REG 05.45.01 – Direct Deposit of Pay
Authority: Executive Vice Chancellor, Finance and Administration
History: First Issued: October 1, 1991. Last Revised: September 27, 2024.
Additional References:
Expense Reimbursement Direct Deposit Bank Account Information Change Form
Office of State Controller’s Information on Federal IAT Rules
Contact: University Controller’s Office (919-515-3824)
1. INTRODUCTION
As a condition of new or continued employment, all individuals paid through the North Carolina State University payroll system must participate in the NC State direct deposit process, unless falling within an exception set forth in section 2 of this regulation.
2. EXCEPTIONS
2.1. Because U.S. banking institutions generally require a valid Social Security number for mandatory federal reporting purposes, foreign nationals who experience a waiting period before being issued a Social Security number (SSN) may encounter difficulty in opening a U.S. bank account. Such individuals will be paid temporarily by paper paychecks but are required to enroll in direct deposit as soon as their SSNs are issued.
2.2. Work Study students will be paid by paper check, which may be picked up at the Payroll Office on the pay date, unless they actively authorize direct deposit of their pay through MyPack Portal Employee Self Service or by completing a Direct Deposit Enrollment Form.
2.3. A one-time payment to an individual, such as an honorarium to a visiting foreign national, may be exempted if the payroll director deems direct deposit enrollment impracticable.
2.4. Other exceptions will be considered only for compelling reasons by the Executive Vice Chancellor, Finance and Administration, upon recommendation of the Director of Payroll.
3. DEPOSIT OF PAY TO A FOREIGN ACCOUNT
In accordance with federal regulation, if you forward the entire amount of your NC State payroll direct deposit from your U.S. bank to a bank in another country, you must advise the NC State Payroll Office, who will notify the U.S. Treasury Department.
4. ENROLLMENT AND ACCOUNT INFORMATION
4.1. Individuals (except Work-Study students as noted above) must enroll for direct deposit at the time of hire, typically on the first day of employment.
4.2. Individuals may designate up to five (5) total accounts (which may be at one or more financial institutions) for direct deposit.
4.3. The bank account designated to receive the ‘balance’ of the individual’s paychecks for direct deposit of pay also serves as the individual’s default account for reimbursement of NCFlex – flexible medical and dependent care spending account(s) (FSA) claims, if enrolled, as well as university business-related expenses, such as travel expense reimbursements. Individuals who wish to have their business-related reimbursements directed to an account other than the ‘balance’-designated account to which their pay is deposited should complete an Expense Reimbursement Direct Deposit Bank Account Information/Change Form through the Accounting Office.