Frequently Asked Questions

WHO CAN USE DIRECT DEPOSIT?

University employees desiring travel and business expense disbursements directly into their bank account and vendors for their invoice payments.

HOW LONG DOES IT TAKE FOR FUNDS TO BE DEPOSITED INTO A BANK ACCOUNT?

Two to three business days from the check date shown in AP/CAR.

HOW DO I READ MY BANK INFORMATION FROM MY CHECK?

WHOSE INFORMATION DO I ENTER IN THE ‘CONTACT INFO’ SECTION OF THE FORM – THE VENDOR'S OR THE DEPARTMENT'S?

The vendor’s contact information is crucial not only to send a confirmation letter once the direct deposit request has been processed but more importantly to advise the appropriate person at the company should there be a problem with a direct deposit payment. If the form is for an employee’s travel and business expense disbursements, then the employee’s contact information is needed for the same reason above.

WHAT DO I DO IF I CHANGE BANKS?

Complete another direct deposit form with the new bank information’s effective date and fax it to (212) 854-6175; the secondary fax number being (212) 854-9928.

WHY DO I HAVE TO FILL OUT ANOTHER DIRECT DEPOSIT FORM EACH TIME I CHANGE BANKS?

Accounts Payable maintains direct deposit application forms should verification of information submitted be questioned.

HOW DO I KNOW IF I’VE BEEN SET UP FOR DIRECT DEPOSIT?

You will receive a confirmation letter via fax or e-mail supplied on the ‘contact info’ section of the direct deposit form. You will also be reminded on how to access direct deposit remit information on our ACH (Direct Deposit) Remittance Advice Website.

WHERE DO I GET THE DIRECT DEPOSIT FORM?

Choose “Direct Deposit Form – For Employees Travel and Business Expense Disbursements” or “Direct Deposit Form – Outside Vendors”

CAN A VENDOR RECEIVE DIRECT DEPOSIT (ACH) IF THEY REQUIRE BACK-UP DOCUMENTATION?

No. As direct deposit recipients do not receive a physical check, there is no possibility of sending them the enclosure documentation they need to identify payments.

DO DIRECT DEPOSIT (ACH) RECIPIENTS RECEIVE EMAIL NOTIFICATION EACH TIME A DEPOSIT IS MADE INTO THEIR ACCOUNT?

No. direct deposit recipients automatically have access to remit information through the Columbia University ACH (Direct Deposit) Remittance Advice Website.

WHAT DO I DO IF A VENDOR STATES THAT THEY HAVE NOT RECEIVED A DIRECT DEPOSIT TRANSACTION?

All direct deposit (ACH) transactions are presented in AP/CAR with a check number beginning with alpha letter A, followed by a 5-digit number. This is the information needed when contacting the direct deposit administrator so that she may provide research assistance. Please note, however, that only an oral confirmation of the date a direct deposit transaction was received into the vendor’s account can be ascertained. Once a date is given, it is the vendor’s responsibility to review their bank statements. If it is discovered that the direct deposit transaction was not in fact deposited successfully, the vendor will be taken off direct deposit temporarily until the correct bank information is ascertained and a re-issue payment will be made via a physical check.

WHO DO I CONTACT IF I HAVE QUESTIONS REGARDING DIRECT DEPOSIT?

All direct deposit inquiries should be directed to Joseph Pineras. His number is (212) 854-5657. Her primary fax number is (212) 854-6175; her second fax number being (212) 854-9928. His email address is jp549@columbia.edu. Please have the check number of the direct deposit transaction – it starts with an “A”, followed by a 5-digit number – including your fax number and she will be able to respond to your inquiry.

IF I ALREADY RECEIVE MY PAYROLL CHECKS VIA DIRECT DEPOSIT, DO I STILL HAVE TO FILL OUT THIS FORM?

Yes. Payroll files are confidential and cannot be shared.

WHY DO I STILL GET CALLS FROM VENDORS UNABLE TO IDENTIFY DIRECT DEPOSIT (ACH) PAYMENTS IF THEY ALREADY KNOW ABOUT THE REMITTANCE WEBSITE?

When AP/CAR users process invoice payments for direct deposit vendors and use check request numbers as the invoice numbers, the vendor cannot identify the payment. To avoid this problem, use AP/CAR’s “Enclosure Text” feature. “Enclosure Text” is an invaluable tool for our direct deposit vendors – both employees receiving travel and business expense disbursements and our non-university vendors. Enclosure Text is accessible to vendors on the Columbia University ACH (Direct Deposit) Remittance Advice Website.

Dozens of vendors call Accounts Payable daily because they do not recognize a payment from Columbia University. Most vendors prevent “mystery payments” by establishing an invoice number and/or an account number for a payable item. They may then identify a payment by the invoice number or account number displayed on the ACH (Direct Deposit) Website or printed on the stub of a check. When a vendor has not established an invoice number or account number, and when the vendor is not likely to recognize a payment, you are required to identify the payment with AP/CAR’s “Enclosure Text”.

The types of payments requiring Enclosure Text include, but are not limited to, the following: subscriptions, book orders, tuition, memberships, conference registrations, taxes paid to government agencies, and hotel bookings.

It is usually unnecessary to use Enclosure Text for honorariums and payments to visiting lecturers for expense reimbursements.

Do not use Enclosure Text when a vendor (i.e., Con Edison, Verizon, Citibank Diner’s Club) requires an enclosure document.

Enclosure Text is an effective and efficient way to include identifying information with a direct deposit payment. This text, as a data field, also remains with the voucher as an easily accessible record of the exact information provided to a vendor.

If you have any questions about using Enclosure text, please contact Mildred Gonzalez, (212) 854-3890.

IS THERE A FORM I CAN FAX VENDORS REGARDING THE WEBSITE?

If vendors did not keep a copy of the confirmation letter for their files, they can reference the same direct deposit form which they filled out. It also contains information regarding the ACH (Direct Deposit) Remittance Advice Website.