III. U. 2. Direct Deposit of Pay

 

I.      Policy

As a service to employees and in an effort to increase the efficiency and effectiveness of payroll processing, the Department of Technical and Adult Education and all associated technical colleges shall provide for the direct deposit of an employee’s wages and, as applicable, travel reimbursements.

II.     Applicability

All work units and technical colleges associated with the Georgia Department of Technical and Adult Education.

III.     Definitions  

Direct Deposit:  The automatic deposit of net salary, hourly wages, or travel reimbursements to an employee’s individual bank or financial institution account by electronic means.

Off-Cycle Check:  A check for wages generated at any point in the calendar month other than an established pay day.

Immediate Supervisor:  A supervisor who establishes performance expectations, coaches, develops, and assesses the performance of a subordinate employee. 

Pay Check:  A check for net pay and a statement indicating the amount of gross pay, authorized deductions, and, if applicable, leave balances.

Reviewing Manager:  A manager charged with reviewing the performance plans and evaluations prepared by lower level supervisor(s) in his/her direct line of supervision.

Terminal Leave Pay:  Payment for accrued, but unused, Annual Leave upon an employee’s separation from employment with the Department or technical college. Terminal Leave Pay is not generated in response to an employee’s transfer to another Executive Branch agency or to another technical college associated with Department of Technical and Adult Education. 

Travel Reimbursement:  Travel expenses (i.e., meals, lodging, mileage, transportation, and miscellaneous expenses) reimbursed consistent with the provisions of the Statewide Travel Regulations developed by the Department of Audits and Accounts and Office of Planning and Budget 

IV.       Attachments

A.     Direct Deposit Authorization Agreement (Technical College)

B.     Direct Deposit Authorization Agreement (Central Office)

V.        Procedures

A.     Eligibility:

  1. All employees (including part-time and temporary hourly-paid staff) are eligible and encouraged to participate in the direct deposit program.
  2. Based on a recommendation of the employee’s immediate supervisor or reviewing manager, the Department or technical college’s Office of Human Resources may temporarily discontinue an employee’s participation in the program if the salaried employee has a low leave balance and is likely to be placed in a Leave Without Pay status for one or more scheduled work days during an established pay period.
B.     Participation:
  1. To participate, an employee must complete a Direct Deposit Authorization Agreement (Attachment A or B).
  2. Deposit(s) of net pay may only be made to one account. Split deposits are not permitted.
C.     Administration:
  1. The following checks will not be automatically deposited into an employee’s account:

    a. The first check following enrollment in the direct deposit program.

    b. The first check after an employee authorizes any change to his/her personal account, including a change of banks or financial institutions.

    c. The last check generated before an employee’s departure from the Department/technical college. NOTE: this provision does not apply to a full- or part-time employee transferring without a break-in-service to another technical college or state agency, or to those part-time, adjunct instructors who will be returning (to the same technical college) in the same capacity the following academic quarter.

    d. If applicable, Terminal Leave Pay.

    e.An off-cycle pay check.

  2. Consistent with the provisions of the Direct Deposit Authorization Agreement, the Department/technical college is authorized to adjust any over/under deposit made to an employee’s account

D.      Change(s) to a Direct Deposit Agreement:

  1. An employee desiring to change his/her bank, financial institution, or personal account must notify the Department/Technical College Human Resources Director/Coordinator (or his/her designee) and complete the appropriate Direct Deposit Authorization Agreement. Similarly, if an employee’s bank or financial institution changes the employee’s account number, a Direct Deposit Authorization Agreement must also be completed.
  2. An employee who desires to discontinue participation in the Direct Deposit Program must notify the Department/Technical College Human Resources Director/Coordinator (or his/her designee) and complete the appropriate Direct Deposit Authorization Agreement. This written notification must be received at least one pay period prior to the requested effective date.

VI.      Records Retention

A completed Direct Deposit Authorization Agreement shall be maintained in an employee’s official personnel file with all other employment-related documents. All such information/documents shall be retained for a period of seven (7) years after an employee’s separation from employment.                  

Adopted April 3, 2008