Direct Deposit Authorization

Direct Deposit Authorization Form Template

Setting up payroll for a small team means getting everyone's banking details squared away. This direct deposit authorization form gives you a clean, ready-to-use document that collects everything you need to process electronic payments for your employees.

Whether you are onboarding your first hire or switching an existing employee from paper checks, this form covers all the standard fields your payroll provider will ask for.

When to Use This Form

During new employee onboarding to set up their first paycheck
When an existing employee wants to switch from paper checks to direct deposit
When an employee changes banks or account information
When an employee wants to split deposits across multiple accounts

Most payroll providers require a voided check or bank letter in addition to this form. Remind employees to attach one when they submit.

Direct Deposit Authorization Form

Company Name: _______________________________________________

Company Address: _______________________________________________

Section 1: Employee Information

Field	Details
Employee Full Name	_______________________________________
Employee ID / Number	_______________________________________
Social Security Number (last 4 digits)	XXX-XX-________
Home Address	_______________________________________
City, State, ZIP	_______________________________________
Phone Number	_______________________________________
Email Address	_______________________________________

Section 2: Bank Account Information

Account 1 (Primary)

Field	Details
Bank / Financial Institution Name	_______________________________________
Bank Address	_______________________________________
City, State, ZIP	_______________________________________
Routing Number (9 digits)	__ __ __ __ __ __ __ __ __
Account Number	_______________________________________
Account Type	[ ] Checking    [ ] Savings
Deposit Amount	[ ] Entire net pay    [ ] Fixed amount: $________    [ ] Percentage: ________%

Account 2 (Optional -- for split deposits)

Field	Details
Bank / Financial Institution Name	_______________________________________
Bank Address	_______________________________________
City, State, ZIP	_______________________________________
Routing Number (9 digits)	__ __ __ __ __ __ __ __ __
Account Number	_______________________________________
Account Type	[ ] Checking    [ ] Savings
Deposit Amount	[ ] Remainder of net pay    [ ] Fixed amount: $________    [ ] Percentage: ________%

Double-check routing and account numbers carefully. Incorrect numbers can delay payments or send funds to the wrong account.

Section 3: Attachments

Please attach one of the following for each account listed above:

[ ] Voided check (not a deposit slip)
[ ] Bank verification letter or official bank document showing account and routing numbers
[ ] Screenshot from online banking showing account and routing numbers

Section 4: Authorization and Signature

I hereby authorize [Company Name] to deposit my pay electronically into the bank account(s) listed above. I also authorize my employer and the financial institution(s) named above to make any corrections or reversals necessary to fix errors in deposits.

This authorization remains in effect until I submit a written request to change or cancel it. I understand that it may take one to two pay periods for changes to take effect.

Field	Details
Employee Signature	_______________________________________
Date	________ / ________ / ________

Section 5: For Employer Use Only

Field	Details
Received by	_______________________________________
Date Received	________ / ________ / ________
Effective Pay Date	________ / ________ / ________
Entered into Payroll System	[ ] Yes    Date: ________ / ________ / ________
Notes	_______________________________________

How to Use This Template

Print or share digitally. Copy this form into a Word document or PDF for your team. If you use a digital onboarding process, paste the fields into your system.
Distribute during onboarding. Hand the form to new hires on their first day along with other payroll paperwork, or send it in advance so they arrive prepared.
Collect supporting documents. Make sure the employee attaches a voided check or bank letter for each account listed.
Verify the details. Before entering anything into your payroll system, double-check the routing number and account number against the voided check or bank letter.
Enter into payroll. Add the banking information to your payroll provider. Note the effective pay date so the employee knows when to expect the first electronic deposit.
Store securely. This form contains sensitive financial information. Keep it in a locked file or a secure digital system with restricted access.

Tips for Small Businesses

Set a deadline. Ask employees to return the form at least one week before the next pay date to give yourself time to process it.
Confirm the first deposit. After the first direct deposit runs, ask the employee to confirm they received the correct amount. Some payroll providers send a small test deposit first.
Keep a change log. When an employee updates their banking info, keep the old form on file (marked as superseded) along with the new one so you have a clear paper trail.
Know your payroll cutoff. If you use a payroll service, find out how far in advance you need to submit banking changes before each pay run.

Managing payroll details is just one piece of keeping your small team organized. If you are tracking employee info across spreadsheets and folders, Boring HR's Team Tracker can help you keep contact details, documents, and team records in one place.