SOP_NUMBER: 104.36
TITLE: Direct Deposit
REFERENCE_CODE: IVO15-0002
DIVISION: Administration & Finance
TOPIC_AREA: 104 Policy-HR Payroll/Compensation/Salary
EFFECTIVE_DATE: 2018-01-30
WORD_COUNT: 444
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105246
URL: https://gps.press/sop-data/104.36/

SUMMARY:
This policy requires all GDC employees to enroll in direct deposit for receiving paychecks, expense reimbursements, and terminal leave checks within 30 days of hire or rehire. Employees may request an exemption through the State Accounting Office (SAO), but failure to enroll in direct deposit without an approved exemption can result in disciplinary action up to and including dismissal.

KEY_TOPICS: direct deposit, mandatory direct deposit, payroll, paychecks, employee enrollment, Team Georgia ESS, terminal leave, pay distribution, SAO exemption, banking information, check stubs, mailing address

ATTACHMENTS:
  1. SAO Direct Deposit Notification Form
     URL: https://gps.press/sop-data/104.36-att-1/

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FULL TEXT:
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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Direct Deposit|**Policy Name:**Direct Deposit|**Policy Name:**Direct Deposit|
|**Policy Number:** 104.36|**Effective Date:** 1/30/2018|**Page Number:** 1 of 2|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|


**I.** **Introduction and Summary:**







All employees are required to use direct deposit to receive paychecks, expense
reimbursements and terminal leave checks unless granted an exception by the State
Accounting Office (SAO). As a condition of employment, all applicants are required to
enroll in direct deposit within 30-days of hire/rehire.

**II.** **Authority:**


A. O.C.G.A.: § 50-5B-3(3) State Accounting Office-Disbursement;

B. SAO Statewide Business Process Policy & Procedure: Mandatory Direct Deposit; and

C. GDC Standard Operations Procedures (SOPs): 104.35 Payroll Check
Distribution/Payroll Exceptions.

**III.** **Definitions:**

**Terminal** **Leave**    - Annual leave paid upon separation of employment.

**IV.** **Statement of Policy and Applicable Procedures:**

A. Enrollment:


1. [As a condition of employment, new hires and rehires must access the Employee](https://team.state.ga.us/psp/saopa/EMPLOYEE/EMPL/h/?tab=PAPP_GUEST)

Self Service (ESS) feature of the Team Georgia website and complete the
appropriate direct deposit information.

2. Current employees receiving pay by paper checks are required to immediately

[enroll in direct deposit by accessing the Employee Self Service](https://team.state.ga.us/psp/saopa/EMPLOYEE/EMPL/h/?tab=PAPP_GUEST) feature of the
Team Georgia website and completing the appropriate direct deposit information.

3. Employees enrolling in direct deposit will receive a paper check until banking

information is validated by the financial institution.

B. Employees must access ESS to update their mailing address.

C. Employees will access ESS to print check stubs.

D. Exemption to Mandatory Direct Deposit.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Direct Deposit|**Policy Name:**Direct Deposit|**Policy Name:**Direct Deposit|
|**Policy Number:** 104.36|**Effective Date:** 1/30/2018|**Page Number:** 2 of 2|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|



1. Employees may apply for an exemption to the mandatory SAO Direct Deposit

[directive Reference SOA’s website,](http://sao.georgia.gov/vgn/images/portal/cit_1210/62/10/158252492SAO_Direct_Deposit_Policy_Final%20_3_.pdf) [www.sao.georgia.gov](http://www.sao.georgia.gov/) for further information.

2. Employees will receive a response directly from SAO within 15 business days of

receipt of the request.


E. Employees, who do not have direct deposit and have not been granted an exemption

by SAO, are subject to an adverse action, up to and including dismissal.

**V.** **Attachment:**

Attachment 1: SAO Direct Deposit Notification Form

**VI.** **Record Retention of Forms Relevant to this Policy:**

Upon completion, Attachment 1 shall be retained permanently in the employee’s Human
Resources file.