form template · Free download
Direct Deposit Authorization Form
A direct deposit authorization form for new and existing employees to set up or change where their pay is deposited, including split-account details.
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What you get
- Employee and employer identification fields for payroll matching
- Bank and account fields for one or multiple accounts
- A full-deposit vs. split-deposit section with amount or percentage entry
- Signature, date, and authorization language your payroll team can rely on
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Employee information
Confirm identity so the deposit is matched to the right payroll record.
- Employee full name
- Employee ID / payroll number
- Department
- Job title
Authorization type
Select whether this is a new setup, a change to an existing account, or a cancellation.
- New direct deposit setup
- Change to existing account(s)
- Add a second account (split deposit)
- Cancel direct deposit (revert to paper check)
Bank account details
Attach a voided check or bank letter for each account listed. Do not accept a deposit slip in place of a voided check — the routing number on a slip is not always the ACH routing number.
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How to use this template
- 1
Give it to the employee
Send the form at new-hire onboarding or whenever an employee wants to change their deposit account.
- 2
Collect a voided check or bank letter
Ask for a voided check or a bank-issued document to confirm the routing and account numbers before submission.
- 3
Verify and enter into payroll
Double-check the routing number against the bank's published number, then enter the details into your payroll system.
- 4
Confirm with a test deposit
Most payroll providers run a small test deposit or pre-note before the first live payday — hold live pay until it clears.
Frequently asked questions
What should I collect to verify bank details?
Ask for a voided check or a signed letter from the bank confirming the account holder, routing number, and account number. A deposit slip is not reliable — the routing number printed on it is not always the correct ACH routing number.
How does split deposit work?
Employees can send pay to more than one account, either as a flat dollar amount to one account with the remainder to another, or as a percentage split across accounts. Always designate one account to receive the remainder to avoid an undeposited balance.
How long does it take for direct deposit to become active?
Most payroll providers run a pre-note or small test deposit before the first live payday, which typically takes one payroll cycle. Tell employees to expect a paper check or their previous deposit method for that first cycle.
How should this form be stored?
It contains sensitive banking information, so store it in a restricted-access payroll file rather than the general personnel file, and never collect or transmit account details over plain email.