DOA Direct Deposit Mandate

To: Management Council Members, VPs of Finance, CHROs, and Payroll Officers

From: Shared Services Center

Area: Human Resources Operations

Reason: March 31, 2020

Re: DOA Direct Deposit Mandate

In response to the Department of Accounts bulletin 2020-05, the Shared Services Center will modify the direct deposit SilkRoad task to instruct new hires to upload direct deposit information and supporting documentation for their Agency HR to review. Agency HR will receive a notification to review and verify documents and can then submit to payroll for processing.

Existing Employees: In the event, an existing employee needs to enroll or update their direct deposit information, he/she will be able to do so through SilkRoad. For this to occur, the Agency HR will submit a request to onboarding to add a Payroll Change event to the employee’s SilkRoad account. The SSC will initiate the event to notify the employee to log on and complete the payroll task and eforms. Agency HR will receive a notification to review and verify documents and can then submit to payroll for processing.

Direct Deposit for Payroll Mandate

Direct Deposit Mandated Direct deposit or use of prepaid debit card is mandatory for all (see exceptions) salaried and wage employees effective immediately. This action is necessary to reduce the risk of the spread of the novel coronavirus (COVID-19) to the staff who are involved in check printing and distribution both centrally and at agencies and also to ensure no disruption to receipt of pay by employees should the check printing/distribution process be disrupted due to building closures or other workforce actions.

The electronic deposit can be to a financial institution of the employee’s choosing, to the Commonwealth’s payroll debit card (Way2Go), or to any other personal debit/pay card that will accept electronic deposits. Please note that the Commonwealth does not participate in any early payment direct deposit programs (i.e., Chime); deposits are effective according to published pay dates.

Statutory Authority § 4-601 e.2 of the Appropriation Act authorizes the State Comptroller to mandate payment of wages or salaries to state employees via electronic means.
Exceptions The mandate applies to all employees paid centrally or by a decentralized higher education institution. While students employed in a federal work-study program cannot be forced to participate in direct deposit, they should be strongly encouraged to do so to prevent a delay in receipt of their wages. Please refer to CAPP Topic 50445 for additional information on exceptions.

https://www.doa.virginia.gov/reference/CAPP/CAPP_Topics_Cardinal/50445.pdf

If you have any questions or concerns, please contact the HR Operations Line Manager, Adina Slyter at aslyter.