Direct Deposit at SMC

Saint Mary's encourages employees to enroll in direct deposit. Benefits of doing so include:

  • timely delivery of payroll funds
  • eco-friendly, reduced use of paper
  • convenient, no need to deposit a check yourself!

Please note: direct deposit for payroll funds and "eReimbursement" for AP are two separate things.

    Changing Direct Deposit in GaelXpress 2.0

    Available now for employees! (as of 10/22/21)

    1. Access GaelXpress 2.0

    2. Navigate to "Banking Information". Either in the Employee sub-menu, or on the main page.

    3. Banking Information allows you to add new accounts or edit existing ones.

    Add or Edit an Account

    1a. (adding a new account) Click "+ Add an Account".

    1b. (edit existing account) Click the arrow next to the acount you would like to edit.

    You will be asked to verify an existing account number. This additional layer of security is intended to prevent fraud.

    2. A new page loads. Use the toggle switches to select if you want to use this account for payroll direct deposit, AP reimbursements/refunds/etc ("e-reimbursement"), or both.

    3. If you want the account to be effective at a future date, use the effective date field.

    4. (Payroll deposit accounts only) End Date: The account will not be used for paychecks dated after the end date.

    • Changes made after the period end date may not apply to the prior period: I.e. if you make a change on Wednesday July 7th 2021, the new banking info will not be used for the 6/21/21-7/4/21 period (check date 7/9). Instead it will take effect with the following period, even if you used a 7/8 effective date. If the effective date of your account is critical, please contact the Payroll Office.

    5. (Payroll deposit accounts only) Deposit Details: select how much of the paycheck should be deposited to this account.

    • Entire Balance: Replace all (payroll) accounts with the new account as the sole remainder account
    • Specific Amount: A $ amount will be deposited to the account. You can set the priority of non-remainder accounts under "deposit priority"
    • Remaining balance: funds not deposited to "specific amount" accounts will be deposited to the remainder account
    • We STRONGLY encourage employees to have a remainder account, otherwise a paper check will be issued for the remaining balance.
    • All AP/Reimbursement accounts are "Entire Balance"

    6. Click next, and a new window will appear.

    7. Account Nickname: This can be anything. Use something you will recognize.

    8. Country of Bank: We only support US bank accounts

    9. Routing Number: This is your account’s routing number for ACH transactions (WIRE ROUTING NUMBERS ARE NOT IT). The easiest way to locate your account’s routing number is by referencing a check tied to the account. See the sample image in the menu, and contact your bank if you need further assistance.

    There are two possible routing number errors:

    "Unable to confirm the routing number" - For payroll deposit accounts, the routing number must be added to our database. Small regional banks and credit unions are most likely to encounter this. If you are with a major bank (WF/BofA/Citi/Chase/etc), please verify that you have the correct number for ACH transfers.

    "The routing number is invalid" - Routing numbers can be validated by mathematical formula, and the number entered fails this validation. First verify that you’ve entered it correctly. If your entry is correct, contact your bank to ensure you’ve obtained the correct number.

    If the routing number is valid, the name of the bank we have on-file will appear. Bank names change over time so it is possible that this might not match exact. Regardless, the name shown has no impact on deposits provided the routing and account numbers are correct.

    10. Bank Account Number: This is specific to YOUR bank account. Again the easiest way to locate this is by referencing a check tied to the account. If you do not have access to a check, contact your bank. Often this info is available via online banking.

    11. Account Type: This is the type of product your account is, either Checking or Savings. Generally “cash management” and similar type accounts are considered checking. Contact your bank if unsure.

    12. Terms and Conditions: read and check the box to agree

    13. Save

    Paper Form Method if Unable to Use GaelXpress (in-person only):

    1. Download the "Direct Deposit Form" below

    Direct Deposit Form

    2. Complete personal info (name, SMC ID)

    3. Complete bank info section

    • Bank: name of banking institution
    • Account type: checking or savings
    • Routing number
    • Account number

    4. Complete deposit section

    • Entire Net Pay Check
      • selecting this will deposit the entire paycheck to the account listed

    or

    • Amount $___
      • this must be a dollar amount

    5. Sign and return completed form to Payroll or Human Resources in person.  Please have a form of Photo ID with you so we are able to verify your identity when submitting the form.

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    Those working remotely will need to change or submit the online form via GaelXpress 2.0 Banking Information (instructions above)

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    For the "amount" field, we are unable to support percentage-based allocation of funds. If you want to deposit to multiple accounts you must select a dollar amount for at least one of the accounts. 

    The best place to find a bank's routing number and your account number is from a personal check tied to the account, otherwise contact your financial institution:

    Example

    Employee wants $200 of their paycheck deposited to Account#1 and the rest deposited to Account#2:

    Deposit Account#1 
    Amount: $200

    Deposit Account#2
    "Remainder of Net Pay Check"

    Employee earns a net of $450, result:

    $200 is deposited to Account#1
    $250 is deposited to Account#2

    Next period, employee earns only net $150, result:

    $150 is deposited to Account#1
    $0 is deposited to Account#2

    Things to know:

    • most types of accounts that accept external ACH transfers are compatible
    • double-check the info on any form submitted
    • if a deposit is rejected/returned, a paper replacement check will be issued through Accounts Payable
      • this can take 3-7 business days depending on how long it takes for Payroll to receive notification of the rejection/return, and for Accounts Payable to issue the replacement
      • Payroll will email you with additional details, and to coordinate pickup of the replacement
    • if you are unsure of your routing or account number, please contact your financial institution

    Additional Resources: