How to Correct a Bank Account Number


Suggested Solution | Bank Traces | Updating the EDB | Additional Information


Problem

Employee discovers that the name of his or her bank name and/or account number is incorrect on a direct deposit advice.

Suggested Solution

  • For Bank Name:
    1. Banks often merge and change names.  When this happens, a bank normally notifies its customers and the bank and account information may require updating on the Employee Database (EDB). See Updating the EDB (below) for more information.
    2. For a period of time after a merger, the bank will normally post to customers' accounts based on the old account number and bank name. Employees should confirm direct deposit with their banks.
    3. If the employee has called the bank and pay has not been deposited, Payroll Services will initiate a bank trace. See Bank Traces (below) for more information.
  • For Bank Account Number:
    1. When bank account numbers are incorrect, some banks immediately reject the deposit and send it back to the originating bank (UCLA's bank is Mellon Bank).
      1. Payroll Services receives information daily from Mellon Bank regarding bank traces and bank rejects. Within 24 hours of receiving notice of a bank reject, Payroll Services will issue a check to the employee and call the department to let the payroll preparer know when it is ready.
      2. The EDB should be updated to reflect the correct account number. See Updating the EDB (below) for more information.
    2. Other banks will try to find the correct account number so that the pay can be deposited to their customer's account. It may take the bank 24 to 48 hours to research all the UTL's (Unable To Locate) accounts on a heavy deposit day such as a University payday.
    3. If the employee has called the bank and pay has not been deposited, Payroll Services will initiate a bank trace. See Bank Traces (below) for more information.

Bank Traces

When an employee has called the bank on payday and finds the money has not been deposited, Payroll Services will initiate a bank trace.

  1. To request that Payroll Services initiate a bank trace, you may contact Payroll by phone or complete a bank trace form and submit it to Payroll Services. See Related Information for the bank trace form. 
  2. If the results of the bank trace verify that the money is not in the employee's bank account, Payroll Services will issue a check to the employee. 

Updating the EDB

  1. Bank information can be verified on the IGNL screen in EDB Inquiry.
  2. When bank account information is incorrect, it is important to update the EDB right away with the correct information. Follow these steps:
    1. Log into EDB Entry/Update.
    2. Access the ECHK screen.
    3. Tab to the bank account number field.
    4. Enter the bank account number in the correct format.
    5. Press enter and then F9 to update the transaction.
  3. Once the bank information has been updated, the pre-notification process will start on the next scheduled Pay Compute.  
  4. After the Pay Compute, the IGNL screen in EDB Inquiry will display the Direct Deposit Activation Date (DD Actvn:), which is the date that the Direct Deposit will begin. Until the Direct Deposit Activation Date, the employee will receive a paper check in his or her home department.

Note: Only an EDB preparer can update the EDB. If you are not an EDB preparer, contact the EDB preparer in your department to process the correction to the employee's bank account number.

Additional Information

  • Additional information on changing bank information can be found in the EDB Manual, Section B4.3. 
  • Definitions of some common Payroll terms can be found in the PPS Glossary.
  • More information about the Pay Compute process is available in the PPS Manual, Section C2.
  • Pay compute dates are listed in the PPS Schedule.
  • Select Bank Account Correction (PDF) for an example of how to update the EDB.

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