Payroll Card Templates

By Douglas Lipsky

New York Department Of Labor Posts Draft Model Templates For Payroll Debit Cards And Direct Deposit Notice And Consent.

New York employers are required to satisfy certain notice requirements and obtain employees’ informed consent before they pay employees’ wages by debit card or direct deposit.

The New York State Department of Labor adopted regulations, which become effective on March 7, 2017, governing the payment of employee wages by any method other than cash or check, including direct deposit and payroll debit cards. The purpose of the new rules is to ensure that workers who are paid with payroll debit cards have access to their wages in full without being subjected to hidden fees.

To achieve that goal, at least 7 business days before taking action to pay employees via payroll debit cards, employers must satisfy certain notice requirements and obtain employees’ informed consent. Employers must provide employees with:

  1. A plain language description of all of the employee’s options for receiving wages.
  2. A statement that the employer may not require the employee to accept wages by payroll debit card or direct deposit.
  3. A statement that the employee may not be charged for any fees for services that are necessary for the employee to access his/her wages in full.
  4. If offering the option of payroll debit cards, a list of locations of fee-less ATMs within a reasonable travel distance from the employee’s workplace or residence (a link to a website containing such information is sufficient).
  5. Additionally, if employees are covered by a collective bargaining agreement which provides the method(s) of payment by which employees must be compensated, the employer must obtain the union’s approval before paying employees by payroll debit card.

Under the new rules, employers will not be able to pass along to employees the costs associated with payroll debit cards, nor will they be able to accept kickbacks from card issuers, card sponsors, or third parties for delivering wages via payroll debit cards. Employees, importantly, who choose to receive their wages via a payroll debit card will:

  • Have access to at least one (1) fee-less ATM within a reasonable travel distance from where the employees work or live;
  • Have access to unlimited withdrawals from a fee-less ATM;
  • Not incur fees for: checking their balance; maintenance; account inactivity; overdraft; contacting customer service; receiving written statements or transaction histories; closing an account; card replacement (at reasonable intervals); taking action necessary to receive wages or hold the payroll debit card; or point of sale transactions.

The new rules will not apply to employees working in a bona fide executive, administrative, or professional capacity who earn in excess of $900 per week, nor will they apply to employees working on a farm not connected with a factory.

In connection with those regulations, the New York State Department of Labor posted model templates for written notice and consent for public comment and feedback.

About the Author
Douglas Lipsky is a co-founding partner of Lipsky Lowe LLP. He has extensive experience in all areas of employment law, including discrimination, sexual harassment, hostile work environment, retaliation, wrongful discharge, breach of contract, unpaid overtime, and unpaid tips. He also represents clients in complex wage and hour claims, including collective actions under the federal Fair Labor Standards Act and class actions under the laws of many different states. If you have questions about this article, contact Douglas today.