Kansas Department of Administration, Office of General Services
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Accounts and Reports

DATE:     November 16, 2004
SUBJECT: Mandatory Direct Deposit for State Employee Reimbursements and Subsequent Reporting of Payments Made by Warrant
EFFECTIVE DATE:   January 2005 STARS Business
A & R CONTACT: Vendor File:    
Nickie Roberts    (785) 296-7917 (nickie.roberts@da.state.ks.us)
Vendor Payments:  
Randy Kennedy (785) 296-2125 (randy.kennedy@da.state.ks.us)
Paycard Questions:  
Sunni Zentner (785) 296-7058 (sunni.zentner@da.state.ks.us)
APPROVAL: Approved by Dale Brunton
SUMMARY: A reminder that effective with January 2005 STARS business, all state employee travel and miscellaneous reimbursements must be made using direct deposit and subsequent reporting of payments made by warrant.

Informational Circulars 05-A-005 and 05-A-006, provided information regarding the upcoming requirement that all state employee travel and miscellaneous reimbursements must be made using direct deposit. Effective with January 2005 STARS business, all STARS travel and miscellaneous reimbursements to state employees must be made as direct deposit.

We have reconsidered our initial plan to change all state employee vendor records that do not contain banking information to inactive status, during the final December STARS cycle. THIS VENDOR STATUS CHANGE WILL NO LONGER OCCUR.

The primary reason employees receive reimbursement is for travel-related expenses. In order to assist agencies in identifying employees that still need to enroll in the STARS direct deposit program, the Division of Accounts and Reports will distribute a report during the first week of December reflecting all travel reimbursements made in the month of November that were made by warrant.

We recognize that there are other miscellaneous reimbursement payments made to employees that will not be included in our monthly report, but will fall under the direct deposit policy. It remains each agency's responsibility to ensure that all travel and miscellaneous reimbursement payments are made by direct deposit. The Division of Accounts and Reports will continue to provide this information to agencies after each STARS month-end as one tool that agencies can use to ensure that all employees are in compliance with the direct deposit policy.

State agency management should continue to take steps to obtain the completed Authorization for Electronic Deposit of Vendor Payment (Form DA-130) from employees as soon as possible, and submit them to the Division of Accounts and Reports for those employees who will be receiving a reimbursement, but do not have valid banking information in their vendor record. (NOTE: This form is used to deposit STARS payments only. Payroll direct deposits will continue to be authorized using Form DA-184, Authorization for Direct Deposit of Employee Pay.) It will not be necessary to take any action for those employees whose vendor record already contains the appropriate information or for those employees who will not be receiving any reimbursements through STARS.

Those employees who do not have an account at a financial institution, or prefer to not use their existing account for STARS reimbursements, should be provided with a paycard as outlined in Informational Circular 04-P-007.