Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.21
New 7-10
Travel Services
335-2034
Accounts Payable
335-2060

Direct Deposit of Travel and Accounts Payable Reimbursements

PDF link

OVERVIEW

A WSU employee may authorize Travel Services or Accounts Payable to deposit his or her food or travel reimbursement in any U.S. bank which is a member of an automated clearing house.

See 70.31 and 95.20 regarding requesting reimbursement for food or travel expenses.

PROCEDURES

To authorize Travel Services or Accounts Payable to directly deposit a food or travel reimbursement to a checking account, the employee may use an online process or a paper process.

Online Reimbursement Request

Complete an online request to sign up for Travel/Accounts Payable Direct Deposit. The form is available from the Main Menu-->My Profile area of the zzusis portal website at:

http://zzusis.wsu.edu

After the direct deposit process is in place, food or travel reimbursements are credited to the employee's bank account. Generally, funds are available within three business days after the entry for the reimbursement appears in the online zzusis system (see below). Employees should verify bank balances before writing checks.

The employee may view the status of his or her reimbursement direct deposits from the zzusis portal website. To access the website, go to:

http://zzusis.wsu.edu

Under Finances,
Select View Activity.

Direct deposit of food and travel reimbursements to the specified checking account continues until the employee discontinues the direct deposit by going online to the zzusis My Profile area and selecting the Travel / Accounts Payable Direct Deposit sign up or update link.

Paper Reimbursement Request

Complete a Travel / Accounts Payable Reimbursement Direct Deposit Authorization form. Complete and/or print the PDF master on 95.21.3 to obtain copies of the form.

Submit the completed direct deposit authorization form and a preprinted, voided check or a copy of a preprinted, voided check to Travel Services.

NOTE: For security and financial protection, put the authorization form and voided check in a sealed business envelope before placing the documents in an interdepartmental envelope.

After the direct deposit process is in place, Travel Services or Accounts Payable notifies the employee by e-mail when each direct deposit transaction is processed.

Direct deposit of food and travel reimbursements to the specified checking account continues until the employee gives Travel Services or Accounts Payable written or online notice to change the account, to discontinue the direct deposit, or to make any other changes in the service. To request changes or discontinue direct deposit online, see the procedures above.

See the PDF form:
95.21.3: Travel / Accounts Payable Reimbursement Direct Deposit Authorization
Complete and/or print as needed.