DA-130 Authorization for Electronic Deposit

Effective 10/01/2023, the State of Kansas requires all state agencies (including universities) to process and submit DA-130 Authorization for Electronic Deposit forms via DocuSign.  This change will require all DA-130 requests to originate from authorized users in the State’s financial management system.  At WSU, the authorized users are select Financial Services staff responsible for vendor maintenance.

The purpose of this document is to provide step-by-step instructions on the process for establishing or updating vendor electronic deposit information.  Select one of the six scenarios listed below that most closely represents the nature of your transaction.

The DA-130 form is not to be used for WSU Employees (including, student employees) or Foreign Vendors.

Scenarios

New Vendor Requests - Non-PO Related Invoices

Existing Vendors Requiring a Bank Change – Non-PO Related Invoices

New Vendor Requests - Purchase Orders/Requisitions

Existing Vendors Requiring a Bank Change - Purchase Orders/Requisitions

Employee - Authorization for Electronic Deposit

Employee Reimbursement – New Vendor Profile Request

 

New Vendor Requests - Non-PO Related Invoices

  1. Contact the perspective vendor and obtain the following:
    1. Completed and signed W9
    2. First name, last name, and email address of the individual at the vendors company responsible for providing ACH/Direct Deposit/Electronic Deposit banking information. This contact should be a verified employee of the company and the person authorized to sign and provide banking information for their organization.
  2. Create a Chrome River Invoice utilizing the “Create Temp Vendor” process.
  3. Attach the completed and signed W9 along with the invoice.
  4. Add a comment to the Chrome River Invoice indicating the vendor would like to be set up for ACH/Direct Deposit/Electronic Deposit. Include the first name, last name, and email address obtained in step 1b.
  5. Financial Services will send the vendor an invitation link to the DA-130 via DocuSign.
  6. The vendor will be allowed 2 business days to complete and return the DA-130 via DocuSign.
  7. If the vendor does not complete and return the DA-130 via DocuSign in the allotted two days, Financial Services will establish the vendor profile and the vendor will receive payment via a paper check. This is to ensure we are not delaying payment processing while waiting for the vendor to respond.
  8. Once the vendor has completed the DA-130 process via DocuSign, Financial Services will work with the State of Kansas to add ACH/Direct Deposit/Electronic Deposit to the vendor profile for future payments. No further action is needed.

Existing Vendors Requiring a Bank Change – Non-PO Related Invoices

  1. Contact the existing vendor and obtain the following:
    1. First name, last name, and email address of the individual at the vendors company responsible for providing ACH/Direct Deposit/Electronic Deposit banking information. This contact should be a verified employee of the company and the person authorized to sign and provide banking information for their organization.
  2. Create a Chrome River Invoice, selecting the appropriate existing vendor.
  3. In the Chrome River Vendor Address field, select “Create Temp Address” to route the document to the vendor maintenance team.
  4. Add a comment to the Chrome River Invoice indicating the vendor would like to update their bank information. Include the first name, last name, and email address obtained in step 1a.
  5. Financial Services will send the vendor an invitation link to the DA-130 via DocuSign.
  6. The vendor will be allowed 2 business days to complete and return the DA-130 via DocuSign.
  7. If the vendor does not complete and return the DA-130 via DocuSign in the allotted two days, Financial Services will update the vendor profile and the vendor will receive payment via a paper check. This is to ensure we are not delaying payment processing while waiting for the vendor to respond.
  8. Once the vendor has completed the DA-130 process via DocuSign, Financial Services will work with the State of Kansas to update the ACH/Direct Deposit/Electronic Deposit information on the vendor profile for future payments. No further action is needed.

New Vendor Requests - Purchase Orders/Requisitions

  1. Contact the perspective vendor and obtain the following:
    1. Completed and signed W9
    2. First name, last name, and email address of the individual at the vendors company responsible for providing ACH/Direct Deposit/Electronic Deposit banking information. This contact should be a verified employee of the company and the person authorized to sign and provide banking information for their organization.
  2. Send completed and signed W9 along with vendor contact information to Shanda Hernandez via Dropbox.
  3. Financial Services will send the vendor an invitation link to the DA-130 via DocuSign.
  4. The vendor will be allowed 2 business days to complete and return the DA-130 via DocuSign.
  5. If the vendor does not complete and return the DA-130 via DocuSign in the allotted two days, Financial Services will establish the vendor profile and the vendor will receive payment via a paper check. This is to ensure there are no processing delays while waiting for the vendor to respond.
  6. Once the vendor has completed the DA-130 process via DocuSign, Financial Services will work with the State of Kansas to add ACH/Direct Deposit/Electronic Deposit to the vendor profile for future payments. No further action is needed.

Existing Vendors Requiring a Bank Change - Purchase Orders/Requisitions

  1. Contact the existing vendor and obtain the following:
    1. First name, last name, and email address of the individual at the vendors company responsible for providing ACH/Direct Deposit/Electronic Deposit banking information. This contact should be a verified employee of the company and the person authorized to sign and provide banking information for their organization.
  2. Email the information obtained in step 1a along with your authorization to process payment to accountspayable@wichita.edu
  3. Financial Services will send the vendor an invitation link to the DA-130 via DocuSign.
  4. The vendor will be allowed 2 business days to complete and return the DA-130 via DocuSign.
  5. If the vendor does not complete and return the DA-130 via DocuSign in the allotted two days, Financial Services will update the vendor profile and the vendor will receive payment via a paper check. This is to ensure we are not delaying payment processing while waiting for the vendor to respond.
  6. Once the vendor has completed the DA-130 process via DocuSign, Financial Services will work with the State of Kansas to update the ACH/Direct Deposit/Electronic Deposit information on the vendor profile for future payments. No further action is needed.

Employee - Authorization for Electronic Deposit

The W9 and DA-130 forms are not required to establish a vendor profile for active employees or student-employees.  However, employees and student-employees must provide their direct deposit banking information by accessing the “Direct Deposit Information” link housed on myWSU. 

screenshot of myWSU Direct Dposit Page

To speed up the reimbursement process employees should ensure their banking information has been correctly recorded in the “WSU Employee Travel / Reimbursement Direct Deposit Distribution” section shown above.

Employee Reimbursement – New Vendor Profile Request

  1. Create a Chrome River Invoice utilizing the “Create Temp Vendor” process.
  2. Enter the first name, last name, and myWSU ID of the employee or student-employee in the comments section of the Chrome River Invoice.
  3. Financial Services will create a vendor profile, utilizing the banking information recorded in the “WSU Employee Travel / Reimbursement Direct Deposit Distribution” section in lieu of the DA-130 form.
  4. If banking information has not been supplied, Financial Services will place the reimbursement request on hold until the banking information has been provided.