Direct Deposit Procedures
and Form Completion Instructions (DA-184)
Procedures
- The employee completes the
DA-184 form to authorize the direct deposit of
employee pay. The DA-184 can be found on the SMART Ready forms page
of the Division of Accounts and Reports web site in either .pdf format (requiring
Adobe Acrobat Reader be installed on your PC) or as a PC fillable Excel file
(requiring Excel be installed on your PC). Photocopies of the form may
be used.
- The employee should return the completed form to their
Agency Personnel Officer. The employee should retain a copy.
- If authorizing a checking account, attach a copy of a
voided check to the completed DA-184. If authorizing a savings account,
attach a copy of a deposit slip to the completed DA-184.
SHaRP agencies should enter the information by
the following path: Payroll for North America>Employee Pay Data USA>Request Direct Deposit.
- Retain a copy of the form in the agency files in accordance
with the state's record retention schedule.
Form Completion Instructions
EMPLOYEE INFORMATION - Complete the following fields:
- Department ID - The 10-digit department number where the
employee works.
- Employee ID - The 11-digit employee identification number.
- Name - The employee's name as it exists in
SHARP.
SECTION A: ENROLLMENT OR CHANGE AUTHORIZATION - Complete the following fields:
- If more than two accounts are being used, check the box
"Check if Additional Pages are Attached" and complete as many continuation
pages as needed.
- Select One - Check either the New Enrollment or Account Change
box as appropriate.
- Effective Date - The same effective date must be in
SHARP for each account used for direct deposit. The
current date or any date prior to the paycheck issue date may be used. If a direct
deposit is entered before the final payroll cutoff for a payroll cycle and with
an effective date less than the paycheck date, the direct deposit will be effective
for the paycheck issued for that payroll cycle.
FINANCIAL INSTITUTION INFORMATION
- Enter the Name, Branch (or location), and
City, State, and Zip code address information for the institution.
ACCOUNT DISTRIBUTION DATA
- Priority - Enter the priority for the
account. Distributions are made to accounts in order of Priority. The lower the priority
number, the higher the priority. This is a required field when multiple accounts are
chosen. Any flat dollar amounts to be distributed to an account should
have a higher priority (or lower priority number) than any percentage(s) of
net pay. This will ensure that the flat dollar amounts are deposited first.
- Balance - One account should be designated to receive any excess funds left over
from the distribution. If no account is 100% or has the Balance box on,
a paper check will be issued for the remaining funds.
- Account Type - Check the applicable Account Type button to indicate a checking or
savings account, or if the system will issue a check. If the Issue Check
account type is selected, the Transit # and Account # fields must be left blank.
- Transit # - The nine-digit ID number of the financial institution. This is
entered in SHARP as Bank ID.
- Account # - The account number of the
checking or savings account to which the employee's pay should be deposited.
- %Net Pay/$Amount - Enter either a dollar amount or a percent of net pay to be
distributed to the account. Any flat dollar amounts to be distributed to an account
should have a higher priority (or lower priority number) than any percentage(s) of
net pay. This will ensure that the flat dollar amounts are deposited first. If
percents are used and do not add to 100%, a check will be issued for the difference.
- Prenote Required - This box should be left blank. The State of Kansas does
not prenote.
Note: If more than one account is being used, complete the financial
institution and account distribution information for each account. Use additional pages
as needed. Sign and date each page. Do not sign the Section B: Cancellation by mistake.
SECTION B: CANCELLATION
To cancel the direct deposit request, the employee should enter the
Effective Date for the cancellation request and sign and date the request. If available,
use a copy of the original request to make the cancellation. Both the employee and
agency should retain a copy of the cancellation request. Inactivating direct deposit
in SHARP will stop direct deposit of ALL accounts, causing
employee pay to be paid by paper check.
SHARP agencies should enter
the cancellation (inactivate direct deposit) by the following path: Payroll for North America>Employee Pay Data USA>Request Direct Deposit.
