Coronavirus Information from Administration & Finance

To assist in this new remote working and learning environment. The latest information regarding Procure to Pay functions (Procurement, Payment and Distribution Services)

Payment Services - EFT Information

The University provides employees (enrollees) with a direct deposit option for travel advances and expense reimbursements. An enrollee’s election to participate in the program allows the University to deposit funds directly into a bank account instead of processing a paper check. This election results in a reduction of paper used, and saves the employee time and money related to the processing, distribution and deposit of paper checks. All employee non-payroll direct deposits will be processed in accordance with these guidelines.

Quick Start Guide to Enrollment in Direct Deposit (EFT)

Direct Deposit Enrollment and Inactivation

Employees can enroll or inactivate direct deposit by logging on to the My Cal Poly Portal. Detailed enrollment and inactivation instructions are provided in the Frequently Asked Questions below.

Direct deposit enrollees will enter their bank routing number and account number and be required to agree to the terms and conditions of the direct deposit program when submitting or changing banking information.

By enrolling in the program, an enrollee grants the University authority to deposit travel advances and expense reimbursements to their bank account. Enrollment further authorizes the University to withdraw amounts deposited in error. Enrollment and deposit actions will be followed by an email notification to the enrollee. Any withdrawal from an enrollee’s bank account will be preceded by an email or phone call notification from Payment Services (these are very rare).

Please note that direct deposit authorizations remain in effect until inactivated.

Maintaining Bank Account Information

The PeopleSoft database in which enrollee banking information is stored is highly secure from both external and internal access. All banking information is considered private and confidential. Access to the banking information is restricted.

Direct Deposit Processing

Prior to implementing direct deposit, when Payment Services processed payments, one of the steps in the process created a file used for check printing. With implementation of direct deposit, the system creates two files - the check file and an EFT (Electronic Funds Transfer) payment file. The EFT payment file is considered private and confidential as it contains enrollee banking and payment information. The file is encrypted and transmitted to Wells Fargo over a secure connection - the file can only be opened by Wells Fargo Bank (the CSU bank) for EFT processing.

Enrollees will be notified of every direct deposit transaction via Cal Poly e-mail. Deposits should be posted to enrollee bank accounts within 2 - 3 business days. Payment Services should be contacted in the event that a direct deposit transaction has not posted to the enrollee’s bank account within 3 business days of notification.

Processing Returned Items

Wells Fargo notifies the University of any direct deposit payments that are returned or unprocessed. Direct deposit payments can be returned or go unprocessed for the following reasons:

  • Banking information provided by enrollee is incorrect
  • Enrollee closes bank account and does not edit banking information

If and when a direct deposit goes unprocessed, the University will immediately remove the banking information from the direct deposit program. The reimbursement will then be issued by paper check 7 – 15 business days after the original notification from Wells Fargo that the direct deposit payment has been rejected or returned.

Account Number and Routing Number

The image below shows how to locate your account number and routing number.

http://www.mass.gov/lwd/images/dua/dd-check.jpg

The line of numbers and special symbols at the bottom of one of your personal checks contains the information you need to make your direct deposit election.

Routing/Transit Number Your routing/transit number is the nine digit number which appears on the bottom of your check.

Account Number Your account number usually appears to the right of the routing-transit number. It can be up to 17 positions in length. If the account number printed on your check contains spaces, you don't need to enter the spaces.

Note: Some banks display the check number to the left of the account number. Be sure you don't include the check number as part of the account number.

Frequently Asked Questions

Before enrolling in the direct deposit employee reimbursement program, carefully review the following frequently asked questions. This information provides answers to questions most frequently asked by employees considering direct deposit. Other questions can be directed to accounts-payable@calpoly.edu or ext.6-2291.

What is Direct Deposit?

Direct deposit is a program allowing employee reimbursements to be directly deposited into a financial institution.

What are some of the reasons for enrolling in Direct Deposit?

• Avoid long lines at a financial institution.
• Convenient deposit of reimbursement regardless of absences, vacation or illness.
• Security in knowing a reimbursement check cannot be lost, stolen or forged.
• Less risk of an error by the financial institution due to a lost or misdirected reimbursement check.

Which Financial Institutions participate in the Direct Deposit program?

Most financial institutions located in the United States depositing through the Federal Reserve Bank System may be used by an employee.

What types of employee payments are eligible for Direct Deposit?

Travel advances, travel claims and reimbursements for items purchased on behalf of the University are all eligible for direct deposit.

NOTE: This is NOT for payroll or any type of service payments.  If in doubt please verify with Payment Services at 6-2291 or by email to accounts-payable@calpoly.edu

How do I sign up for Direct Deposit?

Individuals wishing to enroll in the program must enroll through the My Cal Poly Portal.  

For complete instructions: Quick Start Guide to Enrollment in Direct Deposit (EFT).

What happens after I enroll in Direct Deposit?

Once you’ve enrolled in direct deposit all future travel advances, travel claims and expense reimbursements will be direct deposited to your bank account.  Expect a 7-10 business day delay on any direct deposit payments that may already be in the system and will miss the cut-off for direct deposit.

How will I know if/when my reimbursement has been sent to my financial institution?

Provided the paperwork submitted to Payment Services is complete, every effort will be made to process a direct deposit payment within 7 - 10 business days.  An email confirmation will be sent to the employee’s Cal Poly email address.  It is the responsibility of the person requesting the reimbursement to verify the deposit with the financial institution.

Can I have my reimbursements direct deposited to either my checking or savings accounts?

Yes. Either account is eligible. However, only one account can be designated to receive the direct deposit. 

Can I have my reimbursements direct deposited to my spouse's account?

No. The account to which the reimbursement is deposited must carry the same name as the reimbursement check. The account can be held in joint status, as long as the employee’s name is on the account.

What if I choose to change my direct deposit to another account or financial institution?

In order to change the bank account that will receive your direct deposit, sign into the My Cal Poly Portal and update your banking information. Within 2 - 5 business days your direct deposit payments will be redirected to the new account and/or new financial institution. IMPORTANT: the old account must be kept open until the first reimbursement is direct deposited into the new account. Once a deposit is made to the new account, the old account can be closed. If the old account is closed before your new banking information takes effect, the direct deposit payment will be rejected by the financial institution. A paper check reimbursement will be issued 7 - 15 business days after the original reimbursement is returned to Payment Services by the financial institution.

What happens if my direct deposit payment is rejected by my financial institution because of a problem with the account or routing number?

If a direct deposit payment is rejected by a financial institution because of an invalid account number or routing number, Payment Services will remove the banking information from the direct deposit program and issue a paper check. The paper check will be issued 7 to 15 business days after Payment Services receives the rejected direct deposit from the financial institution.

What happens if I am overpaid through Direct Deposit?

If an overpayment is made through direct deposit, Payment Services can recover the funds directly from the account designated for direct deposit or recover the funds from future reimbursement checks.  If the overpayment is to be recovered from a future reimbursement, removal from the Direct Deposit program may be necessary. Payment Services will notify the payee prior to processing any overpayment recovery.

Am I the only one who can cancel my Direct Deposit authorization?

No, Payment Services may remove the Direct Deposit authorization.

Accounts Payable will notify you by phone and/or email if the Direct Deposit authorization is removed.

What if I terminate my employment with Cal Poly SLO?

You will need to cancel the Direct Deposit authorization through the My Cal Poly Portal.