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Direct Deposit for Business Expense Reimbursement FAQ's

 

When will this take effect?
Early September, 2014.

What is Direct Deposit?
Direct deposit is a safe and easy way to have your money deposited directly into your bank account. When you authorize direct deposit, you allow a company or organization to electronically transfer money into your bank account through the bank automated clearing house (ACH) network.

How do I begin using Direct Deposit?

You can set up direct deposit in Employee Self-Service.  It's a very simple process to get started. 

Go to: Employee.Dartmouth.edu.

Under Dartmouth Employee Self-Service, click on Direct Deposit.

Choose which account (if you have multiple accounts) you want your Accounts Payable reimbursements to be deposited into.

Click on Update

Under Preferred AP Account, enter Yes

Click on Apply

***Please note that there is an update process that needs to run overnight before the direct deposit selection will take effect.

How do I request direct deposit for my business expense reimbursements?
The direct deposit authorization form for payroll and expense reimbursement is available at http://www.dartmouth.edu/~control/faq/pay-direct-deposit.html. Complete and sign the form then scan the form to Dartmouth.Payroll@Dartmouth.edu.

How is money deposited into my account?
Dartmouth College's bank will electronically instruct your bank to credit your account for the amount owed to you on the predetermined date. Your bank then deposit the money into your account. You don't need to have an account at the same bank as the College.

How can I be sure my deposit was made?
You will get a payment stub electronically sent to your College email account when the payment is processed by Dartmouth and the information is submitted to the ACH network. Depending on the bank you use, the deposit can take 1- 2 days to post to your bank account. You should check the balance in your account to verify receipt of the funds.

What if there is a discrepancy between my bank statement and the payment stub I received?
Notify Accounts Payable immediately to confirm the amount deposited and research the discrepancy.

Can Payroll take money out of my account or get confidential information about me through my bank?
Dartmouth will only have authority to make deposits and initiate debit entries and adjustments for any deposit entries made in error to your account. The only information Payroll will have is the routing and account numbers that you provide. They will not have access to any other information related to your bank accounts.

Can I stop using direct deposit if I change my mind?
Yes. Just complete the direct deposit authorization form canceling authorization and scan the completed form to Dartmouth.Payroll@Dartmouth.edu.

When can I expect my business expense reimbursement that is direct deposited to be in my bank account?
The reimbursements via direct deposit will be consistent with the standard AP check run cycle. If your reimbursement is processed by your Finance Center by 2:00 pm on Tuesday, it should be deposited into your account on Thursday. If your reimbursement is processed by your Finance Center by 2:00 pm on Thursday, it should be deposited into your account on Monday.

You will get a payment stub electronically sent to your College email account when the payment is processed by Dartmouth and the information is submitted to the ACH network. Depending on the bank you use, the deposit can take 1- 2 days to post to your bank account. You should check the balance in your account to verify receipt of the funds.

How many bank accounts can I direct deposit my business expense reimbursements to?
You can direct deposit your business expense reimbursements into one bank account. The bank account selection must be one of two available accounts utilized for your Payroll direct deposit.

When are the direct deposit stubs emailed?
You will get a payment stub electronically sent to your College email account when the payment is processed by Dartmouth and the information is submitted to the ACH network. Depending on the bank you use, the deposit can take 1- 2 days to post to your bank account. You should check the balance in your account to verify receipt of the funds.

Once I sign up for my business expense reimbursements to be direct deposited, how long does it take for the setup process?
If the account selected is currently established and active in the payroll system your next reimbursement after payroll processes your request will be a direct deposit. To establish a new bank account for direct deposit, it can take up to 3 weeks for the account to complete a pre-note process which verifies the account information entered into the payroll system is correct before it is activated for direct deposit.  

If I make changes to my bank account in Payroll, will there be a break in my direct deposits? If so, how long before my expense reimbursements are direct deposited again?
Yes, if you are making changes to your bank account there will be a break in your direct deposits. You should allow up to three weeks for Payroll to process your change and for the bank's pre-note process, which verifies the account information entered into the payroll system is correct and will reinstate your direct deposits. The account verification process defaults the activation for the direct deposit to 10 business days.

Last Updated: 11/9/15