Purpose:  The Direct Deposit action/form is used to establish, revise, or delete an employee's direct deposit. Employees can have their net pay deposited into a maximum of 4 separate banks and/or accounts.  This can be a combination of up to two (2) checking and/or two (2) savings accounts.

When submitting a direct deposit change, accounts may be required to go through a pre-note verification process.  If this occurs when payroll processes, you will receive a paper warrant for your entire net pay, mailed to the address on file with the Division of Statewide Payroll.

• For more information on payroll processing dates, see Calendars.
• For questions on the pre-note process, contact the SCO Service Desk at servicedesk@sco.idaho.gov.

Mandatory Direct Deposit Policy

Note:  If more than one Direct Deposit form is submitted, go to Views and delete any forms that should not be processed.

Additional Information:

• Direct Deposit Processing Information
• Frequently Asked Questions 

FILLING OUT THE DIRECT DEPOSIT FORM

In IPOPS under 'Self-Service' select 'Direct Deposit'.

Mandatory fields will be in yellow font and must be completed before the document can be submitted.  

Effective for Pay Date(Mandatory)

This is the date the Direct Deposit is to become effective.

• Click the drop-down list and choose from a total of 13 (thirteen) pay dates. 
• The list will include the first pay period begin date that has not been processed and twelve pay dates in the future.
• Payroll Calendars
  

The Direct Deposit section displays information for all direct deposits that are currently on file for an employee.  The first two rows are used to revise or delete Checking(s) Account(s), and the next two rows are used to revise or delete Saving(s) Account(s).

Note:  If there's not an existing direct deposit on file, all fields will be blank.  

Action - (Mandatory)

• Select 'Add/Revise' when establishing a new Direct Deposit or changing an existing Direct Deposit.
• When 'Delete' is selected, the Direct Deposit information in that row will be deleted.

Method - (Mandatory - If the Action is 'Add/Revise') 

• Full - The net amount pay that will be deposited.
• If you choose 'Full', only one direct deposit row can be coded.
• Partial - if more than one account is used, you may want to have a specific amount (at least one dollar) of your pay check deposited into one account and the remainder deposited into another account.
• More than one partial can be entered on the form.
• A combination of partial methods and one remainder method must be used when coding more than one direct deposit line.
• Remainder - The amount remaining to be deposited after the sum of the partial(s) have been deposited. 

Note:  A combination of Partial Methods and one Remainder Method must be used when coding more than one direct deposit row.

Amount - (Mandatory - If Action is 'Add/Revise' and Method is 'Partial')

Amounts are not allowed if the Method is Full or Remainder.

Amount Field Requirements:

• Numeric Format (e.g. 999999.99)
• Amount must be over $1.00 
• Amount must be under $100,000,000

If an employee has a partial amount that exceeds their net pay, the direct deposit will be automatically stopped and a paper warrant will be issued. 

Example: if a partial amount of $800.00 is set up, and the net pay amount is less than $800.00, the employee will receive a paper warrant.  The following message will appear on the pre-processing report B-444395 if this situation occurs:  "Insufficient Net Pay for DDP - Warrant Issued".   

Note:  The direct deposit will only be stopped for that pay period, no additional action is mandatory to reinstate. 

When using the partial(s) method, the total of all partials should be less than the smallest net pay the employee would receive for any pay period of a month.   

 Example:  1st pay period of the month, an employee receives a net pay of $500.  Last pay period of the month, the employee receives a net pay of $400.  The total of all partials should be less than $400.  Any amount over $400 would be deposited into the account with a "Method" of remainder.

Bank Code - (Mandatory - If Adding or Changing your Account Code)

The nine digit routing number for the financial institution where the employee has established an account.

• Key in the nine digit Bank Code, do not code symbols, slashes or spaces.
• Selecting the blue check mark next to the 'Bank Code' will open up a drop down list of all valid Bank Codes including the financial institutions name in alphabetic order.
• Note:  If a Bank Code is not in the drop down list, send an email to servicedesk@sco.idaho.gov with the bank name and nine digit routing number. 
• Select the bank name from the list and click on the 'RETURN INFO' button.  
• Bank codes that are selected from the drop-down list cannot be edited.  
• Only financial institutions that are members of the Automated Clearinghouse may be used to process Direct Deposits.  
  

Account Code - (Mandatory - If Adding or Changing your Bank Code)

An account number must always be entered when adding a new Bank Code or changing an existing Bank Code. 

• Typically the last sequence of numbers on the bottom of a personal check.  This number can be alpha/numeric and cannot contain any special characters. 
• Maximum length is 17 digits. 
• Account codes vary by financial institution. 

Submitting your direct deposit form

Once the direct deposit form has been completed at the top of the page choose from the following options: (Submit, Save, Delete, Help, Comments, Cancel, or Print).

• Submit - Routes the Direct Deposit form to a Self-Service-Approver in your agency or to DSP (Division of Statewide Payroll) for processing – The following messages will be received: 
• "If you have entered information in the bank account or bank routing number fields, your request will go through a six day verification period.  If payroll is processed during the verification period, you may receive a paper warrant.  Press OK to submit."
• "Document has been sent to Self-Service Approver.  To review saved or submitted documents, go to Self-Service Views.  For additional information please click on the Help button."
• Save - Save the form in a draft status.  The following message will be received: "Document has been saved as a draft.  To open and complete document, go to Self-Service Views.  For additional information please click on the Help button."
• Delete - Deletes the form - The following message will be received: "Are you sure you want to DELETE this draft?"
• Comments - Allows unlimited comments to be added to the form.
• Help - Opens the Payroll and Personnel Guide. 
• Cancel - The following message will be received: "You have chosen to exit without saving your changes.  If you wish to do this, press OK.  By choosing OK, you will be taken back to the Self-Service Views.  If you choose Cancel, the Direct Deposit action remains open."
• Print - Opens the form in a printable version.

   

Updating, Deleting, or Stopping a Direct Deposit

When there are multiple direct deposits and one direct deposit needs to be deleted, select the 'Delete' on the line for the direct deposit you wish to delete.  Move to the other rows to make any other revisions.  

Example:  An employee is deleting one of their existing direct deposits which then requires the remaining direct deposit be changed to 'Full'. 

To stop ALL existing Direct Deposits, click the box next to the 'Stop Direct Deposit' at the top of the Direct Deposit form.

Note:  If you check 'Stop Direct Deposit', no other actions will be allowed until a Direct Deposit is re-established.

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Best day to submit your Direct Deposit forms guide

Form Routing

• This document does not require an authorized signature.  You may route this document internally for review if necessary. If you need to send this document for internal approval, click on the 'SEND' drop down list and select the appropriate internal approver and then click the 'SEND' button.
• To send this document directly to the Division of Statewide Payroll (DSP), click the 'SUBMIT' button.  The document will be in an 'Awaiting-Release' status.
• If a name is selected in the 'SEND' box and the 'SUBMIT' button is pressed, an error message will be displayed and will not let you submit the document until you have cleared the "send to" box.

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