Direct deposit is the primary method of paying Commonwealth employees. Direct deposit is considered a condition of employment. The Direct Deposit form must be submitted for initial appointment (all new hires and rehires) and when there are changes in banking information (bank, routing number, account number).
Exceptions may be allowed under certain "extraordinary" circumstances. However, to obtain an exception, you must write a letter explaining in detail why you cannot participate in direct deposit. This letter must be forwarded to the Acting Payroll Manager for review. The letter is then forwarded to the State Director of Payroll at the Department of Accounts for approval. If the exception is not approved by the Department of Accounts, you must participate in direct deposit.
Specific exceptions to this policy include:
- Employees under the age of 18
- Employees without a Social Security Number
- Federal Work Study employees
- Employees changing financial institutions
- Employees changing financial institutions may receive a pay check for two pay period while establishing a new bank account.
NOTE: A Pay Card solution is currently pending, and further information will be distributed as soon as plans are finalized.
Old Dominion University offers all University employees (including student and hourly employees) the opportunity to enroll in Direct Deposit of Pay.
NOTE REGARDING INCLEMENT WEATHER: If the University is closed due to inclement weather on a scheduled pay day, checks and direct deposit stubs will be distributed on the next work day.
What are the advantages of Direct Deposit of Pay?
- Direct Deposit saves trips to financial institutions
- Direct Deposit saves time in depositing checks - no waiting in long payday lines
- Direct Deposit eliminates the possibility of lost, stolen or forged checks
- Pay is deposited faster and is available sooner, which reduces the possibility of overdrafts
- Pay is deposited into the specified bank account
- When an employee is on vacation
- When an employee is away from the office due to business or illness
- OR when the University is closed for inclement weather
- No need to change present banking relationships to take advantage of this service
- Paychecks can be automatically deposited into a checking account, a savings account, or into multiple accounts
International ACH Transactions
If you receive your pay via direct deposit at a U.S. bank and then have the entire pay amount forwarded by "standing order" to a bank in another country, you must inform the Payroll Office immediately by emailing or calling your Payroll Processor - refer to the Office of Finance directory. This is required by the Federal Office of Foreign Asset Control in support of U. S. C. Title 50, War and National Defense.
NOTE: A dishonest or misleading response to this requirement may be considered falsification of records under the University's Standards of Conduct.
Enrolling in Direct Deposit of Pay is Easy.
An employee must complete the Direct Deposit of Pay enrollment form (click here to access the form). A voided blank check (including the appropriate bank routing numbers) must be attached and sent with the form to the Payroll Office.
Once the direct deposit authorization form is received, Payroll staff set up the next paycheck to electronically deposit to the bank(s) and bank account number(s) specified on the authorization form. One payday after the direct deposit authorization form is received will be a "pre-note" transaction to verify that the bank routing and account number information is accurate. Individuals continue to receive a paycheck for this first payday during the "pre-note" process. Unless problems arise in the pre-note process, the next paycheck will be an "active" transaction and should electronically deposit to the individual's specified bank(s).
As a part of the University's budget reduction strategy, the printing and delivery of direct deposit pay stubs was discontinued effective with the February 27, 2009 pay date.
Accessing Pay Information Via Leo-Online
Pay information may be accessed approximately two (2) days prior to payday through the Employee link available to all employees via Leo-Online (click here to access), the University's secure site (PIN required).
Changes to Direct Deposit
To change banking information or make other direct deposit changes, submit a new Direct Deposit authorization form to the Payroll Office with the appropriate boxes completed. Once the direct deposit authorization form is received, one payday after the direct deposit authorization form is received will be a "pre-note" transaction to verify that the bank routing and account number information is accurate. Individuals will receive a paycheck for this payday during the "pre-note" process. Unless problems arise in the pre-note process, the next paycheck will be an "active" transaction and should electronically deposit to the individual's specified bank(s).
Will Direct Deposit of Pay ever be stopped?
If a direct deposit is stopped for any reason, the payroll processor will contact the employee in writing and a manual paycheck may be prepared for the actual amount due. If no payment is due to the employee, no paycheck will be processed.
Break in service (student employees only)
When a student employee has a break in service, the direct deposit remains active. When the student employee returns to work, paychecks will automatically be processed through direct deposit to the bank and bank account of record. Any time there is a break in service, a student employee should be reminded upon return to work to contact the Payroll Office to ensure that the bank account and bank routing information is still current. Upon return from the break in service and when pay recommences, direct deposit will also start again using the bank routing and bank account information previously authorized. Based on this previous authorization, funds will be transmitted to the bank and bank account of record in the payroll system. If this information has changed during the student employee's break in service, pay may be transmitted to an incorrect bank or bank account and may delay pay.
Termination - Full-Time and Hourly Wage Employees
When a full-time or hourly wage employee terminates employment with the University, Direct Deposit of Pay is terminated after the last regular paycheck or leave payout is processed.
Have questions or need assistance? Please contact your Payroll Processor.