Policy Title: Direct Deposit and Pay Card Requirement for Payroll

Effective Date: September 23, 2024

Purpose:

To improve efficiency and enhance security, the YMCA of Central Ohio is instituting a mandatory direct deposit or pay card policy for all employees. This policy eliminates the issuance of physical checks for payroll, with certain exceptions when setting up new or changing ACH accounts.

Scope:

This policy applies to all employees of YMCA of Central Ohio, including full-time, part-time, and seasonal staff.

Policy:

1. Mandatory Direct Deposit or Pay Card Enrollment:

○ All employees are required to enroll in either direct deposit or a pay card system for their payroll disbursements.

○ Physical checks will no longer be issued for payroll after the effective date, with certain exceptions (see section 5).

2. Direct Deposit:

○ Employees opting for direct deposit must provide valid bank account information to the People and Culture (P&C) department.

○ Payroll will be directly deposited into the designated bank account on the scheduled payday.

3. Pay Card:

○ Employees who do not have a bank account or would prefer not to utilize direct deposit can opt for a pay card.

○ Pay cards can be provided by our preferred vendor UKG Wallet or you may obtain a pay card from another vendor on your own.

4. Enrollment Process:

○ Employees must complete the enrollment form available from P&C and submit the required banking or pay card information.

5. Exceptions for Physical Checks:

○ In cases where a new direct deposit setup or a change in direct deposit details is undergoing the prenote verification process, physical checks

may be issued temporarily until the prenote is successful.

6. Timeline for Implementation:

○ The transition period will begin on August 9 and end on November 8. During this period, employees are required to select an option for their pay.

Responsibilities:

● People and Culture Department: Ensure all employees are informed about the policy, assist with the enrollment process, and maintain accurate records

of direct deposit and pay card information.

● Employees: Complete and submit the necessary forms for direct deposit or pay card enrollment within the specified timeline.

Use this link for details on How To Change Your Banking Information.

Non-Compliance:

Employees who fail to enroll in either direct deposit or the pay card system by the end of the transition period will experience delays in payroll disbursement through mail delays and may be subject to additional administrative actions.

Contact Information:

If you have questions or need assistance with enrollment, employees should contact the P&C department at peopleandculturesupport@ymcacolumbus.org.

Timeline for Implementation

1. Announcement of Policy: 9/23/24

• Inform all employees about the new payroll policy and its benefits.

2. Enrollment Period Begins: 9/23/24

• Employees start submitting their direct deposit or pay card enrollment forms.

3. Reminder Communications: [Biweekly to those receiving physical checks and their supervisors]

• Regular reminders will be sent to ensure all employees complete the enrollment process.

4. Enrollment Period Ends: 11/1/2024

• Final date for employees to submit their direct deposit or pay card information.

5. Full Implementation: 11/8/24

• The issuance of physical checks ceases, and all payroll disbursements are made by direct deposit or pay card.

6. Follow-Up:

• P&C will conduct follow-up checks to ensure all employees are receiving payroll through the new system and address any issues.