Effective November 8, 2006, the University will begin direct deposit for employee travel reimbursements. 

The direct deposit for travel reimbursements will be made to the employee’s primary payroll account as established in the payroll office.  However, employees who wish to have their travel reimbursement deposited into a different account can do so by completing a direct deposit agreement. 

A description of the University’s direct deposit program and the direct deposit form that can be used to establish a separate account for travel can be found on the Payroll's web site.

What is the effective date?  November 8, 2006.  Travel reimbursements that are currently in process and scheduled for payment on or after November 8, 2006 will be direct deposited.

Who is affected?  All employees who have direct deposit for payroll.  Guests of the University and employees who do not direct deposit their payroll will continue to receive a travel reimbursement check mailed to their home address.   Employees who are not currently participating in the direct deposit program are encouraged to enroll.

How can an employee designate a separate bank account for their travel reimbursements?  Employees can obtain a form from their Campus Payroll Office or from the web.  The completed and signed form must be forwarded to the employee’s Campus Payroll Office.  The form can be completed at any time and will be effective once an employee’s record has been updated by their Campus Payroll Office.  

What is required if an employee wishes to have their travel reimbursement deposited to the same account as their payroll?  No action is required. Reimbursements for travel will be direct deposited into employee’s payroll bank account if they do not complete a new direct deposit agreement.  

How will employees know when a reimbursement has been direct deposited? An email will be sent to the employee when the direct deposit has been initiated.  The email will identify the trip(s) included in the reimbursement and when the funds will be available to the employee.  The email will not contain bank accounts or any other sensitive personal data. 

To receive these email notices, employees must have a valid email address in the University’s LDAP directory.  The directory can be found at:  http://directory.utk.edu.  Employees who wish to manage their LDAP email address can do so by accessing their LDAP account and use the “Change Contact Information” function to forward items to their preferred email address.