You can set up direct deposit for expense reimbursements and student account refunds in just a few minutes! Please note: this is different than payroll direct deposit.
We encourage employees who have large volume of reimbursement requests to use P-Card.
Start by having your 9-digit bank routing number and your bank account number handy. You can find this information on the bottom of your checks, or by calling your financial institution.
- Log into the WU Portal
- Click on Colleague Self Service (employees) or Student Self Service (students)
- Select Banking Information
- Click on Add an Account and follow the instructions
- What is the direct deposit program?
- How do I enroll in the direct deposit payment program?
- Why is the bank routing number required to set up direct deposit?
- How will I know my payment has been sent to my financial institution?
- Can I have my payments deposited to either my checking or savings account?
- Can I set up direct deposit to a foreign bank account?
- How to I change bank accounts?
- What happens if I had direct deposit and closed my account, but didn’t notify the Accounting Office?
- What will happen if a payment is rejected by my financial institution due to a problem with the account?
- If my funds are not deposited on the scheduled date, who should I contact?
- 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 any bank or credit union in the United States. 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.
2. How do I enroll in the direct deposit payment program?
To enroll in the direct deposit program, visit the WU Portal, click on Self Service, and select Banking Information.
3. Why is the bank routing number required to set up direct deposit?
The 9-digit routing number identifies your financial institution. It is extremely important that both the routing and account numbers be provided accurately. 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.
4. 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.
5. Can I have my payments deposited to either my checking or savings account?
Yes, you may deposit your payments into either a checking or a savings account.
6. Can I set up direct deposit to a foreign bank account?
Willamette University is obligated to comply with the requirements of the United States Department of Treasury Office of Foreign Assets Control (OFAC), which oversees payments sent outside the territorial jurisdiction of the United States. This includes automated clearing house (ACH) payments, such as direct deposits of payments to students or employees. Effective September 18, 2009, the National Automated Clearinghouse Association (NACHA) requires all direct deposit payments that are (1) made by the University to a financial institution located outside the U.S. or (2) made by the University to a domestic financial institution if that financial institution immediately transfers the full deposit amount to a financial institution outside the U.S. in a “back-to-back” transaction to identify as an “International ACH Transaction” (IAT).
At this time the University is unable to process direct deposit records coded as IATs. Therefore, payments that must be coded as IATs will instead be processed using paper checks. View IAT Rules & Compliance.
7. How to I change bank accounts?
If you choose to change your direct deposit to another account or financial institution, you will need to log in to Colleague Self Service to make the changes.
We recommend leaving your old account open until your first payment is deposited into your new account. 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.
8. 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.
9. 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.
10. 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.
11. 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.