Overview
IU's Direct Bank Deposit is:
| Dependable |
Safe |
Simple |
• Immediate availability of funds
on payday
• No loss of leisure time
• No need to make special
arrangements when absent or
on vacation |
• No lost or stolen
checks
• No overdrafts due to
late deposits |
• Fill out the IU Direct Bank
Deposit Online Authorization form
to have your pay automatically
deposited to your checking or
savings account. |
Here are the steps on how Direct Deposit works online.
1. Getting Your Direct Deposit Started
Direct deposit information cannot be entered until an employee has been hired in the Human Resources Management System and all EDocs approved. Your hiring department will tell you when you can officially begin using online direct deposit.
Before you start, have a check or savings account information in front of you to begin your set up. While all necessary information is on your current checks, you will have to get the bank's Transit Number for savings accounts in addition to your account number. How to read the numbers on your check is explained below.
You must be absolutely sure of your bank numbers and all accounts you wish to add to your Direct Deposit. Validation of the bank will show on screen but not on personal account numbers. Warning: If you accidentally type in the wrong account number, your paycheck could be deposited into someone else's account, or not be deposited at all. Please double-check your data entry before saving your direct deposit request.
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2. How to Find Your Direct Deposit Information in OneStart
Go to OneStart and click on the Login button. Enter your user name and password into the Central Authentication Service system screen and click on the login button.
Once you are in OneStart, click on the Services tab:
On the Services page, look for the Employee Self Service portlet. Employees can access the Direct Deposit Sign-up through the Payroll Direct Deposit link under Payroll.
You should now see a window titled Direct Deposit followed by your name directly under "Direct Deposit."
If if this Direct Deposit pop-up window does not appear, check two things: 1) Change your pop-up blocker settings in your browser as shown below:
You can allow pop-ups from IU, including OneStart, and still keep your pop-up blocker "on" for security.
2) Make sure you have Adobe Acrobat Reader installed.To read the pay advice files, you must have Adobe's Acrobat®
Reader installed on your computer. A free copy of Acrobat® Reader can be downloaded from
the Adobe web
site. Consult your departmental technical support team for assistance if necessary.
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3. Explanation of Direct Deposit
Here is an explanation of all the fields in the Direct Deposit Detail window.
Direct Deposit Distribution: This is a reminder that any type of earnings from your work at Indiana University will be directly deposited according to this distribution. This includes regular pay, pay overtime, additional pay, summer pay, etc.
Account Type Column: You may deposit your earnings into your Savings and/or Checking accounts.
Checking Accounts: Your personal checks can be used to locate this number for your checking account. As the sample shows below, this information is at the bottom of your personal check.
Savings and Other Types of "Savings" Accounts: Deposit slips may not include the correct bank Routing Numbers. For accounts other than checking accounts, contact your bank or financial institution to get their Routing Number.
Routing Number Column: This is the ABA (American Banker's Association)
Routing or Transit number used to identify a financial institution when making electronic transactions.
Account Number Column: Your bank account number (see check sample above for location on check).
Deposit Type Column: Percent, Amount, or Balance
Percent: Percent of Net Pay. Enter the percent you want deducted from your total "Net Pay" and direct deposited to the account you specify. Regardless of the priority, this is always a percentage of your total Net Pay.
In our example below, 5% has been specified to go into a savings account. That means that no matter what the total amount of the paycheck is, five percent of that total will be put into the designated savings account.
Amount: You can specify an amount from your total "Net Pay" to go into a different account. In this example, an amount of $25.00 has been designated as the amount to going into the savings account.
Balance: The account where all of your "Net Pay," in the case of a single direct deposit account, or the remainder of your "Net Pay", in the case of multiple direct deposit accounts, is deposited. Every employee using Direct Deposit must have one "Deposit Type of Balance," which has a system-established priority and this setting cannot be changed.
Amt/Pct Column
The "Amount" or "Percent" column, depending which "Deposit Type" you choose, is either the dollar amount to be deposited or the percentage. In the examples above, 5% and $100 were indicated.
Deposit Order Column
"Deposit Order" is a unique number, associated with each of your accounts, that establishes the order that your "Net Pay" will be deposited into your accounts, from highest to lowest (1-998).
Your "Deposit Type of Balance" always has the lowest priority (999), which is set by the system and cannot be changed. This is the account where the remainder of your "Net Pay" is deposited.
Change Buttons: Add Account, Edit, and Delete
"Edit" and/or "Add a New Account": Use the ADD ACCOUNT button to set up your initial direct deposit or add to an existing direct deposit; use the EDIT button to change an existing account. Click here for steps on how to use these buttons.
Deleting Accounts : When you click on a "Delete" button by one of your accounts, the "Delete Confirmation" window opens and asks “Are you sure you want to delete this Deposit Account: 0000000?” Click here for steps on how to delete an account. Note: Remember that a balance account cannot be deleted.
HELP: Takes you to this Direct Deposit document any time you need it at http://www.fms.indiana.edu/payroll/DirectDeposit.htm
4. Payroll Authorization and ending Employee Self Service session
Payroll Authorization: In order to set up or make changes to your direct deposit distribution, this box must be checked. See the red arrow below pointing out where this check box is on the form.
Ending Your Direct Deposit Self Service Session: It is important that you close this window by clicking EXIT in the upper right hand corner of the window when you are finished, to protect your privacy. If you are using a public or shared computer, unless you completely close this window, others can have access to your account information. Be sure to log out of OneStart by clicking on "logout" inupper right hand corner of OneStart window.
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5. FAQs: Frequently Asked Questions about Direct Deposit Online
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Q: How do I set up a very basic, one account Direct Deposit?
Open the Direct Deposit portlet in OneStart (Go to the "Start Direct Deposit" button at the top if you need help).
1. For IU employees who already have Direct Deposit:
You should see your existing Direct Deposit account in the Employee Self Service portlet when you click on Payroll Direct Deposit. You do not need to do anything if you wish to keep your Direct Deposit as it was originally set-up.
To change your account, use the EDIT button. If you have more than one account already set up, delete the non-BALANCE row(s). Then edit the balance row as needed. Remember to click the checkbox near the bottom to confirm the action.
2. For employees setting up Direct Deposit for the first time:
You should see a Direct Deposit window with your name on the second line at the top. Below the Direct Deposit Detail bar and row of field names, there is a blank area (in the form a of pale bar) and below that, the Add Account button and Payroll Authorization information below that. When you have your information filled in, remember to click the checkbox near the bottom to confirm the action (see large arrow below).
Have a check or savings account information in front of you to begin your set up. While all necessary information is on your current checks, you will have to get the bank's Transit Number for savings accounts in addition to your account number. Click on the ADD ACCOUNT button. The only fields you need to complete are Direct Deposit Account Type, Transit Number, and Account Number. Check the Payroll Authorization box to complete the process. If you need help, go to sections
1. Getting Your Direct Deposit Started and/or 3. Explanation of Direct Deposit.
Read the Payroll Authorization (ACH Credit) information below the fields. You must give your consent to this change by checking the box following the statement: “I agree to the above terms and conditions by checking the box.” Click the Save button. If you have not checked the authorization box, you will see a window pop up that asks you to agree to the authorization in order to save it. Click OK. Once the authorization box is checked, the "Save" button will save your changes. A "Save Confirmation" window opens to inform you that your "Save" was successful. If no errors occurred, you will automatically be sent an e-mail confirmation when the changes have been saved to the payroll system.
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Q: How long will it take for Direct Deposit to go into effect?
The combined timing of when you add or change your direct deposit, and when payroll closing occurs, will determine whether your next pay is sent to your financial institution electronically or whether you will get a paper check.
Please contact your financial institution on your next pay day to verify that your direct deposit was initiated. Your departmental payroll staff can let you know when the next payroll closing will occur for your paygroup (biweekly or monthly).
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Q: How will I know if my Direct Deposit was saved in the payroll system?
If no errors occurred, you will automatically be sent an e-mail confirmation when the changes have been saved to the payroll system.
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Q: How can I check that I entered all my information correctly?
To verify your Direct Deposit set-up, go to the in the Employee Self Service portlet when you click on Payroll Direct Deposit. Your current data will be shown.
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Q: How manyaccounts can I have in my Direct Deposit set-up?
You can have either a single account or multiple accounts. Some banks will only allow one Direct Deposit per employee so check with your bank as to what their policy is. See detailed explanations and samples below.
Single Account
If you only have one direct deposit account, it is also your "Balance" account. The amount deposited to this account would be the total amount of your "Net Pay." The "Amt/Pct" field will be blank as shown in the example below.
Multiple Accounts
If you have multiple direct deposit accounts, at one or more financial institutions, you will have an account for each direct deposited "Amount" and you will have one "Deposit Type" of "Balance." You can have multiple savings and/or checking accoutns as your bank(s) allow.
Example 1 - Direct Deposit by Amount
Your Net Pay is $500 for this pay period. Using the sample below your money would be distributed as follows:
Deposit Order 1: $25
Balance: $475 (The rest of the deposit left after Deposit Order 1 is deposited.)
Example 2 - Direct Deposit by Percent
Your Net Pay is $500 for this pay period. Using the sample below your money would be distributed as follows:
Deposit Order 1: 5%
Balance: The rest of the deposit (95%) left after Priority 1 and 2 accounts are deposited.
You may set up multiple savings and checking accounts to have your paycheck distributed to.
Note: When distributing by percent, the actual amounts deposited will change when net pay changes. When distributing by amount, the specified amount will not change as net pay changes. Only the balance amount will change.
Q: How do I change my deposit type and bank or account numbers?
To make changes, use the "Add Account" "Edit," and "Delete" buttons.
To Edit and Add Accounts: The process is basically the same whether you change your balance account to a different bank account or add a new one, press the "Edit" or "Add Account" buttons.
1a. To add a new account, click the "Add Account" button.
[To see what the "Add Account" screen looks like, click here: AddAcctDD.]
1b. To change your existing accounts click the Edit button. [To see what the "Change Direct Deposit" screen looks like, click here: Change DD.]
2. On the "Change Direct Deposit" or "Add Direct Deposit" screen, click the appropriate Direct Deposit "Account Type;" change/add the "Transit Number," and "Account Number."
3. Read the Payroll Authorization (ACH Credit) information below the fields. You must give your consent to this change by checking the box following the statement: “I agree to the above terms and conditions by checking the box.”
4. Click the Save button. If you have not checked the authorization box, you will see a window pop up that asks you to agree to the authorization in order to save it. [To see what this error screen looks like, click here: Authorization Failure.]
Click OK. Once the authorization box is checked, the Save button will save your changes.
5. A "Save Confirmation" window opens to inform you that your "Save" was successful.[To see a sample of this screen, click here: Save Confirmation.]
Deleting Accounts: When you click on a Delete button by one of your accounts, the "Delete Confirmation" window opens and asks “Are you sure you want to delete this Deposit Account: 0000000?” Click the Yes - Delete button and you will receive a "Save Confirmation" window where you click OK. [To see a sample of this window click here.]
Note: You cannot delete your balance account. If you need to terminate all Payroll Direct Deposit with Indiana University, please see the FAQ: How do I stop my online Direct deposit? You may also contact your campus payroll office.
Q: Can I change multiple accounts into a single deposit account?
If you have multiple direct deposit accounts, at one or more financial institutions, you will have an account for each direct deposited amount and you will have one "Deposit Type" of "Balance." You can edit your multiple Direct Deposit down to a single account and you can designate the "Deposit Type" of "Balance." to be either "Checking" or "Savings".
Click on the "Delete" button for the account line you wish to delete. The "Delete Confirmation" window opens asking if you are are sure you want to delete this account line. Click "Yes-Delete" if you still wish to consolidate your accounts into one deposit account. Do this for each line until you are left with the account that you want your entire paycheck to be deposited into.
Q. How do I change from a single deposit account to multiple deposit accounts?
If you want to keep your original balance account direct deposit, just add other account(s) as needed. The example below shows the original single account direct deposit which is a checking account:
Example: You want to have a percent or amount of your pay go to a savings account and the remainder to the original checking account (your existing Direct Deposit account). To add the additional account, click the "Add Account" button and enter the information for your savings account. The "Add Direct Deposit" window opens [click here to see a copy of the Add Direct Deposit screen].
First, fill in these fields: Direct Deposit "Account Type," "Transit Number," and "Account Number."
Next, choose amount or percent for deposit type, and in the next field (which says amount, but means the "amount of the percent") put whatever percent or amount you want to go to that account. Be sure to only put in numbers, no percent sign or dollar signs.
Enter 1 in the "Deposit Order" field, click on the payroll authorization agreement check box at the bottom of the screen, then click the "Save" button. You do not have to do anything to the balance row, because now your pay will be distributed as follows:
1. X amount, or X percent, to your savings account
2. The balance to your checking account
To add more accounts for distributing pay, click on the "Add Account" button again.
Your Direct Deposit should look like the example below once it is saved to the system:
Note: Should you want your Balance account to be a different account or bank, use the Edit button to change the account type, transit number, and account number. Notice you cannot set the other fields, since this is the default balance line.
Q. How do I stop my online Direct Deposit?
When terminating employment with Indiana University or closing out all direct deposit bank accounts in an approved emergency, you must follow the steps below. There is no option for online termination of all Indiana University Direct Deposit.
If you intend to close your account it is very important to STOP your Direct Bank Deposit with the payroll department before you close your bank account. If you fail to do so your pay will continue to go Direct Bank Deposit. Once your pay has been deposited into a closed account, there will be a delay of several business days before your Direct Bank Deposit is recovered from your old account. At that time you will receive a hard copy check.
Steps to terminate direct deposit:
- Direct Bank Deposit Authorization Form (You can fill this out online before printing it.)
- Check the box that says Stop.
- Mail this completed form to your campus payroll office.
If your form to STOP your Direct Bank Deposit is received before the end of the payroll cycle then you should receive a hard copy check for that period.* If your form is received after the end of the current payroll cycle your pay for the current period will be direct deposited but you will receive a hard copy check for the following pay period.
*Please Note: The payroll cycle ends when payroll is closed. Check with your department's payroll staff for specific payroll close dates.
6. Screen Reference Section
A. Blank Direct Deposit account for first time users
Note where the checkbox is located in this window. You must check it to change your direct deposit in any way.
B. The Add Direct Deposit screen looks like this:
Note where the checkbox is located in this window. You must check it to change your direct deposit in any way.
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C. This is what the Change Direct Deposit screen looks like:
Note where the checkbox is located in this window. You must check it to change your direct deposit in any way.
D. Here is what you will see if you fail to authorize your change by not checking the checkbox at the bottom of the authorization text paragraphs:
E. A Save Confirmation window opens to inform you that your Save was successful.
F. When you click on a Delete button by one of your accounts, the Delete Confirmation window opens and asks “Are you sure you want to delete this Deposit Account: 0000000?”
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