HCM: Direct Deposit (entered by department) Guide

The Request for Direct Deposit link allows the departmental HCM administrator to enter or update information that enables the direct deposit of an employee's pay to a designated bank account.

Note: Employees may also enter their own direct deposit information at BLU, look for the Self Service menu, then click Direct Deposit. Instructions can be found on the Self-Service: Direct Deposit page.

* = Required Field

1. Once you are logged into HCM, go to Payroll for North America > Request Direct Deposit.
2. In the Search field, use either the employee id # or name to pull up the correct person's record. NOTE: An employee must have a job in your department for you to update their Direct Deposit information.
3. If the employee already has an existing row, click the + button to insert the new transaction.
   NOTE: The system will automatically copy the last row of data into the newly inserted row. Effective Date defaults to the current date.
   1. Accept the default Effective Date* (current date).
   2. Tab to Status*. Select "Active" to make a bank account active for direct deposit or "Inactive" to make a bank account inactive for direct deposit as of the Effective Date.
   3. Select either Account Type of "Checking" or "Savings."
   4. Tab to Account #* and type in the account number from the bottom of the employee's voided check or from a savings account deposit slip. Do not type spaces, slashes, dashes, or other punctuation in the account number. After you enter the transit number, click the yellow Refresh button at the bottom of the page. If the transit number corresponds to a bank in the Payroll system, the name will display next to that field. (If this fields turns red it is because Payroll does not recognize it as a valid bank. Contact Payroll to have it added to the list of accepted banks.)
   5. Tab to Transit #* and type in the bank transit routing number from the bottom of the employee's voided check. Transit routing number is usually the first 9 digits (reading from left to right) and is normally located between two colons. For savings accounts, contact the financial institution for the transit routing number.
      NOTE: Make sure you do not include the check number in the account number.
   6. Let the employee know that there is a waiting period before Direct Deposit action takes effect, dependent on the entry date of your request, the number of requests received and the payroll deadlines. It can take up to a month to set up, so if a payroll payment is generated for the employee during the verification period, a paper check will be produced and mailed to the department.

NOTE: Direct deposit information for employees is sent automatically to the Berkeley Financial System (BFS). Employees who receive payments/reimbursements from BFS will have those payments deposited by EFT (electronic fund transfer) to the account they set up for Direct Deposit in HCM (except when prohibited from receiving such payments by EFT by policy, e.g. petty cash custodians). Employees who wish to make other arrangements for BFS payments should contact Disbursements at check_eft@berkeley.edu.