January 3, March 4, 2014
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- Louise Malone
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3 January 3, State employees not enrolled in direct deposit were provided with a letter informing them of mandatory direct deposit enrollment effective July 1, Employees were presented with two options: - Enroll in Direct Deposit - Enroll in the CashPay Card program March 4, Centralized Payroll opened enrollment in the CashPay Card program on a voluntary basis to Treasury employees
4 April 25 - All state employees not enrolled in direct deposit (or in pre-note for direct deposit) received another letter regarding mandatory direct deposit enrollment - Employees were presented with the two options to comply with the mandate: - Enroll in direct deposit - Enroll in the CashPay Card program
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6 Direct Deposit Enrollment Option - All new Direct Deposit applications MUST be received by Centralized Payroll by May 28, If your office has a courier coming to Centralized Payroll by May 23, the applications should be delivered by the courier - If your office does not have a courier coming to Centralized Payroll before May 23, applications should be faxed to Centralized Payroll at (609) to meet the May 28 deadline - You do not need to send the original application form if you fax it to our office - New direct deposit applications received after the May 28 deadline will not be processed until pay period 15 of Applications from current direct deposit enrollees to update their account information are not subject to this restriction
7 CashPay Card Option - If an employee does not wish to enroll in direct deposit, the employee MUST enroll in the CashPay Card program - Enrollment in the CashPay Card program is done exclusively through the Employee Self Service program - The April 25 letter contained enrollment instructions for both Employee Self Service and the CashPay Card program - Employees must enroll in Employee Self Service to enroll in the CashPay Card program - The deadline to enroll in the CashPay Card program is June 11, 2014
8 EMPLOYEES THAT DO NOT ENROLL IN EITHER DIRECT DEPOSIT OR THE CASHPAY CARD PROGAM WILL AUTOMATICALLY BE ENROLLED INTO THE CASHPAY CARD PROGRAM
9 CashPay Card Auto-Enrollment - Centralized Payroll will provide Bank of America with the employee s address on file for mailing of the CashPay Card - Employees should be told to check the address on their pay stub for accuracy and, if necessary, submit a new W-4 with their correct address so we can update our system - If the employee s address on file is not up-to-date, receipt of the CashPay Card may be delayed
10 June 20 - All state employees not enrolled in direct deposit will receive a letter with the June 20 pay check reminding them that this is their last live pay check - The letter states the July 3 pay check will be the first check deposited onto their CashPay Card - CashPay Cards will be mailed by Bank of America on June 18 to employees - If the employee enrolled in the program, the card will be sent to the address provided in enrollment - If the employee did not enroll in the program, the card will be sent to the address in Centralized Payroll s system, which appears on the employee s pay stub
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12 - Employees may request to be exempt from the mandatory direct deposit law and continue to receive a live pay check - An exemption form is available upon request - The form must be filled out completely and submitted to Centralized Payroll by June 11, 2014 for review - Limited access to a computer to view pay stubs or a reluctance to enroll in direct deposit or the CashPay Card program will NOT be considered sufficient reasons to grant an exemption to the mandatory direct deposit law - All decisions are final
13 Current Exemptions - Seasonal employees in Temporary Employment Service Positions to NJ National Guard activated for State emergencies - Former State of New Jersey employees with retroactive contractual payments of Back Pay Awards - Recipients of wage payments as a result of a consent decree - Employees with a disability that prevents them from using a computer to access their pay stubs
14 Medical/Disability Exemption - Exemption for medical/disability reasons must be certified by the employee s Human Resources unit - A letter explaining the medical/disability exemption reason must be included with the exemption application - The letter must be signed by the Agency s HR Officer
15 Pay Period 13 New Hires - Employees that begin state employment pay period 13 WILL NOT be automatically enrolled into the CashPay Card program for the July 3 pay check HOWEVER - Starting pay period 13, all newly hired employees will have 2 pay periods to submit a direct deposit application or enroll in the CashPay Card program - Employees that do not take action will be automatically enrolled into the CashPay Card program by Centralized Payroll
16 New Hire Example - John Smith starts working for the state on June 2, 2014, the first day of pay period 13 of 2014 (pay date 6/20/14) - John Smith must submit a direct deposit application or enroll in the CashPay Card program by pay period 15 of 2014 (pay date 7/18/14) - If John Smith takes no action, Centralized Payroll automatically enrolls John Smith into the CashPay Card program effective pay period 16 of 2014 (pay date 8/1/14)
17 - If your payroll has employees that should be exempt, you need to notify Centralized Payroll before June 11 so we can remove them from the auto-enrollment list - Centralized Payroll will review each exemption request to confirm the employees qualify for exemption
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19 - As of pay period 11, 4,520 employees are eligible for the CashPay Card - 55 of these employees have submitted authorizations to enroll in the CashPay Card program of these employees do not have a mailing address on file - If these employees do not submit a W-4 to Centralized Payroll to update their address, their CashPay Card will be sent to your payroll office and you will be responsible for distributing the CashPay Card to the employee
20 - As of pay period 11, 4,520 employees are eligible for the CashPay Card - 55 of these employees have submitted authorizations to enroll in the CashPay Card program of these employees do not have a mailing address on file - If these employees do not submit a W-4 to Centralized Payroll, their CashPay Card will be sent to your payroll office and you will be responsible for distributing the CashPay Card to the employee
21 - A listing of the employees on your payroll that require a W-4 to update their address in our system is available upon request - Please Patrick to request this list
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23 Q: When will my paycheck be deposited onto my CashPay card? A: Paychecks are deposited onto the CashPay card on pay day by 8am.
24 Q: What about supplemental pay checks? A: Centralized Payroll is in the process of moving supplemental pay checks to direct deposit. When completed, all supplemental pay checks will be deposited into an employee s direct deposit bank account or CashPay Card, depending on the program the employee is enrolled in. Moving the supplemental payroll deadline date to Friday of pay week is the first step in this process. Payrolls will be notified when the transition to direct deposit for supplemental pay is complete.
25 Q: Can I take all my money out on pay day? A: Yes, you can. Just visit any Bank of America branch and go to the teller to request the funds from your CashPay Card. You can also withdraw funds from any Bank of America ATM with no fee. You can also withdraw funds from a non-bank of America ATM twice per month without incurring a Bank of America fee (fees from the non-bank of America ATM itself may be charged). Withdrawals from the ATM may be limited to the ATM s daily withdrawal limit.
26 Q: Can I use my CashPay Card for debit/credit card purchases? A: Yes. As long as funds are in the CashPay Card account you can make debit/credit card purchases at any merchant that accepts Visa cards.
27 Q: Will the state provide me with a statement for my CashPay Card? A: No. Employees can check the balance on their card and view transactions on Bank of America s CashPay Card website. They can also check the balance on their CashPay Card account at any ATM or by calling the Customer Service line on the back of the card.
28 Q: What happens to my pay stub? A: Employees enrolled in direct deposit and the CashPay Card program will be able to view and print a copy of their pay stubs online through the Employee Self Service program.
29 Q: I lost my CashPay Card? What do I do? A: Contact Bank of America and they will mail you a replacement card. There is no fee for the first replacement card each year, and a $5.00 fee per replacement for the rest of the year.
30 Q: What if an employee needs to change their direct deposit account information? A: Direct deposit account changes will continue to be processed as they are now. The employee will NOT be enrolled in the CashPay Card while the application is in the the one pay period prenote/account verification process with their bank. The employee will receive a live pay check for the pre-note pay period.
31 Q: What if an employee needs to cancel their direct deposit? A: Employees can still cancel their direct deposit, however they will need to either a) re-enroll in direct deposit with a new bank account, or b) enroll in the CashPay Card program within 2 pay periods of direct deposit cancellation. Failure to take action after direct deposit cancellation will result in the employee being automatically enrolled into the CashPay Card program by Centralized Payroll.
32 Q: My husband gets a pay check from his job. Can I deposit his pay check into my CashPay Card account? A: No. Employees do not have the ability to make any deposits into their CashPay Card account. The only deposit made into the account will be the employee s pay check on pay day.
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34 MAY 28 Deadline for submission of new direct deposit applications JUNE 11 Deadline for submission of CashPay Card Authorizations on Employee Self Service
35 JUNE 20 Final live paycheck for state employees JULY 3 First paycheck deposited onto CashPay Cards
36 We STRONGLY RECOMMEND that employees sign up for direct deposit or enroll themselves in the CashPay Card program by these deadline dates to avoid any confusion on July 3.
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