Non-Employee Direct Deposit

direct deposit payment service

Welcome to ETSU's non-employee direct deposit payment service, provided by the Division of Business & Finance.

Our online enrollment process is fast, easy, and convenient, with the goal of ensuring that every vendor, payee, and reimbursee receives payment from the University via direct deposit in a timely, accurate, and secure fashion, while also protecting the financial security of our institution. The process below was designed to streamline the authorization of these payments and to facilitate the collection of all other required information as necessary to register new vendors, payees, and reimbursees with the University or update any ACH payment information currently on file. If you're a vendor, payee, or reimbursee, please take a few moments to review the helpful resources below and please direct any additional questions you may have to the ETSU department that instructed you to complete this process. If you're an ETSU faculty member or staff member and you would like to discuss the requirement for all vendors, payees, and reimbursees to complete this mandatory online authorization process, please don't hesitate to contact me at the information provided below. Thank you for your cooperation and understanding.

Director of Financial Systems and Technology
423-439-5504

Overview

• A free Dynamic Forms account and the forms below are required in order for vendors, payees, and reimbursees to receive a unique ETSU E# and/or to provide ACH authorization as necessary to set up payments from ETSU via direct deposit.
  
  
• Once you have created a free Dynamic Forms account, you will immediately have convenient online access to submit forms, view your pending forms, and review your completed forms history.
  
  
• After you have reviewed the necessary information on this webpage, please fill out the appropriate form and then sign it electronically to submit it for processing and review.
  
  
• Where prompted on each form, please include the full name(s) of the person(s) from the ETSU department that instructed you to complete this process, this information is used for verification purposes and will decrease the processing time of your form.
  
  
• The ETSU employee listed on your form will be notified once your form has been finalized so that additional steps can be taken to submit orders and/or requests for payment that will be issued to you by ETSU's Purchasing and Accounts Payable departments. 

NOTE: Do NOT submit any of these forms if you do not have a United States based bank account or you will not be receiving payment from ETSU. These forms only authorize ACH payments from ETSU to domestic banks. Please see Additional Resources.

Account & Form Submission

Required Steps for Submitting a Dynamic Form to ETSU:

1. Create a free Dynamic Forms account.
   
   • Preview Dynamic Forms Account Creation - Required Information

• Activate your account via the activation email sent to the email address that you used to create the account.
  
  
• Please save your username and password to be able to login in the future as necessary to submit additional forms.
  
  
• Sign into and fill out the appropriate form to register you in our system with a unique ETSU E# and/or set up direct deposit information to receive payments from ETSU.
  
  
• Electronically sign the form and submit. DO NOT opt-out of the e-signature. You must fully submit the form for it to be accepted.
  • Preview Dynamic Forms Electronic Signature - Required Steps
• You will receive an automated confirmation email once you have electronically signed and submitted your form.

Individuals 

• INDIVIDUAL PAYEE FORM: I am an individual (not a company or organization) and I need to submit my W9 & setup OR update my direct deposit information

  Submit W9 and ACH Payment Information (Individual Payee Form)
  
  PREVIEW - Individual Payee Form
  

  A thorough review of the information below will minimize any delays in the processing of your form and ensure a timely processing of any payments to you from ETSU via direct deposit.

  Why do I need to submit this form?

  • This form is necessary to establish your bank information in our eProcurement system in order to issue payments to you via direct deposit OR update your existing bank information with ETSU. 
  • If you are a non-US citizen and do not have a US bank account, this form is not applicable. Please submit a W-8 BEN form to your ETSU correspondent.

  How do I get access to this form?

  • You must create a free Dynamic Forms account via the Account Creation link at the top of this webpage or via the "Create New Account" option from within any of the form links before you can sign in to submit your information.
  • You will receive an email to activate your account before you are able to sign into any of the forms.
  • Once enrolled, you will immediately have convenient online access to submit forms, view your pending forms, and review your completed forms history.  
  • Please keep your username and password for future access to our forms system.  

  What do I need to know in order for me to help streamline this process?

  • Input SSN without dashes (example: 123456789, not 123-45-6789).
  • You will need to attach a completed and signed W9 & voided check/bank letter, please have those ready as PDF or image files when you are ready to submit the form.
  • Where instructed on the form, please provide the FULL name(s) of the person(s) at ETSU that requested you to submit this form.
  • You will receive a confirmation email after you provide your electronic signature and submit the form.
  • DO NOT opt-out of e-signature at the end of the form. You must submit this form by providing your electronic signature in order for it to be accepted.
    • If you select opt-out, you will be required to fill out this form from scratch again and submit it with your electronic signature.

Companies

• VENDOR APPLICATION: My company/organization will be issued a PURCHASE ORDER (PO) or entering a CONTRACT with ETSU (non-expense contracts and contracts that generate revenue for ETSU do not apply)

  Submit ETSU Vendor Application & ACH Payment Information 

  PREVIEW - Vendor Application
  

  A thorough review of the information below will minimize any delays in the processing of your form and ensure a timely processing of any payments to you from ETSU via direct deposit.

  Why do I need to submit this form?

  • The vendor application is necessary to set your company up in our eProcurement system to issue you purchase orders (PO) or if you are entering a contract with ETSU (non-expense and revenue contracts do not apply).
  • All vendors must be run through the IRS database for verification before set up for business. Please provide the company name and tax ID as you are registered as a business with the IRS on the vendor application.
  • If you are a business outside the United States and do not have a US bank account, this vendor application is not applicable. Please submit a W-8 BEN-E form to your ETSU correspondent.

  How do I get access to this form?

  • You must create a free Dynamic Forms account via the Account Creation link at the top of this webpage or via the "Create New Account" option from within any of the form links before you can sign in to submit your information.
  • You will receive an email to activate your account before you are able to sign into any of the forms.
  • Once enrolled, you will immediately have convenient online access to submit forms, view your pending forms, and review your completed forms history.  
  • Please keep your username and password for future access to our forms system. 

  What do I need to know in order for me to help streamline this process?

  • Input EIN/SSN without dashes (example: 123456789, not 123-45-6789)
  • You will need to attach a completed and signed W9 & voided check/bank letter, please have those ready as PDF or image files when you are ready to submit the application.
  • Where instructed on the form, please provide the FULL name(s) of the person(s) at ETSU that requested you to submit this form.
  • You will receive a confirmation email after you provide your electronic signature and submit the application.
  • DO NOT opt-out of e-signature at the end of the application.  You must submit this form by providing your electronic signature in order for it to be accepted.
    • If you select opt-out, you will be required to fill out this form from scratch again and submit it with your electronic signature. 

• NON-PURCHASE ORDER: My company/organization will NOT be receiving a Purchase Order (PO)

  Submit W9 & ACH Payment Information (Non-PO form)

  PREVIEW the Non-PO form
  

  A thorough review of the information below will minimize any delays in the processing of your form and ensure a timely processing of any payments to you from ETSU via direct deposit.

  Why do I need to submit this form?

  • If you are a business and do not anticipate receiving a purchase order or entering a contract with ETSU, but need to be setup to receive payment from ETSU via direct deposit, you will need to fill out and submit this form.  A full vendor application is not needed.
  • If you are unsure if you will be receiving a purchase order from ETSU, please contact your ETSU correspondent.
  • In order to receive a purchase order, an ETSU Vendor Application must be submitted instead of this form.
  • All vendors must be run through the IRS database for verification before set up for business. Please provide the company name and tax ID as you are registered as a business with the IRS on this form.
  • If you are a business outside the United States and do not have a US bank account, this form is not necessary. Please submit a W-8 BEN-E form to your ETSU correspondent.

  How do I get access to this form?

  • You must create a free Dynamic Forms account via the Account Creation link at the top of this webpage or via the "Create New Account" option from within any of the form links before you can sign in to submit your information.
  • You will receive an email to activate your account before you are able to sign into any of the forms.
  • Once enrolled, you will immediately have convenient online access to submit forms, view your pending forms, and review your completed forms history.  
  • Please keep your username and password for future access to our forms system.  

  What do I need to know in order for me to help streamline this process?

  • Input EIN/SSN without dashes (example: 123456789, not 123-45-6789)
  • You will need to attach a completed and signed W9 & voided check/bank letter, please have those ready as PDF or image files when you are ready to submit the form.
  • Where instructed on the form, please provide the FULL name(s) of the person(s) at ETSU that requested you to submit this form.
  • You will receive a confirmation email after you provide your electronic signature and submit the form.
  • DO NOT opt-out of e-signature at the end of the form. You must submit this form by providing your electronic signature in order for it to be accepted.
    • If you select opt-out, you will be required to fill out this form from scratch again and submit it with your electronic signature. 

Payment Method Changes 

• ACH CHANGE FORM: My company/organization already has existing direct deposit information on file with ETSU and I need to update our bank information 

  Submit ACH Change Authorization Form

  PREVIEW the ACH Change Authorization form
  

  A thorough review of the information below will minimize any delays in the processing of your form and ensure a timely processing of any payments to you from ETSU via direct deposit.

  Why do I need to submit this form?

  • This form is necessary in order to update ONLY the banking information on file at ETSU for your company/organization.
    • This form should NOT be used if more than your company/organization's bank information has changed.
      • If your company/organization name and/or tax ID has also changed, you must submit an ETSU Vendor Application as a new supplier.
  • ETSU will make a fraud prevention phone call to the phone number for your company previously on file with ETSU for verification purposes prior to changing any bank account information.

  How do I get access to this form?

  • You must create a free Dynamic Forms account via the Account Creation link at the top of this webpage or via the "Create New Account" option from within any of the form links before you can sign in to submit your information.
  • You will receive an email to activate your account before you are able to sign into any of the forms.
  • Once enrolled, you will immediately have convenient online access to submit forms, view your pending forms, and review your completed forms history.  
  • Please keep your username and password for future access to our forms system.

  What do I need to know in order for me to help streamline this process?

  • Input EIN/SSN without dashes (example: 123456789, not 123-45-6789).
  • You will need to attach a completed and signed W9 & voided check/bank letter, please have those ready as PDF or image files when you are ready to submit the form.
  • Where instructed on the form, please provide the FULL name(s) of the person(s) at ETSU that requested you to submit this form.
  • You will receive a confirmation email after you provide your electronic signature and submit the form.
  • DO NOT opt-out of e-signature at the end of the form. You must submit this form by providing your electronic signature in order for it to be accepted.
    • If you select opt-out, you will be required to fill out this form from scratch again and submit it with your electronic signature. 

• CEASE PAPER CHECKS FORM: My company/organization currently receives paper checks as payment from ETSU and we want to be set up to receive payment by direct deposit 

  Submit Cease Paper Checks/Set Up ACH Form

  PREVIEW the Cease Paper Checks form
  

  A thorough review of the information below will minimize any delays in the processing of your form and ensure a timely processing of any payments to you from ETSU via direct deposit.

  Why do I need to submit this form?

  • This form is necessary if you are a company currently receiving paper checks as payment from ETSU and want to be set up to receive payments via direct deposit. 
  • ETSU will make a fraud prevention phone call to the phone number for your company previously on file with ETSU for verification purposes prior to changing any bank account information.

  How do I get access to this form?

  • You must create a free Dynamic Forms account via the Account Creation link at the top of this webpage or via the "Create New Account" option from within any of the form links before you can sign in to submit your information.
  • You will receive an email to activate your account before you are able to sign into any of the forms.
  • Once enrolled, you will immediately have convenient online access to submit forms, view your pending forms, and review your completed forms history.  
  • Please keep your username and password for future access to our forms system.

  What do I need to know in order for me to help streamline this process?

  • Input EIN/SSN without dashes (example: 123456789, not 123-45-6789).
  • You will need to attach a completed and signed W9 & voided check/bank letter, please have those ready as PDF or image files when you are ready to submit the form.
  • Where instructed on the form, please provide the FULL name(s) of the person(s) at ETSU that requested you to submit this form.
  • You will receive a confirmation email after you provide your electronic signature and submit the form.
  • DO NOT opt-out of e-signature at the end of the form. You must submit this form by providing your electronic signature in order for it to be accepted.
    • If you select opt-out, you will be required to fill out this form from scratch again and submit it with your electronic signature. 

Additional Resources

Fillable W9 form

Fillable W8-BEN form (individuals that are not a United States citizen)

Fillable W8-BEN-E form (companies outside the United States - no US EIN number)

ETSU Purchase Order Terms & Conditions

FAQs

• Why do I need to submit a form to ETSU? 

  A form is needed to either register you as a vendor or payee in our system which will issue you a unique ETSU E# and set up ACH payment information so that you receive payments from us via direct deposit - OR -  to setup/update ACH payment information for an existing E# with ETSU. 
• Which form do I need to fill out?

  If you are an individual (not a company), you will submit the Individual Payee Form under Individuals to set up OR update your information with ETSU.  Please reference the notes under the Individual Payee form for more information.

  If you are a company, you will submit either a vendor application, a non-PO form, or one of the forms to update your payment method depending on what the need is.  Please reference the notes under each of the company forms for more information.  If you are still unsure, please contact your ETSU correspondent.

• I am not a US citizen/business entity and use a bank account outside of the US. What should I do? 

  If you are not a US citizen/business entity, you will not submit any of the dynamic forms on this page.  Please fill out and sign a W8 instead and send it to your ETSU correspondent.  You can find a link to the IRS's fillable W8 form under Additional Resources on this webpage. 

• I have existing direct deposit information on file with ETSU but need to update my bank information. What do I do?

  If you are an individual (not a company), please submit the Individual Payee form under Individuals to update your bank information with ETSU. 

  If you are a company, please submit the ACH Change Authorization form under Payment Method Changes.  This is to update ONLY bank information.  If your company has changed names/tax IDs, you must submit a vendor application as a new supplier.  ETSU will make a fraud prevention phone call to the phone number for your company previously on file with ETSU for verification purposes prior to changing any bank account information.

• I am currently receiving paper checks as payment from ETSU and want to be set up to receive payments by direct deposit. What do I do?

  If you are an individual (not a company), please submit the Individual Payee form under Individuals to update receiving payments from ETSU via paper checks to direct deposit. 

  If you are a company, please submit the Cease Paper Checks form under Payment Method Changes to update receiving payments from ETSU via paper checks to direct deposit.   ETSU will make a fraud prevention phone call to the phone number for your company previously on file with ETSU for verification purposes prior to changing the payment method.

• I cannot fit my EIN or SSN in the field provided on the form. What do I do?

  Please input your EIN or SSN into the form without dashes (example: 123456789, not 123-45-6789)
• My W9 or voided check will not attach to the form. How do I fix it? 

  If you are unable to get your W9 or voided check to attach to the form, try the following:

  1. Refresh the webpage to see if the form has timed out.  You may need to relogin to the form.
  2. Use a different browser.  Sometimes a browser will cause issues with attaching items.  
  3. If you are using a phone or tablet, try it on a desktop computer or laptop instead. 

• I did not receive an activation email after I created a Dynamic Forms account. What should I do? 

  If the activation email does not appear in your email inbox after you have created a Dynamic Forms account, please check your spam and junk folders.  If you have a gmail account, you may also want to check your "Promotions" and "Social" folders.  If you still cannot locate your activation email please contact your ETSU correspondent for assistance.  

• I did not receive a confirmation email after electronically signing and submitting a form. What should I do? 

  If the confirmation email does not appear in your email inbox after you have electronically signed and submitted a form, please check your spam and junk folders.  If you have a gmail account, you may also want to check your "Promotions" and "Social" folders.  If you still cannot locate your confirmation email please contact your ETSU correspondent. 

• I chose to "Opt-Out" of the electronic signature at the end of the form. What do I need to do?

  DO NOT opt-out of the e-signature at the end of the form.  If you chose to opt-out of the electronic signature, you will need to complete the form again and submit it with your e-signature. Forms that are not submitted with an e-signature will not be accepted.  

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