University of Hartford’s Payroll Department provides timely and accurate payments to all University of Hartford faculty, staff, and student employees by following the policies, procedures, and regulations set forth by the University, the State, and the federal government. We focus on providing quality customer service and support to the University community, state and federal agencies, and the public.
Direct deposit is the electronic transfer of a payment directly from the account of the payer to the recipient's account. Direct deposit is a safe and easy way to have your salary deposited directly into your checking or savings account into bank accounts of your choice.
As a reminder, Direct Deposit is condition of employment and that all live payroll checks are mailed, you may want to consider updating your Payroll Address with the Human Resources Department.
Benefits of Direct Deposit
- It's convenient—no more trips to the bank.
- It's safe and reliable—protects against the loss or theft of checks.
- You can still access your funds, even if you're out of town, sick, or busy.
- It helps you manage your money—you may have your paycheck deposited into multiple accounts.
How Do I use Direct Deposit?
Complete a direct deposit authorization form to establish a direct deposit account and return to the Human Resources Department.
The following bank information is required:
- ABA Routing number: Bank routing number or routing transit number (RTN) is a nine digit number used to identify a financial institution. The routing number appears at the bottom of your bank-issued checks. They can also be found on online banking sites of the financial institution. Please contact your financial institution if you are unsure of your routing number.
- Account number: Your complete account number(s)
- Account type: Indicate checking or savings account.
- Verification of Account: If you enroll via direct deposit form, please provide a void check or documentation of savings account number from your bank.
A pre-note process is required by the bank for each new direct deposit account that is recorded in the system. During this period a paper check will be issued while the account is tested. Direct deposit will usually start within one to two pay periods. A direct deposit advice that details your gross pay, associated deductions, and net amount deposited to your bank account is available online via the Employee Self-Service Center.
Stopping a Direct Deposit
If necessary, notify the Payroll Department immediately to stop direct deposit for an upcoming payment. A new direct deposit authorization request must be submitted to the Human Resources Department for any changes. If you have questions, please contact the Human Resources Department.
Do not close an account before stopping your direct deposit. If you close an account before the Payroll Department is notified, payment may be delayed while funds are recovered. Direct Deposit funds returned from the bank are paid to the employee on their next scheduled pay cycle.
Changing a Direct Deposit
Changes to direct deposit accounts generally take one to two pay periods to process. An actual check will be issued between the inactivation of your current and the activation of your new account unless you choose to waive the pre-note process.
Direct deposit remains in effect until you request to inactivate it.
You may inactivate your bank accounts by completing the direct deposit form and returning the form to the Human Resources Department.
Reporting Accounts Closed Due to Fraudulent Activity
Contact the Payroll Department immediately if your bank account(s) must be closed due to fraudulent account activity.
The University is using Banner's Web Time Entry. This is accessed through Employee Self Service using any device that has internet connectivity, on and off campus. Bi-Weekly employees using Web Time Entry will use "Timesheet", Semi-Monthly Employees that accrue time off, will be using "Leave Report".
Timesheet: Bi-Weekly Staff Only
Bi-Weekly employees that are using Web Time Entry are responsible to record their time on a daily basis, as per the employee staff manual. Employee timesheets must be submitted for approval by 11 a.m., Monday of the pay week. Their Approver has until 4 p.m. that day, to approve the timesheet.
An automated email will be sent to all employees in the morning of Friday (week prior) and Monday (week of) with a timesheet deadline remind as long as their timesheet is "in progress". If you do not start your timesheet, you will not receive the automated reminder.
Timesheets that were not submitted timely will be paid on the next scheduled payroll cycle.
Leave Reporting: Exempt Staff Only
Exempt Staff Leave Reports
Exempt employees can start entering their Leave Report time as soon as the 1st day of that pay period in which time is taken. The employee has until the last day of the following pay period to submit their leave time for approval, and then the Approver has 5 additional calendar days to approve the employee's time.
We do recommend that the employee submit their time once the period has ended to make sure no changes are needed.
Example: Employee takes Vacation time on July 9, they can record that leave time when the pay period starts on July 1st and they have until July 31 to submit that time for approval. the Approver then has 5 additional calendar days from the employee's deadline to approve the Leave Report, which would be August 5.
Employees checking Leave Report balance:
Non-Exempt (Bi-Weekly): You can log into Self Service, Employee Tab, Leave Balances and then select which Leave type you want to see and it will show you how much has been approved by pay period. Your balance is updated through payroll processing of the most recent check date.
Exempt (Semi-Monthly): You can log into Self Service, Employee Tab, Leave Balances and then select which Leave type you want to see and it will show you how much has been approved by pay period. Your balance is up to date as long as all your entries in Leave Report are "Complete". In Leave Report when you look at the date drop down box, the date must say "Completed" (Approver has approved time) next to it, for the balance to be reduced.