Accounting Office

Frequently Asked Questions and Answers

  1. What is the direct deposit program?
  2. What are some of the advantages of direct deposit?
  3. Will I be eligible for direct deposit if I reside out-of-state?
  4. How do I enroll in the direct deposit payment program?
  5. Why is the bank routing number and the account number requested in the enrollment authorization form?
  6. What will happen after I signed up on WebAdvisor?
  7. When will my direct deposit funds be posted to my account and available to me?
  8. How will I know my payment has been sent to my financial institution?
  9. Can I have my payments deposited to either my checking or savings account?
  10. What if I choose to transfer my direct deposit to another account or financial institution?
  11. What happens if I had direct deposit and closed my account, but didn’t notify the Accounting Office?
  12. What will happen if a payment is rejected by my financial institution due to a problem with the account?
  13. If my funds are not deposited on the scheduled date, who should I contact?
  14. What should I do if I still receive a paper check after my direct deposit is activated?

1. What is the direct deposit program?

Under the direct deposit program, the Accounting Office will transfer your reimbursements/vendor payments directly into a checking or savings account at a financial institution designated by you.  Instead of receiving a paper check, you will receive a Direct Deposit Advice that shows your reimbursement/payment amount.  This payment program is available for Faculty, Staff, Students & Vendor receiving payments for reimbursements or vendor payments.

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2. What are some of the advantages of direct deposit?

Direct deposit of your payment offers several benefits, including:

  • Fewer trips to your financial institution.
  • Avoiding long lines at your financial institution.
  • Convenient and consistent deposit of payments regardless of where you reside.
  • Less risk or error due to a lost warrant or misdirected deposit by your financial institution.

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3. Will I be eligible for direct deposit if I reside out-of-state?

Yes, payments can be deposited in any financial institution within the United States, as long as your institution is participating in the program for automated deposits.  Check with your financial institution to find out if it will accept automated deposits.

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4. How do I enroll in the direct deposit payment program?

To enroll in the direct deposit program, you must log in to WebAdvisor or view the Direct Deposit Instructions.

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5. Why is the bank routing number and the account number requested in the enrollment authorization form?

 These numbers are used to identify your financial institution and account.  It is extremely important that this information be accurate.  If not, it will increase the length of time to enroll in the Direct Deposit Program.  If incorrect, funds could be routed to the wrong account.  We recommend that you verify your bank routing and account numbers with your financial institution before the enrollment authorization form is submitted to the Accounting Office.     

Please Note:  A number of credit unions and other financial institutions use a depository service company to process personal check transactions.  The bank routing number for this depository service may be printed on your personal checks.  This may not be the correct routing number to use for direct deposit.  For the correct routing number, please contact your financial institution.



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6. What will happen after I signed up on WebAdvisor?

The Accounting Office will submit a “Prenote” file to the bank to verify that you have an active account at your designated financial institution. The “Prenote”, or test file, only verifies that an actual account exists.  After this test, your account will be ready for direct deposit.

If the account information is accurate, direct deposit will be activated 15 days after you signed up. You will then be receiving direct deposit payments for your reimbursements as scheduled.

If your account information is inaccurate, the ACH Services will notify the Accounting Office, which will contact you for corrections.  

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7. When will my direct deposit funds be posted to my account and available to me?

Payments to faculty, staff & students are every Friday.  Funds should be available to you on the E-Check Date that is shown on your E-Check Advice.

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8. How will I know my payment has been sent to my financial institution?

You will receive an email Direct Deposit Advice that shows payment information like E-Check No., E-Check Amount & E-Check Date which is the date it will post to your bank.  This document informs you that the funds were sent to your financial institution and will identify the account and routing number into which the funds were deposited.

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9. Can I have my payments deposited to either my checking or savings account?

Yes, you may deposit your payments into either account.  However, you designate only one account to receive your funds.

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10. What if I choose to transfer my direct deposit to another account or financial institution?

If you choose to transfer your direct deposit to another account or financial institution, you will need to log in to WebAdvisor to make the changes or click here for instructions on changing bank accounts.  It is extremely important that you leave the old account open until your first payment is deposited into your new account.

Once a deposit is made to your new account, the old account may be closed.  If your old account is closed before you notify the Accounting Office of the change, the payment will be rejected by the financial institution and payment will not be made until the funds are returned back to Willamette University’s bank account. 

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11. What happens if I had direct deposit and closed my account, but didn’t notify the Accounting Office?

 If you close the account without notifying the Accounting Office, you need to contact your financial institution to have the funds returned to Willamette University’s bank account.  The direct deposit will be replaced with a paper check when the returned funds are available by the Willamette University’s Financial Institution.

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12. What will happen if a payment is rejected by my financial institution due to a problem with the account?

If your financial institution rejects a payment due to an invalid account number, the ACH department will notify the Accounting Office, which will notify you of the return.  Payment will not be made until the Accounting Office receives the returned funds from the financial institution.  This process usually takes three to five business days.

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13. If my funds are not deposited on the scheduled date, who should I contact?

If your funds are not available by the designated date (the E-Check Date that shows on your E-Check Advice), you should do one of the following:

  • If you received a Direct Deposit Advice that shows that a payment was issued, contact your financial institution to verify the posting status.  Usually, the problem can be resolved at this level.
  • If your financial institution has not received your funds or they were rejected due to a change in your account, contact the Accounting Office immediately so that a trace can be initiated.
    

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14. What should I do if I still receive a paper check after my direct deposit is activated?

Contact the Accounting Office.  You will continue to receive a paper check if the Accounting Office has encountered problems while processing your payment, such as a the bank account you have indicated is closed or invalid account or if you still haven’t corrected the bank error we’ve notify you about.

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