Overview of Direct Deposit

Set up Direct Deposit to have your paycheck electronically transferred to your bank account(s) on pay day. You can distribute different percentages of your pay to multiple accounts and change or cancel it at any time. Setting up Direct Deposit requires several weeks to become effective as we need to notify your financial institutions and wait to receive authorization back from them to allow the electronic transfers.

FACULTY AND STAFF: Your paychecks are issued by Payroll Services. Reimbursements are issued by Disbursement Control. This Direct Deposit setup applies to Payroll paychecks only.

STUDENTS: All paychecks, including Teaching and Research Assistant "stipends," are issued by Payroll Services. Fellowship stipends for domestic graduate students (U.S. Citizens and Resident Aliens) are issued by Disbursement Control. This Direct Deposit setup applies to Payroll paychecks only.

As usual, your paystub information will be available on eTrac several days prior to the actual pay day. By default, paper advice slips will not be printed. If you prefer to have printed payroll advice slips, you can select that option from Work Information Update.

For more information on Payroll Direct Deposit, see the Direct Deposit FAQ on the USC Payroll Web Site.

To set up Disbursement Control Direct Deposit, fill out the Direct Deposit Form and submit it to the Disbursement Control Office according the the instructions on the form.

Instructions

Start Direct Deposit

Follow these steps to start your Direct Deposit. Because we need to wait until we receive authorization from your financial institution(s), it may be several weeks before your Direct Deposit starts.

  1. On the Direct Deposit Selection Page, select "Set Up New Direct Deposit Info".

    Click on the "Continue" button.

  2. The Direct Deposit Update Page loads. Click on the "Add a New Direct Deposit Info" button.

  3. The New Bank Account Information Multiple Entry Page will load where you enter your bank account information.

    For each account line to which you want to deposit your pay, enter:

    • The Bank Routing Number
    • Your Account Number (no dashes or spaces).
    • The type of account. Enter "C" for Checking or "S" for Savings.
    • The percent (1 to 100) of your pay to go into this account.

    You can enter multiple bank accounts and the percentage of how you want to distribute your paycheck. If you need more lines than what is displayed, click on the "Add Additional Line" button for each additional line. You can have up to 9 different Account lines.

    However many accounts you enter, they must total 100%.

  4. After entering all the bank account information, click on the "Save and Validate Entry" button.

    If all the information validates, you return to the Direct Deposit Update Page where your new direct deposit bank account information is now displayed.

  5. If you need to change the bank account information, you can click on the "Edit..." button to edit or delete just that line on the Single Bank Account Edit Page.
    Or you can click on the "Add a New Direct Deposit Info" button to return to the New Bank Account Information Multiple Entry Page to make your changes.
  6. When all the information is correct on the Direct Deposit Update Page, click on the "Submit to Confirm Changes" button.
  7. The Summary Review Page loads showing your Direct Deposit information and the authorization statements for Direct Deposit. Look over everything and read through the authorization statements.

    Be sure to print out a copy of the Web Page for your reference.

    If everything looks correct and you agree to the authorizations statements, click on the "Submit" button.

  8. The Message Page should confirm your submission.

    You should also receive an email confirming your submission.

Change Direct Deposit Percent Distributions

Follow these steps if you have Direct Deposit and want to change only the percent distributions among the existing bank accounts you have already set up for Direct Deposit. This option takes effect immediately when you submit the change to the system.

This option applies only if you have more than one account set up for Direct Deposit. If you want to change the bank account(s) information, use the Change/Replace Direct Deposit option.

  1. On the Direct Deposit Selection Page, select "Change Percentage Only".

    Click on the "Continue" button to go to the Direct Deposit Update Page.

  2. The Direct Deposit Update Page displays your current Direct Deposit setup. Each account line has a corresponding "Edit..." button to the left of it. Click on the "Edit..." button for the account you want to change.

  3. The Bank Account Edit Page loads displaying the details of the Direct Deposit for that account. Change the percent you want allocated from your pay to that account. Then click on the "Save..." button.

  4. You will return to the Direct Deposit Update Page where it now shows the changed percent for that account.

    Edit other account lines as needed so that the total Percent for all accounts comes to 100%.

  5. When all the information is correct on the Direct Deposit Update Page, click on the "Submit to Confirm Changes" button.
  6. The Summary Review Page loads showing your Direct Deposit information and the authorization statements for Direct Deposit. Look over everything and read through the authorization statements.

    Be sure to print out a copy of the Web Page for your reference.

    If everything looks correct and you agree to the authorizations statements, click on the "Submit" button.

  7. The Message Page should confirm your submission.

    You should also receive an email confirming your submission.

Change Direct Deposit Bank Account Information

Follow these steps if you want to change the bank account information for your Direct Deposit. Use this option if you want to add a new account or remove a current one. NOTE: If you are closing any bank accounts associated with your Direct Deposit, be sure to cancel your Direct Deposit with that account before closing the bank account otherwise delays may result in making funds available to you.

You will be setting up new Direct Deposit information which replaces your current one. Using this option may require several weeks before it will become effective in order to receive the electronic transfer authorization from the financial institution(s). If you do not need to change the bank account information and want to change only the percent distributions of your current Direct Deposit setup, use the Change Percentage Only option which becomes effective immediately.

  1. On the Direct Deposit Selection Page, select "Change (Replace) Direct Deposit Info".
    Click on the "Continue" button to go to the Direct Deposit Update Page.
  2. The Direct Deposit Update Page displays your current Direct Deposit setup and a section where your new Direct Deposit setup will be. Click on the "Add a New Item" button in the "New/Pending" section. You will be creating an entirely new Direct Deposit plan.
  3. The New Bank Account Information Multiple Entry Page will load where you enter your bank account information.

    For each account line to which you want to deposit your pay, enter:

    • The Bank Routing Number
    • Your Account Number (no dashes or spaces).
    • The type of account. Enter "C" for Checking or "S" for Savings.
    • The percent (1 to 100) of your pay to go into this account.

    You can enter multiple bank accounts and the percentage of how you want to distribute your paycheck. If you need more lines than what is displayed, click on the "Add Additional Line" button for each additional line. You can have up to 9 different Account lines.

    However many accounts you enter, they must total 100%.

  4. After entering all the bank account information, click on the "Save and Validate Entry" button.

    If all the information validates, you return to the Direct Deposit Update Page where your new direct deposit bank account information is now displayed.

  5. If you need to change the bank account information, you can click on the "Edit..." button to edit or delete just that line on the Single Bank Account Edit Page.
    Or you can click on the "Add a New Direct Deposit Info" button to return to the New Bank Account Information Multiple Entry Page to make your changes.
  6. When all the information is correct on the Direct Deposit Update Page, click on the "Submit to Confirm Changes" button.
  7. The Summary Review Page loads showing your Direct Deposit information and the authorization statements for Direct Deposit. Look over everything and read through the authorization statements.

    Be sure to print out a copy of the Web Page for your reference.

    If everything looks correct and you agree to the authorizations statements, click on the "Submit" button.

  8. The Message Page should confirm your submission.

    You should also receive an email confirming your submission.

End Your Direct Deposit

Follow these steps if you want to cancel your existing Direct Deposit. Your paycheck will no longer be direct-deposited at the next payroll cycle.

NOTE: If you are closing any bank accounts associated with your Direct Deposit, be sure to cancel your Direct Deposit before closing the bank account otherwise delays may result in making funds available to you.

  1. On the Direct Deposit Selection Page, select "Cancel Direct Deposit".

    Click on the "Continue" button.

  2. The Summary Review Page loads showing your Direct Deposit information and the authorization statements for Direct Deposit. Look over everything and read through the authorization statements.

    Be sure to print out a copy of the Web Page for your reference.

    If everything looks correct and you agree to the authorizations statements, click on the "Submit" button.

  3. The Message Page should confirm your submission.

    You should also receive an email confirming your submission.

Change a Pending Direct Deposit Request

If you recently submitted a request to start Direct Deposit or to replace your current Direct Deposit, your request remains on Pending status until it has been processed. While your request is still pending, you may change or cancel your initial Direct Deposit submission.

Submissions to change only the percent distribution or cancel your existing Direct Deposit are effective immediately and are not placed on Pending status. You may still modify your current Direct Deposit setup as usual; however, if you cancelled your Direct Deposit, you will need to complete a new Direct Deposit submission.

To change your Pending Direct Deposit Request, do the following:

The following steps are to change your Pending Direct Deposit request only. If you have a current Direct Deposit setup, your current Direct Deposit will not be cancelled. If you want to cancel your Direct Deposit, first follow these steps to cancel your Pending Request, then Cancel your Direct Deposit..

  1. On the Direct Deposit Selection Page, select "Change (Replace) Direct Deposit Info".
    Click on the "Continue" button to go to the Direct Deposit Update Page.

  2. The Direct Deposit Update Page displays your New/Pending Direct Deposit setup. If you have an existing Direct Deposit setup, that information is also displayed. The changes you are making in this submission affect only the New/Pending Direct Deposition information, not your current one.

    In the New/Pending Direct Deposit Information section, you can click on the "Edit..." button to edit or delete a single account line from the Single Bank Account Edit Page, or you can click on the "Add a New Direct Deposit Info" button to go to the New Bank Account Information Multiple Entry Page to make your changes.

  3. When all the information is correct on the Direct Deposit Update Page, click on the "Submit to Confirm Changes" button.
  4. The Summary Review Page loads showing your Direct Deposit information and the authorization statements for Direct Deposit. Look over everything and read through the authorization statements.

    Be sure to print out a copy of the Web Page for your reference.

    If everything looks correct and you agree to the authorizations statements, click on the "Submit" button.

  5. The Message Page should confirm your submission.

    You should also receive an email confirming your submission.

Cancel a Pending Direct Deposit Request

If you recently submitted a request to start Direct Deposit or to replace your current Direct Deposit, your request remains on Pending status until it has been processed. While your request is still pending, you may change or cancel your initial Direct Deposit submission.

Submissions to change only the percent distribution or cancel your existing Direct Deposit are effective immediately and are not placed on Pending status. You may still modify your current Direct Deposit setup as usual; however, if you cancelled your Direct Deposit, you will need to complete a new Direct Deposit submission.

The following steps are to cancel a Pending Direct Deposit request only. If you have a current Direct Deposit setup, your current Direct Deposit will not be cancelled. If you want to cancel your Direct Deposit, first follow these steps to cancel your Pending Request, then Cancel your Direct Deposit..

  1. On the Direct Deposit Selection Page, select "Cancel Direct Deposit".

    Click on the "Continue" button.

  2. The Summary Review Page loads showing your Direct Deposit information and the authorization statements for Direct Deposit. Look over everything and read through the authorization statements.

    Be sure to print out a copy of the Web Page for your reference.

    If everything looks correct and you agree to the authorizations statements, click on the "Submit" button.

  3. The Message Page should confirm your submission.

    You should also receive an email confirming your submission.

Direct Deposit Selection Page

Select the action you want to perform on this page. Then click on the "Continue" button.
If you are starting your Direct Deposit or changing it in any way, you will see the Direct Deposit Update Page.
If you are canceling your Direct Deposit, you will go directly to the Summary Review Page.

Employee Information Section

The top section of this page displays your basic Employee information.

Employee ID  This is your 7-digit USC Employee ID # and you use it to access all your employee and payroll records.
Employee Name  This is the name as how it appears on your record in the system. If it needs to be corrected, contact your Home Department Coordinator.
Employee SSN  This is your Social Security #. For your protection, only the last 4 digits of your SSN are displayed.
USC ID  This is your 10-digit USC ID number. You can find your USC ID printed on your USC ID card.
Employee Street Address, City, State, Zip  This is your home mailing address. You can update this from the Personal Information Update Page on eTrac.
Home Department  This is the name of your home department.
Home Department Coordinator  This is the name of the person to contact regarding your personnel file.
Employee Status  This is your current employee status at USC.
Employee e-mail  This is your USC e-mail contact. Since everything you do on the eTrac system sends you a confirmation notice via e-mail, make sure your email address correct.

Direct Deposit Option

Select Option  Selection what action you want to perform:
Set Up New Direct Deposit
Select this option if you do not already have Direct Deposit and want to start it. It may take a few weeks to receive authorization from your financial institution(s) before your Direct Deposit can begin.
Change Percentage Only
Select this option if you already have Direct Deposit and want to change only the percent distribution of your existing plan. Changes become effective immediately after you submit it to the system.
Change (Replace) Direct Deposit
Select this option if you already have Direct Deposit and want to change the bank acccount(s) for your existing plan. With they option, you are creating a new Direct Deposit plan that replaces your current Direct Deposit, so authorization may take a few weeks to clear with your financial institution(s).
If you have recently submitted a new/changed Direct Deposit plan that is still pending, select this option to make changes to that pending plan.
Cancel Direct Deposit
If you have an existing Direct Deposit plan, select this option to cancel it.
If you have recently submitted a new/changed Direct Deposit plan that is still pending, select this option to cancel that pending plan.

Action Buttons

The following buttons appear near the bottom of the page:

Continue  Click on this button to continue to the Direct Deposit Update Page.
Exit Process  Click on this button to return to the eTrac main menu.

Direct Deposit Update Page

This page appears when you are starting Direct Deposit or changing your current one. Depending on your action, contents on this page may vary.

If you are starting Direct Deposit or replacing an existing one, click on the "Add a New Item" button to go to the New Bank Account Information Multiple Entry Page.

If you see "Edit..." buttons for account line(s), that means you can click on an "Edit" button to go to the Account Edit Page to make changes to that account.

When you are done, click on the "Submit to Confirm Changes" button near the bottom of the page to go to the Summary Review Page where you can review your information before making the final submission to the system.

Employee Information Section

Your basic employee information is repeated from the previous page.

Existing Direct Deposit Information Section

This section appears on the page only if you have Direct Deposit currently. If you are changing only the percent distribution among your accounts, click on each corresponding "Edit" button to change the percent on the Account Edit Page.

Bank Routing Number  This column displays the Bank Routing Number.
Bank Description  This column displays the Bank name.
Bank Override  If applicable, this column displays an internal system code provided by the banking system indicating that the bank transit code might be overwritten by another code.
Bank Account  This column displays your account number where your Direct Deposit will go.
Account Type (C/S)  This column displays the account type code, either "C" or "S".
Account Type Description  This column describes the Account Type Code, either "Checking" or "Saving".
Percent (1-100)  This column displays the percent distribution of your pay that will go into each account. The percent for all accounts must total to 100%.
 
Edit...  You will see an "Edit..." button for each account line in your Existing Direct Deposit Information section only if you are changing the percent distribution of your accounts. Click on the "Edit..." button for each account you want to change the percent from the Account Edit Page. The total percent for all account must equal 100%.

New/Pending Direct Deposit Information Section

This section appears on the page only if you are starting your Direct Deposit or replacing the existing plan.

This section initially appears empty. Click on the "Add a New Item" button to go to the Bank Account Information Multiple Entry Page to enter account(s) which will load back here.

When this section is populated with your account information, you can click on the account line's corresponding "Edit..." button to edit it.

Bank Routing Number  This column displays the Bank Routing Number.
Bank Description  This column displays the Bank name.
Bank Override  If applicable, this column displays an internal system code provided by the banking system indicating that the bank transit code might be overwritten by another code.
Bank Account  This column displays your account number where your Direct Deposit will go.
Account Type (C/S)  This column displays the account type code, either "C" or "S".
Account Type Description  This column describes the Account Type Code, either "Checking" or "Saving".
Percent (1-100)  This column displays the percent distribution of your pay that will go into each account. The percent for all accounts must total to 100%.
 
Edit...  When your account information appears in this section, each account line will have an "Edit..." button which you can click on to make changes to that account. Click on the "Edit..." button for each account you want to change from the Account Edit Page.
Add a New Item  This button is located at the lower left side of this section. Click on this button to go to the Account Information Multiple Edit Page.

Action Buttons

The following buttons appear near the bottom of the page:

Submit for Confirmation  Click on this button to generate a summary of your plan for confirmation. You will see the Summary Review Page where you can review your information before making the final submission to the system.
Back to Selection Page  Click on this button to cancel changes and return to the Direct Deposit Selection page.
Exit Process  Click on this button to cancel changes and return to the eTrac menu.

Bank Account Information Multiple Entry Page

This page allows you to enter multiple accounts to where you want your paycheck direct deposited. You can also bring up this page to edit all your New/Pending accounts.

You can enter multiple bank accounts and the percentage of how you want to distribute your paycheck. If you need more lines than what is displayed, click on the "Add Additional Line" button for each additional line.

However many accounts you enter, they must total 100%.

After entering all the bank account information, click on the "Save and Validate Entry" button. If all the information validates, you return to the Direct Deposit Update Page where your new direct deposit bank account information is now displayed in the New/Pending Direct Deposit Information section.

New Bank Account Information Multiple Entry Page

All fields are required for each account line you enter. All accounts you enter must come to a total of 100%.

Bank Routing Number  Enter the 9-digit Bank Routing Number for the Bank to which the account belongs.
To find the Bank Routing Number for a personal checking account, look at your checking account checks. There should be a series of different numbers printed along the bottom of the check. The first 9-digit number is the Bank Routing/Transit number.
To find the Bank Routing Number for a savings account, check your savings account statement or with the bank directly.
Bank Account  Enter your account number where you want the Direct Deposit to go. This must be a single string of numbers with no dashes and no spaces.
Account Type (C/S)  Enter a "C" if this is a Checking account or an "S" if this is a Savings account.
Percent (1-100)  Enter a number from 1 to 100 to represent the percent amount of your pay check that will go into the account. If you are setting up only a single account for Direct Deposit, this number must be 100. If you are setting up multiple accounts, all account percents must total to 100.
 

Action Buttons

The following buttons appear near the bottom of the page:

Save and Validate Entry  Click on this button when you are done. If everything validates, you will return to the Direct Deposit Update Page with the account information displayed in the New/Pending section.
Do Not Save Entry  Click on this button to cancel and return to the Direct Deposit Update Page.
Add Additional Line  Click on this button to add more lines to the multiple entry section. You can have up to 9 different Account lines.

Single Bank Account Edit Page

This account details page appears when you click on an account line's corresponding "Edit..." button to edit the account information.

The fields you are able to change depend on whether you are editing an account for your existing Direct Deposit or if you are editing an account for a new/pending Direct Deposit.
If the account if part of a new/pending Direct Deposit plan, you can change the Bank Routing Number, the Account Number, the Account Type, and/or the Percent.
If the account is part of your existing Direct Deposit plan, you can change only the Percent.

If you change the percent for a single account, make sure to appropriately adjust your other accounts so that the total percent of all your accounts comes to 100%.

Account Details Edit Section

Bank Routing Number  If you want to change the Bank Routing Number for the Bank to which the account belongs, enter a new 9-digit routing number.
To find the Bank Routing Number for a personal checking account, look at your checking account checks. There should be a series of different numbers printed along the bottom of the check. The first 9-digit number is the Bank Routing/Transit number.
To find the Bank Routing Number for a savings account, check your savings account statement or with the bank directly.
Bank Description  This column displays the Bank name. If you changed the Bank Routing Number, this field will be updated when you save this account.
Bank Override  If applicable, this column displays an internal system code provided by the banking system indicating that the bank transit code might be overwritten by another code.
Bank Account  Change your bank account number if necessary. This must be a single string of numbers with no dashes and no spaces.
Account Type (C/S)  Select either Checking or Savings to indicate the account type.
Account Type Description  This column describes the Account Type Code, either "Checking" or "Saving".
Percent (1-100)  Select a number from 1 to 100 to represent the percent amount of your pay check that will go into the account. If you are setting up only a single account for Direct Deposit, this number must be 100. If you are setting up multiple accounts, all account percents must total to 100.

Action Buttons

The following buttons appear near the bottom of the page:

Save and Validate Entry  Click on this button when you are done. If everything validates, you will return to the Direct Deposit Update Page with the account information displayed in the New/Pending section.
Exit--Do Not Save Changes  Click on this button to cancel and return to the Direct Deposit Update Page.
Delete This Item...  Click on this button to remove this account from the New/Pending Direct Deposit Information Section.

Summary Review Page

The Summary Review page allows you to review your Direct Deposit information one more time before submitting it.

Review everything and read the authorization statements.

If everything looks in order and you agree to the authorization statements, click on the "Submit" button. You should see the Confirmation Message Page.

Direct Deposit Information

Review your Direct Deposit information set to make sure everything is correct.

Your Authorization

Read through these authorization statements carefully. By clicking on the page's "Submit" button, you are acknowledging and agreeing to these authorization statements.

Action Buttons

The following buttons appear near the bottom of the page:

Submit to Update  Click on this button to submit your Direct Deposit setup. You will see the Confirmation Message Page.
Return to Selection Page  Click on this button to cancel your submission and return to the Selection page.
Exit Process  Click on this button to cancel your submission and return to the eTrac menu.

Message Page

The message page informs you of your submitted request. You will also receive a confirmation e-mail.

Action Buttons

The following buttons appear near the bottom of the page:

Return to Selection Page  Click on this button to cancel your submission and return to the Selection page.
Exit Process  Click on this button to go to the eTrac menu.