Direct Crediting of Salary
General
All employees of the Department paid through the central payroll system are required to use direct crediting (electronic funds transfer) for their salary payments. On first appointment with the Department, initial direct crediting arrangement details must be provided in writing to the principal or workplace manager for entry onto the payroll. To assist schools, a pro-forma is available below for schools to amend and use.
Salary payments are credited to nominated accounts each fortnight. Variations can occur due to public holidays. Refer to Pay Day Calendars under Related Topics below for the current salary payment schedules.
Direct credit arrangements may be made with most banks, building societies and credit unions. It is also possible to distribute a salary payment across multiple accounts or institutions by nominating a net pay percentage or a specific dollar amount to specific accounts.
Changing Account Details
When changing account details it is advisable for the employee not to close the old account(s) at the bank, building society or credit union until the new arrangements appear on the pay advice slip.
Banking details should be adjusted using Employee Self Service (ESS), see below for more information. Banking details must be updated by Pay Finalisation on the Friday before payday to be effective in the current fortnight’s pay.
Cancellation of a Direct Credit (Recall)
There are some circumstances where the direct crediting of an employee’s salary needs to be cancelled or recalled in order to avoid an overpayment(s), such as where the employee:
- is receiving WorkSafe payments;
- is on extended leave without pay;
- has ceased employment; or
- will be overpaid more than a normal fortnight’s pay and where there is a high probability of non-recovery in the next pay period(s) from the employee.
Note: Cancellations cannot be requested for what appears to be an excessive tax deduction. A tax refund may be requested in these instances.
A cancellation of direct credit must be the only option as there is no provision to produce an off-cycle payment on eduPay. Where a cancellation is required, the Cancellation of Direct Credit Request form must be forwarded to Payroll Services before 4.00 pm on the Tuesday before pay day. Cancellations received after 4.00 pm cannot be processed.
Rejected Direct Credit
Where a financial institution rejects an employee’s salary to the nominated account/s and returns the payment to the Department, the money will be placed in a holding account until the account details are updated. A direct credit is returned when the employee’s account has been closed or the account or branch details are incorrect. It can take up to four working days for the funds to be returned to the Department by the financial institution.
Where an employee’s salary has not been credited to their nominated account, the payroll must be updated accordingly and an email sent to Payroll Services at payrollservices@edumail.vic.gov.au to arrange for the payment to be made.
Other Resources
Procedures & Forms
- Direct Credit Administration procedures
- Direct Credit application form – Public Service (initial employment)
- Cancellation of Direct Credit Request Form (Excel - 131Kb)
For employees, select the appropriate link below for help and information and to access ESS:
- Information about using eduPay: eduPay help
- To access ESS: eduPay login
Related Topics