Questions and Answers

Direct Deposit of Travel Reimbursements

1. May an employee choose to have his/her travel reimbursements deposited into a different bank account from the account that the employee’s paycheck is deposited?

Yes.  An alternate bank account that is different from the employee’s payroll bank account can be set up for your travel reimbursement.  In order to do this, the employee must complete and sign an authorization form (Travel Reimbursement Direct Deposit Bank Account Change Form) for the new account and send to Kim Kelley in the Controller’s Office, Campus Box 7204, Raleigh, NC 27695.   The form may be dowloaded from: http://www.fis.ncsu.edu/controller/forms/directdeposit_travel.doc                                   

The alternate bank account will be effective for travel reimbursements until either the effective date on the payroll bank account is changed or another alternate bank account is authorized.  The system will use the bank account (payroll or alternate) that has the most current effective date for the travel reimbursement.

2. Can an employee receive a travel reimbursement check instead of a direct deposit payment?

Receiving a check is no longer an option for employee reimbursements of travel expenses.  However, employees who are not participating in the payroll direct deposit program will continue to receive a check by mail for their travel reimbursements.  The university incurs additional costs to write checks, however, and as we move to 100% direct deposit, those employees not participating should sign up as soon as possible.  If you need to sign up for direct deposit, please contact Kenkesha Staten, Payroll Specialist, at 515-4349 or Kim Kelley, Assistant Controller for Accounts Payable, at 515-7132.       

3. What bank account will the employee’s travel reimbursement be deposited into?

The travel reimbursement will be deposited into the same bank account used by payroll or an alternate account authorized by the employee using the “Travel Reimbursement Direct Deposit Bank Account Change Form.”

4. Does the direct deposit of travel reimbursements include non-employees?

Not at this time.  Currently, direct deposits of travel expenses are for NCSU employees only.

5. Will travel advances be paid by direct deposit?

Not at this time.  Travel advances will continue to be issued by an NCSU check.

6. Will direct deposits be used for other reimbursements besides travel?

During fiscal year 2006 we are looking at further enhancements using the direct deposit program that will include direct deposits of other employee reimbursements.