Guidelines for Individual Distribution of Payroll Checks

Prior to requesting individual distribution of payroll checks, directors/department heads are requested to make a dedicated effort to achieve 100% participation of all monthly and biweekly employees in the Direct Deposit Program at Texas A&M University. Payroll, Tax and Employee Resources supports and assists with activities at the departmental level that are designed to: educate employees on the mutually beneficial aspects of direct deposit; outline the advantages and expectations for participating employees; and, explain the details of the program at TAMU. Departments should implement all, or a combination of, the following suggestions in working to achieve 100% direct deposit participation.

Promotion of Direct Deposit

Provide written Direct Deposit information as a part of the departmental new hire/reappointment paperwork and orientation process. Visit the ES Direct Deposit information web page for the revised form.
Provide personal assistance in completing the Direct Deposit Authorization form or assisting the employee to sign up for direct deposit in HRConnect through Single Sign On.
Refer employees to Payroll, Tax and Employee Resources to pick up an authorization form or ask questions if needed. PTER staff, located on the 1std floor of the General Services Complex at 750 Agronomy Rd., help employees complete the form.
Provide routine and periodic communication to departmental employees as a reminder of your support of Direct Deposit, an employee benefit. Refer employees to the ES Direct Deposit information web page.
Monitor departmental participation and request feedback if an employee declines or discontinues direct deposit. Contact Payroll, Tax and Employee Resources for current participation percentages for your pay sequence.
Include direct deposit information in departmental staff meetings and solicit support from participating employees to encourage non-participants to enroll in direct deposit. Testimonials from co-workers can provide encouragement to another employee who is making the Direct Deposit decision.
Plan group meetings to focus on the benefits of Direct Deposit and encourage attendance of non-participants. Invite Payroll, Tax and Employee Resources to make presentations in your area to assist in promoting Direct Deposit.

Request Individual Distribution

A department head/director seeking individual distribution for a specific pay sequence should first send a memo or email to Payroll, Tax and Employee Resources, Attention: Manager of Distribution, requesting the change. Upon receipt, Payroll will review participation percentages for the previous 3 months to determine if the pay sequence meets the criteria for individual distribution. Monthly and biweekly percentages are considered separately in determining if participation percentages meet the 98% minimum (or no more than 10 employees who are not enrolled in Direct Deposit).

Notification to Employees

Prior to implementation of the change to individual distribution, the department head/director must notify employees of the change from departmental distribution to individual distribution for employees who receive checks. The notification should be provided in enough advance of the change to allow individual employees sufficient time to plan for picking up checks in Employee Services, 1st Floor of General Services Complex, 750 Agronomy Rd.