Starting in fall 2026, Case Western Reserve University students can have university-approved travel and expense reimbursements deposited directly into their U.S. bank accounts. Previously, students could only receive paper checks in the mail or pick them up from the cashier's office.
Why enroll in direct deposit?
- Fast: Receive funds quickly via Direct Deposit through an ACH transfer.
- Secure: No risk of lost or delayed checks.
- Convenient: Funds go straight to your bank account.
How to enroll
- Log in to my.case.edu/ach.
- Enter your U.S. bank routing and account numbers (available on your banking website/app or on a physical check).
- Select your account type (checking/savings).
- Submit and verify your information.
You can follow the same steps to update your details/reimbursement methods any time.
Once enrolled, direct deposit will become your default method for T&E reimbursement. If you do not set up this option, a check will be sent to the permanent address listed in SIS or can be sent to the Cashier’s Office for pick up.
Important: The direct deposit details managed in my.case.edu/ach are for T&E reimbursement only. It does NOT affect direct deposit settings for payroll or tuition refunds.
Questions? Contact FinSupport@case.edu.
Frequently Asked Questions
Student-Focused Questions
What is the new direct deposit initiative for student reimbursements?
Answer: CWRU now allows students to receive travel and expense reimbursements directly into their bank accounts via direct deposit, instead of receiving paper checks.
How do I enroll in direct deposit for reimbursements?
Answer: Log in to my.case.edu/ach (Single Sign-on/Duo needed). Enter your U.S. bank routing and account number, select your account type (checking or savings), and submit your information.
Is this the same as payroll direct deposit or tuition refund direct deposit?
Answer: No. This direct deposit is separate from payroll (HCM) and tuition refunds (SIS). You must provide your bank information specifically for this process (Travel & Expense reimbursements).
Can I use the same information as payroll direct deposit or tuition refund direct deposit for this?
Answer: Yes, you can use the same bank account information you use for payroll direct deposit (HCM) or tuition refund direct deposit (SIS). However, you must enter that information separately into the Travel & Expense system, as this direct deposit process is distinct and managed independently from payroll and tuition refunds.
If you prefer, you can also choose to deposit your reimbursements into a different bank account than the one used for payroll or tuition refunds.
Where can I find my routing and account numbers?
Answer: You can find these numbers on your bank’s website or mobile app. If you have a physical check, the routing number is the first set of digits on the bottom left, and the account number follows it.
What happens if I don’t enroll in direct deposit?
Answer: If you do not provide valid direct deposit information, your reimbursement will be processed as a paper check and mailed to the permanent address listed in SIS, or it can be sent to the Cashier’s Office for pick up if designated by the submitter.
Will this speed up the approval process for getting my reimbursement?
Answer: Though the normal approval process will still apply, using direct deposit will speed up the time between final approval and fund distribution. When the final approval occurs, you will get an email notice to your CWRU email to initiate the direct deposit. The money should be in your bank account shortly thereafter.
How will I know when a reimbursement is deposited?
Answer: You will receive a notification sent to your CWRU email address when a reimbursement or credit is processed.
Can I change my bank account information after enrolling?
Answer: Yes, you can update your bank information at any time at my.case.edu/ach. Changes will apply to future reimbursements, not those already being processed.
Is my bank information secure?
Answer: Yes. Your information is used solely for processing reimbursements via ACH transfer (direct deposit) and is protected according to CWRU and NACHA standards.
What should I do if my bank account changes?
Answer: Update your bank information at my.case.edu/ach immediately to ensure future reimbursements are deposited correctly.
What if the direct deposit transfer fails or my information is incorrect?
Answer: If a transfer fails, the reimbursement will be processed as a check and mailed to your permanent address, as listed in SIS. You should correct your bank information as soon as possible.
Can I revoke my authorization for direct deposit?
Answer: Yes. You may revoke your authorization at any time by updating or removing your bank information in the system via my.case.edu/ach.
What happens when I graduate or leave the university?
Answer: Your direct deposit will be revoked six months following graduation. You may also revoke your authorization at any time by updating or removing your bank information in the system via my.case.edu/ach.
I do not want direct deposit. Can I still pick up my check at the Cashier’s Office?
Answer: If you have direct deposit set up, you will no longer be able to pick up a check. If you do not have direct deposit set up, the Cashier’s Office will still be an option, but the reimbursement submitter must declare that option in PeopleSoft when inputting the reimbursement.
Faculty and Staff-Focused Questions
When inputting a T&E reimbursement, how will I know if a student is set up for direct deposit?
Answer: If a student is set up for direct deposit, there will be a message on the T&E reimbursement screen, and no other options will be available to choose from.
I am giving a student a prize/award at an upcoming event. Can I get a check in advance to hand them?
Answer: You cannot give a student who is signed up for direct deposit a paper check. If they are signed up for direct deposit, hand them a fake check or letter at the award event congratulating them, then process the Travel & Expense reimbursement the day after the event. They should receive the money shortly after all approvals are obtained for the T&E reimbursement request. If they are not enrolled in direct deposit, you may issue a paper check.
Support
If you have additional questions, please contact FinSupport@case.edu.