05-a-005 - Mandatory Direct Deposit for State Employee Reimbursements (July 7, 2004) (supplemented by 05-a-012)

DATE:	July 7, 2004
SUBJECT:	Mandatory Direct Deposit for State Employee Reimbursements
EFFECTIVE DATE:	January 2005 STARS Business
A & R CONTACT:	Vendor File:
	Nickie Roberts	(785) 296-7917	(nickie.roberts@da.state.ks.us)
	Vendor Payments:
	Randy Kennedy	(785) 296-2125	(randy.kennedy@da.state.ks.us)
	Paycard Questions:
	Sunni Zentner	(785) 296-7058	(sunni.zentner@da.state.ks.us)
APPROVAL:
SUMMARY:	Effective with January 2005 STARS business, all state employee travel and miscellaneous reimbursements must be made using direct deposit

Informational Circular 04-P-007, issued October 16, 2003, provided information related to the State of Kansas Paycard. The paycard program provides agencies with a method that allows all employees to participate in direct deposit, even those without a bank account. The State of Kansas Paycard Program enables the State to realize cost savings and increase efficiencies by replacing payroll checks currently issued with electronic transfer of pay to employees.

To build on the efficiencies and cost savings related to direct deposit of payroll, it has been determined that state employee reimbursements processed through STARS should also maximize the use of direct deposit. Effective with January 2005 STARS business, all STARS payments made to state employees must be made as direct deposit.

During the last December 2004 STARS nightly batch cycle, all state employee vendor records that do not contain banking information will be changed to inactive status, and will be suspended until such time as the employee's STARS vendor record has been updated to include the appropriate banking information. Those employees who do not have an account at a financial institution, or prefer to not use their existing account for STARS reimbursements, should be provided with a paycard as outlined in Informational Circular 04-P-007. All state employee travel and miscellaneous reimbursement payments processed through STARS as January business, and thereafter, must contain the appropriate payment indicator so that the payments will be made electronically.

State agency management should take steps to obtain the completed Authorization for Electronic Deposit of Vendor Payment (Form DA-130) from employees and submit them to the Division of Accounts and Reports for those employees who will be traveling, but do not have valid banking information in their vendor record. (NOTE: This form is used to deposit STARS payments only. Payroll direct deposits will continue to be authorized using Form DA-184, Authorization for Direct Deposit of Employee Pay.) It will not be necessary to take any action for those employees whose vendor record already contains the appropriate information or for those employees who will not be receiving any reimbursements through STARS.

DB:JR