EFT AUTHORIZATION INSTRUCTIONS
Electronic Funds Transfers (EFTs), also known as ACH transactions, are secure and efficient transactions sent electronically to bank accounts within the U.S. EFTs have a two day settlement period and will be credited to the payee's bank account within two days of the Berkeley Financial System (BFS) payment date. Although BFS can generate both checks and EFTs, the latter is the preferred method of payment for student, employee, and vendor reimbursements (petty cash reimbursements must be made via check, however.)
Student inquiries should be submitted by opening a case with Cal Student Central.
Additional student information can be found at: studentbilling.berkeley.edu
If you are a UC Berkeley Employee:
Faculty and staff employees can establish and revise their salary direct deposit instructions through the Human Capital Management (HCM) system. An employee’s salary direct deposit bank information entered in HCM is automatically linked to the Berkeley Financial System (BFS) deposit information for the employee. Reimbursements (e.g. travel, entertainment, miscellaneous business expenses) and other non-salary payments issued through BFS will be directly deposited to the same bank account as that maintained for salary in HCM. When employees update their salary direct deposit banking information in HCM, the information will also be updated in BFS for reimbursement purposes. No additional action is required by the employee or department when an employee wants salary and reimbursements to be directly deposited to the same bank account.
If an employee wants to receive a paper check for reimbursements or to have reimbursements deposited to a different bank account than their salary direct deposit bank account, they should “opt-out” of the automatic update process:
- To opt-out of the automatic update process and receive a paper check, please send an e-mail to firstname.lastname@example.org. Include the employee’s name and employee number with specific instructions indicating they are electing to opt-out of the employee EFT update process and wish to receive paper checks for reimbursements.
- To opt-out of the automatic update process and use a different bank account for reimbursements, please complete the EFT Authorization form (PDF) and send the completed form to the Accounts Payable Office at 2195 Hearst Ave., Room 159, Berkeley, CA 94720-1101.
In these "opt-out" situations, any changes an employee may make to their HCM (salary direct deposit) bank account will not affect their BFS (reimbursements) bank account or receipt of paper checks.
For confidentiality purposes, do NOT include bank account numbers or social security numbers in any e-mail correspondence.
Please note that Petty Cash Custodians, as required by policy, will continue to receive BFS reimbursements by paper check regardless of their payment method preferences in HCM.
Student employees are not affected by this process. Student employees may continue to establish or revise their salary direct deposit instructions through HCM. Students may continue to set up or make changes to their banking information through Bear Facts for purposes of receiving reimbursements and/or fellowship payments via EFT.
If you have any questions, please contact the Accounts Payable Office at (510) 643-2199.
Important! Direct deposit requirements for vendors (Word) transferring funds outside the U.S.
To authorize Electronic Funds Transfer of vendor payments, please read the privacy notifications below, complete the EFT Authorization Form (PDF), and return it to:
University of California, Berkeley
Accounts Payable Office
2195 Hearst Ave., Room 159
Berkeley CA 94720-1101
We can accept the form via e-mail or fax. Please be sure to sign the form before sending it in. If the authorization is for EFT deposits to a checking account, you must provide a voided check that is imprinted with your name and account number. Incomplete forms will be returned to you resulting in delays.
Please make sure the following information is included on the completed EFT Authorization Form:
- A voided pre-printed check is required for checking accounts.
- The bank you designate must be in the United States.
- We cannot transfer deposits to investment firms that use an intermediary bank.
You will receive an email notification 2 business days before each deposit is sent to the bank. With a quick call to your bank, you can confirm deposit of the funds into your account.
If you close your bank account, you must notify us of your new account information by submitting a new authorization form.
You may revoke your EFT authorization at any time by indicating “cancel” on the authorization form, and sending the form to the Accounts Payable Office.
Pursuant to the Federal Privacy Act of 1974, you are hereby notified that disclosure of your Social Security Number is mandatory. Disclosure of the Social Security Number is required pursuant to sections 6011 and 6051 of Subtitle F of the Internal Revenue Code and with Regulation 4, Section 404 1256, Code of Federal Regulations under Section 218, Title II of the Social Security Act, as amended. The Social Security Number is used to verify your identity. The principal uses of the number may include the reporting of (1) state and federal income taxes withheld, (2) Social Security contributions, (3) state unemployment and Worker's Compensation earnings, (4) earnings and contributions to participating retirement systems, and (5) as an identifier for your insurance carrier to verify your eligibility and to maintain claim records for you and your eligible dependents.
The State of California Practices Act of 1977 (effective July 1, 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: The primary purpose for requesting information on this form is to acquire authorization to disburse payments directly to a financial institution of your choice. Furnishing all information on this form is mandatory, and failure to provide such information will delay or even prevent completion of the action for which the form is intended. The office responsible for maintenance of the information on this form is the Accounts Payable Office.