Human Resources Management System

Transaction Process for Direct Deposit

Use Direct Deposit to enter or update information that enables the direct deposit of an employee's pay to a designated bank account. You can also designate whether an employee would like to view their earnings statement online only or also receive a paper statement.

Note: Employees may also enter their own direct deposit information. Please visit https://blu.berkeley.edu, look for the Self Service menu, then click Direct Deposit. Instructions can be found at: http://hrweb.berkeley.edu/hrms/directdeposit.htm

* = Required Field

1. Go to Home>Compensate Employees>Maintain Payroll Data (US)>Use. From the Use Menu, click Direct Deposit.
2. In the Search field, type employee number in Employee ID or last name in Name, and click Search. If a list is displayed, click an Employee ID to bring up the Direct Deposit page. If you receive the message "No matching values were found," verify your selection criteria and change it as necessary.
   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. 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. 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.
      
      After you enter the transit number, click the yellow Refresh button at the bottom of the page (next to the Save and Return to Search buttons). If the transit number corresponds to a bank in the Payroll system, the name will display next to that field. If you receive an error message, verify the transit number.
   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.
      Note: Make sure you do not include the check number in the account number.
   5. Select either Account Type of "Checking" or "Savings."
      Note: If ONLY the Checking account # (not the bank) is changing for an active or rehired employee, you may have to click on Savings button to open up the account # field and then click back on Checking button to mark it as a checking account.
      
   6. Select Online Only (to only view Earnings Statements online) or Print and Send to Home Department (if the person would like to receive a paper earnings statement verifying their direct deposit - can still view online as well).
   7. Click Save to save the direct deposit data. After the transaction saves, verify the bank name to ensure it is the correct financial institution.
   8. Submit the completed Payroll Earnings Distribution Authorization form (UPAY 544A-1 (R8-02) to Payroll. For automatic deposits to checking accounts, attach a voided check to the bottom of the form. Obtain the form at: http://financialoperations.berkeley.edu/Forms/payroll/PayrollEarningsDistributionAuthorization.doc

       

   NOTE: To change from printed statement to online only viewing (or vice versa): Click the plus button to add a row. Select Online Only or Print and Send to Home Department (if the person would like to receive a paper earnings statement verifying their direct deposit- can still view online as well). Then click on the yellow SAVE button.
   
   NOTE ALSO: 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 to the account they set up for Direct Deposit in HRMS (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.