hardship exemption from the direct deposit requirement shall do so by completing the "Direct Deposit Exemption Request” form.  The Assistant Vice Chancellor of Business Affairs has exclusive authority to grant an exemption from the direct deposit requirement.  Possible exemptions for direct deposit include the employee's inability to have a bank account or that the employee is unable to withdraw funds because he or she does not live or work near a bank. 

NOTE:  It is the employee’s responsibility to review their payroll stubs for accuracy of personal and payment information.  Employees must immediately notify the Payroll Office if there has been an overpayment of wages.  Further, it is the employee’s responsibility to notify the Payroll Office when there is any change to their bank and/or bank account that affects their direct deposit.  Any change MUST be received in the Payroll Office at least two weeks prior to the payday for which the change is to occur.  Employees should never close an account until they know the cancellation has taken effect.  If an employee closes the account prior to the cancellation of the direct deposit, the bank will eventually notify the Payroll Office. The Payroll Office will then issue a paper check and mail it to a valid mailing address on file. 

Employees who have questions or need assistance with these guidelines may contact the Payroll Office.

Authoritative References

G.S. 143B-426.39 and G.S. 143B-426.39B(a) - Powers and Duties of the State Controller NC Administrative Code – 13 NCAC 12.0309 - Form of Payment of Wages Regulation E issued by the Federal Reserve System pursuant to the Electronic Funds Transfer Act (15 U.S.C 1693 et seq.)

Scope This policy applies to all University of North Carolina at Pembroke employees that are paid by the Payroll Office.