Original Version

FISCAL DEPARTMENT MEMORANDUM NO. 92-15

TO:

Vice Presidents, Deans, Directors, and Department Heads

SUBJECT:

Electronic Deposit of Paychecks

Senate Bill 3, as passed during the first called session of the 72nd Legislature, mandated that the
State Comptrollers Office pay state employees through the Federal Reserve Systems Automated
Clearing House system for those state employees paid from funds on deposit in the State
Treasury. The Mega-State University System has decided to extend this procedure to all
employees, regardless of funding source.
An informational memorandum and enrollment forms are currently being distributed to all
Mega-State University employees through the payroll clerks in their campus departments.
Employees are being asked to return completed enrollment forms to the Budget and Payroll
Services Office, Room 009, YMCA Building, by May 1, 2000. In order to demonstrate
compliance with Senate Bill 3 for audit purposes, all budgeted employees (including graduate
students) will be required to complete and return the enrollment forms whether they request
participation in or seek exemption from the direct deposit program. Wage employees (including
student workers) are also eligible and must complete an enrollment form if they choose to
participate.
Direct deposit will begin for biweekly-paid employees on the June 9 pay date and for monthlypaid employees on the July 1 pay date. Beginning with these dates, our previous practice of
delivering checks to local financial institutions will be discontinued. Paychecks for employees
who delay return of the enrollment form or request exemption from direct deposit will be given
to their campus departments for distribution.
Provision of the direct deposit service should be beneficial to employees in the conduct of their
financial affairs. Please encourage your employees to complete and return their enrollment
forms by the May 1 deadline. If you have questions, please call Danny Smith or Ed Jones in the
Budget and Payroll Services Office at 777-1111.
_______________________________
Jane Brunari
Assistant Vice President & Controller

Revision Number 1
FISCAL DEPARTMENT MEMORANDUM NO. 92-15
April 4, 2000
TO:

Vice Presidents, Deans, and Department Heads

FROM:

Jane Brunari
Assistant Vice President & Controller

SUBJECT: Payroll Deadline for All Employees: May 1, 2000

New Payroll Procedure
As of June 19, 2000, all paychecks will be distributed through the Federal Reserve Systems
Automated Clearing House. To facilitate our change to the new system, the Budget and Payroll
Services Office must receive a completed enrollment form from every budgeted employee
(including graduate assistants) by May 1.
What You and Your Employees Must Do

Pick up forms and informational memos for the new program. (Payroll clerks in
each campus department will have these forms.)
Return completed forms to the Budget and Payroll Services Office, YMCA
Building, Room 009, by May 1, 2000.

Employees who delay returning the form will not receive their paychecks on time. These
employees, along with those who request exemption from direct deposit, will receive their
paychecks through their campus departments. Physical paychecks will no longer be delivered to
local financial institutions.
Employees already being paid through electronic deposit must complete an enrollment form to
be entered into the new system. Wage employees (including student workers) may participate in
the program, but are not required to do so.
If you have any questions, please call Ed Jones or Danny Smith in the Budget and Payroll
Services Office at 777-1111.

Revision Number 2
April 4, 2000
FISCAL DEPARTMENT MEMORANDUM NO. 92-15
TO:

Vice Presidents, Deans, and Department Heads

FROM:

Jane Brunari
Assistant Vice President & Controller

SUBJECT: Mandatory Payroll Enrollment Forms for All Budgeted Employees Due May 1,
2000
New Direct Deposit Enrollment Forms Required
The payroll clerks in all departments are distributing new direct deposit enrollment forms to
employees. All university budgeted employees (including graduate assistants) must complete an
enrollment form for our new direct deposit system, even if they are currently having their checks
direct deposited. Those who do not wish to have their checks direct deposited must also fill out
the new forms. Wage employees (including student workers) must complete an enrollment form
only if they wish to have their checks direct deposited. Employees must return the enrollment
form to the Budget and Payroll Services Office, Room 009, YMCA Building by May 1, 2000.
Those employees who fail to return the completed forms by the deadline will automatically have
their paychecks sent to their departments for distribution.
Description of New Direct Deposit Systems
Although the university has direct deposited employee paychecks in the past, we are changing
our system to comply with the mandates of Senate Bill 3. This new direct deposit system (the
Federal Reserve Systems Automated Clearing House system) extends direct deposit to all state
employees paid with State Treasury funds.
Transition from Old System to New Direct Deposit System
We will begin direct deposit under this new system on the June 19 pay date (for biweekly-paid
employees) and the July 1 paycheck (for monthly-paid employees). To facilitate the change from
the old system to the new one, please encourage employees to complete the new form, even if
they are currently having their checks delivered to local financial institutions or do not wish to
have their checks direct deposited.
With your cooperation, the transition to the new direct deposit system should be smooth and
relatively painless. If you have any questions about the new system, please call Danny Smith or
Ed Jones in the Budget and Payroll Services Office at 777-1111. Thank you for helping us with
this process.