Kansas Department of Administration

10-a-017 - Direct Deposit of Employee Travel & Employee Expense Reimbursements (May 21, 2010) (Supplements 10-p-026)

INFORMATIONAL CIRCULAR NO. 10-A-017 (Supplements 10-p-026)
DATE: May 21, 2010
SUBJECT: Direct Deposit of Employee Travel & Employee Expense Reimbursements
EFFECTIVE DATE: October 1, 2010; Transition period July 1, 2010 – Sept. 24, 2010

Randy Kennedy

(785) 296-2125


APPROVAL: Image of approval signature.
SUMMARY: Implementation of 100% Direct Deposit of Employee Travel & Expense Reimbursements for State of Kansas Employees


On May 21, 2010, the Department of Administration announced the implementation of a policy of 100% direct deposit for employee payroll and travel and expense reimbursements effective for all payments made on or after October 1, 2010. Employees who currently receive paper reimbursement warrants can elect to transition to either traditional direct deposit or to a Skylight paycard. The Skylight Paycard Program, currently available for employee payroll processed in SHARP, is being expanded to include SMART employee travel and expense reimbursements.

For those employees currently receiving paychecks via electronic deposit, the SMART Travel and Expense Module will be populated with the employee electronic deposit account information available in SHARP as of June 18, 2010. For employees with multiple SHARP paycheck direct deposit accounts, the account designated as the lowest number (first) priority will be migrated into SMART as the default. The other accounts will be available in SMART so the employee may choose to select a different account as the default for travel and employee expense reimbursements. Agencies can begin making these changes when SMART becomes available on July 1, 2010.

The transition period for electing either direct deposit or the paycard will be July 1, 2010 – September 30, 2010. Employees with existing checking/savings accounts can request direct deposit via completion of a revised version of the DA-184 Authorization For Direct Deposit of Employee Pay form. Currently the DA-184 is used exclusively for SHARP payroll purposes. Effective July 1, 2010, it will be used for direct deposit for both systems and provides employees with the ability to distribute reimbursements to a maximum of nine different bank accounts. For purposes of travel and expense reimbursements, only one bank account can be used.

The Department of Administration has renewed its partnership with Skylight Financial, Inc. (associated with U.S. Bank) to provide Skylight paycards to employees who choose this option. The Skylight paycard is an FDIC insured ATM/debit-based bank account where pay deposits, and now travel and expense reimbursements, can be made.

Detailed information regarding the new paycard contract, the transition to 100% direct deposit, and the use of the revised DA-184 will be issued over the next several weeks. See also Informational Circular 10-p-026


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