Business Policies and Procedures Manual
Chapter 30: Finance

BPPM 30.28

For more information contact:
   Payment Services
   509-335-2060/ accounts.payable@wsu.edu

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Forms:

• Electronic Funds Transfer (U.S.) (PDF)
• Electronic Funds Transfer (International) (PDF)

1.0   Overview

A Washington State University (WSU) employee, student, or non-WSU payee may authorize Payment Services to transfer reimbursements by electronically-settled payments among financial institutions.

Expense reimbursements are processed through the Expense Report business process in Workday.

Complete the Payment Elections business process in Workday to authorize electronic fund transfers of reimbursements. An employee may authorize an electronic funds transfer in Workday by following the instructions in the Workday Complete Payment Elections reference guide.

University departments must process a nonemployee as an external committee member (ECM) or a Supplier in Workday and then upload an electronic funds transfer form to the ECM or Supplier Request. (See the Workday Create External Committee Member or the Create Supplier Request reference guide for instructions.)

See BPPM 70.31 and 95.20 regarding requesting reimbursement for food or travel expenses.

2.0   Authorization Procedures

2.1     Employees

To authorize WSU to electronically transfer funds to an account, employees with WSU Network IDs (NIDs) and passwords must submit payment elections in Workday. See the Workday Complete Payment Elections reference guide for instructions.

See BPPM 85.37 for further information regarding NIDs.

2.2     Nonemployee Payee

A nonemployee payee may authorize an electronic funds transfer by submitting a completed Electronic Funds Transfer Authorization form to the applicable University department.

To establish the electronic funds transfer in Workday, the department creates an external committee member (ECM) or a Supplier for the nonemployee (see the Workday Create External Committee Member or the Create Supplier Request reference guide for instructions).

2.2.a  Changes and Cancellations

Nonemployee payees must submit changes and cancellations to funds transfer accounts through the University department. In addition to the change request EFT form with the banking information, a cancellation form is required if there is an existing bank account on file. (See Section 3.3.)

For all new suppliers (individuals or companies) information updates must be submitted through the Create Supplier Request process in Workday.

Changes to supplier information must be submitted through the Create Request for Supplier Change process in Workday.

2.2.b   Verification of Changes

Business and Financial Services conducts an independent verification with suppliers for confirmation of any banking information changes once a request is received.

3.0   Funds Transfer

3.1      Request Forms

To request electronic funds transfers (EFTs), use the applicable form: (see Forms)

• Electronic Funds Transfer Authorization (United States Based EFT Only) form for EFTs to financial institutions based within the U.S.
• Electronic Funds Transfer Authorization (International Based EFT Only) form for EFTs to financial institutions based outside of the U.S.

3.2     Timing and Activity

After the EFT is in place, reimbursements are credited to the payee’s account.

Generally, funds are available within three business days after the reimbursement expense is settled.

3.3     Funds Transfer Changes and Cancellation

It is the responsibility of the employee or University department to change or cancel the EFT authorization when necessary or update any changes to:

• Routing numbers
• Account numbers
• Contact information

3.3.a  Returned Deposit

If WSU receives a notification of a returned funds transfer from the financial institution, Payment Services attempts to contact the employee or University department to correct the information. Future reimbursements for the payee may be processed as paper checks and mailed to the address provided on the request for reimbursement if within the U.S. WSU does not use the United States Postal Service to mail internationally.

The payee must complete an updated EFT authorization form to receive expense reimbursements by electronic funds transfer again.

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Revisions:  Oct. 2024 (Rev. 634); June 2022 (Rev. 595); Nov. 2021 (Rev. 580); Jan. 2021 (Rev. 560); June 2018 (Rev. 516); Nov. 2014 (Rev. 440); July 2010 – new policy (Rev. 363).