EDI Enrollment
The State mandates that reimbursements to employees must be done using EDI in order to save money. (If you receive a paycheck from UMW, then you are a state employee.) EDI is an electronic data interchange and is better known as a direct deposit. Please click EDI Form for an enrollment form. It doesn't matter if you have already completed a Payroll direct deposit form; YOU ALSO NEED TO COMPLETE THIS FORM and submit it to Vicki Eppes-Ward in the Accounts Payable department at Centre Court, Suite 104. You may have completed the forms for Payroll; however, the Payroll system and the Vendor (reimbursement) system cannot "speak" to each other so each department (Payroll and Accounts Payable) needs an EDI form. Also, some people do not want their reimbursements going to the same bank account as their Payroll.
In order to be in compliance with state regulations, UMW will deduct $5 from each reimbursement that is not made through EDI. Any employee who receives a check in lieu of the EDI will be charged the state mandated $5 fee. The first reimbursement is not charged the $5 fee, but the $5 fee will be deducted from any future reimbursements that are not done through EDI.
The following will happen :
1. The employee will complete the EDI Enrollment form and
send it to Vicki Eppes-Ward in the Accounts Payable Department at Centre Court, Suite 104.
2. Accounts Payable will set up information (GXADIRD) and complete a pre note for the employee
to receive reimbursements as a direct deposit (EDI).
3. Once the employee has been set up and pre noted for EDI, all future reimbursements to the employee will be paid via EDI.
4. Each time the employee is reimbursed, the employee will receive an automatically generated e-mail notification of the direct deposit.
5. UMW deposits the money into the employee's banking institution on Tuesday with a Wednesday date. UMW cannot control when the employee's banking institution makes the funds available to the employee. Only the employee's banking institution can verify whether or not the funds are available.
6. Reimbursement payments are done once a week (every Tuesday).
7. It is the employee's responsibility to notify the Accounts Payable department if the employee's bank account is closed for any reason. The reimbursement will be delayed if the Accounts Payable department is not notified. To notify the Accounts Payable department of a bank or account change, please complete the EDI Notification of Change Form found at the AP Forms page.
Contact Vicki Eppes-Ward at 654-1224 with any questions.