Direct Deposit Authorization Form

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Updated Oct 23, 2024
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A direct deposit authorization form allows employees to authorize their employer to deposit payments directly into their bank account. The employer will continue to make deposits as specified until the authorization is revoked or updated. Fill out your direct deposit authorization form template on Lawrina and instantly download a ready-made PDF document.
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Direct Deposit Authorization Form

Direct deposit authorization form serves as a ray of straightforwardness and productivity in the complex sphere of payroll management. More than mere paperwork, these forms denote tools that conjure a swift, secure, and seamless payroll process, replacing traditional methods plagued with complications.

The direct deposit form permits a third party, typically an employer, to transmit paycheck funds directly into the employee's bank account. Usually, it requires an employee to provide a voided check, which allows the employer to verify the account's validity. 

Once completed correctly, printable direct deposit form enables employers to make direct deposits hassle-free, streamlining the payroll process. So, are you ready to tame the complexities of payroll management with this document?

When To Use a Direct Deposit Authorization Form

An employee direct deposit form streamlines your payroll process by allowing employees to consent to have their wages directly paid into their bank account. This electronic fund transfer replaces the traditional, time-consuming, and paper-based method of issuing checks.

Use a generic direct deposit form when an employee:

  1. If newly hired and choose direct deposit as their mode of payment,

  2. Wants to change the details of their bank account for direct deposit, or

  3. They decide to change their payment method to direct deposit from another mode.

Why Do You Need a Direct Deposit Authorization Form?

Organizations often look for ways to improve the efficiency and reliability of their payroll process. One such tool known to accomplish this is the direct deposit form template. Here are the top four reasons to consider using this method.

  • Simplicity: Direct deposit eliminates the need for paper checks, streamlining the payment process.
  • Efficiency: The funds can be accessed quicker through authorization for direct deposit, removing the delay typically associated with check deposits.
  • Security: Direct deposit minimizes the risk of lost or stolen checks, ensuring secure transactions.
  • Convenience: Employees can instantly access their earnings, and it's particularly useful for those who cannot easily access physical banks.

Incorporating a free direct deposit form into your payroll process can revolutionize the way your organization handles payments, benefiting both the business and its employees. 

How To Add an Employee To Payroll

Applying for an employer identification number (EIN)

Before initiating the payroll process, it's crucial for an employer to apply for an employer identification number (EIN). Often likened to a social security number for businesses, an EIN comprises nine digits and is inherently a business entity identification tool provided by the IRS. Apply either online on the IRS website or via mail using Form SS-4. Generally free to acquire, obtaining an EIN typically takes around 10-15 business days if applied through traditional mail

Gathering employee data and essential government forms

Start by collecting critical data from your employees, encompassing personal, banking, and government-mandated forms. The former facilitates paycheck deposits, whilst the latter allows for automatic deductions of federal, state, and local taxes from the gross pay.

Essential government-mandated forms include the Employment Eligibility (USCIS Form I-9) and Tax Withholding (IRS Form W-4). As an employer, it is incumbent upon you to keep these forms on record.

Distributing and collecting employer forms

Employers should provide employees with the following documents: 

  1. Employee Contract Agreement;

  2. Employee Handbook;

  3. Onboarding / New Employee Letter;

  4. Blank Direct Deposit Form. 

An employee completes the latter and returns it to the employer, enabling the addition of their data into the payroll system and facilitating the commencement of depositing their pay into their account.

Adding employee to payroll

When you bring a new employee into your payroll system, it becomes your responsibility to handle withholdings and deductions. You have the liberty to either manually carry out these deductions or opt for a payroll service that accomplishes this automatically.

To manually process payroll, you can rely on a free online calculator and refer to IRS Publication 15. Alternatively, payroll providers such as Gusto, OnPay, Xero, and ADP can make this task significantly easier by efficiently processing payroll and making payments to federal and state tax authorities.

Mandatory deductions include government deductions, such as federal income tax (FIT), social security and medicare (also known as FICA), state tax deductions, and any local income taxes. Other deductions comprise health insurance, retirement plans like 401(k), and possibly deductions for charitable donations.

Quarterly filing of IRS form 941

Lastly, IRS Form 941 must be filed quarterly, reporting the total number of employees, social security and medicare withholding amounts, sick or leave pay, insurance claims, and other relevant revenue details. Ensure you adhere to the specified filing periods to maintain accurate records and remain compliant with IRS guidelines.

Once you've accurately completed these steps, you've successfully added an employee to your business's payroll. Whether you decide to handle payroll yourself or enlist the help of a payroll service provider, prioritizing accuracy and compliance will make your management process run more smoothly, ultimately leading to a happier workforce.

How To Make a Direct Deposit Authorization Form

You can certainly avoid the trouble of building a direct deposit form for employees from scratch. Instead, for a smoother and more efficient process, consider using platforms like Lawrina.

This legal resource is designed to simplify your legal paperwork significantly. The direct deposit form PDF available on Lawrina is readily adaptable and typically requires the following information:

  • Employee information. Full name, employee ID, and address.
  • Bank information. Bank name, routing number, and account number.
  • Type of account. Specify whether the account is a checking or savings account in the direct deposit authorization form PDF format.
  • Amount and frequency of deposit. Specify whether the total paycheck or a specified amount will be deposited regularly.
  • Signature. For the transaction to be authorized, the direct deposit employer form must be signed and dated by the employee.

As a necessary safeguard, it's crucial to permit access only to those with proper authorization, as even small errors in banking details like routing or account numbers can trigger sizable issues. Direct deposit forms are your allies in streamlining the payroll process, combining efficiency and security. Grasping when and how to utilize these forms and accurately inputting employee information allows you to tread through the payroll process with unwavering confidence.