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Set up direct deposit for employees

by Intuit•102• Updated 1 month ago

Learn how to set up and manage your employees' direct deposit in payroll.

With payroll, you can pay your employees with direct deposit into their checking, savings, or money market accounts. Here's how to set up and add employees to direct deposit. Accounts must be United States accounts and accept ACH transactions.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

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Step 1: Set up your company payroll for direct deposit

See Set up your company payroll for direct deposit for detailed steps.

Step 2: Get a direct deposit authorization form

Have your employees fill out, sign, and date a direct deposit authorization form and attach a voided check from the employee’s bank account (not a deposit slip). Select your payroll for next steps.

If you use QuickBooks Online Payroll, your employees may be able to add their banking info themselves ‌if they have access to the QuickBooks Workforce web portal. To learn more, see Understand employee direct deposit changes through QuickBooks Workforce.

To get the direct deposit info by paper:

  1. Go to Taxes and select Payroll tax (Take me there).
  2. Select Filings then select Employee Setup.
  3. Next to Authorization for Direct Deposit, select Bank Verification.
  4. Select View.

Obtain a voided check or specific info such as bank account and routing number directly from your employee. The voided check is for your records only; you don't need to submit it to QuickBooks Desktop.

Step 3: Add direct deposit to your employees

After you complete this setup, the next paycheck you create for the employee will be direct deposit. Select your payroll for steps.

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Payment method, select Start or Edit.
  4. From the Payment method ▼ dropdown, select Direct deposit. You can also access the direct deposit authorization form here if your employee hasn't signed one.
  5. Choose a Direct deposit method (Splits can be done as a dollar amount or as a percentage.):
    • Direct deposit to one account
    • Direct deposit to two accounts
    • Direct deposit with balance as a check
  6. Enter the routing and account numbers from the employee's direct deposit voided check or and select Save.

Need to pay contractors? Set up and manage direct deposit for your contractors.

If the employee's bank says that the account should be tagged as money market, inform the employee that QuickBooks Desktop only accepts checking or savings accounts, so you should select checking.

  1. Select Employees and choose Employee Center to open your employee list.
  2. Select the employee's name.
  3. Select Payroll Info tab.
  4. Select Direct Deposit button.
  5. In the Direct Deposit window, select Use Direct Deposit for [employee's name].
  6. Select whether to deposit the paycheck into one or two accounts.
  7. Enter the employee's financial institution information (Bank Name, Routing No., Account No., and Account Type).
  8. If you choose to deposit to two accounts, enter the amount or percentage that the employee wants to deposit to the first account in the Amount to Deposit field. The remainder goes to the second account.
  9. Select OK to save the information.
  10. Enter your direct deposit PIN when prompted.

Need to pay contractors? Set up and manage direct deposit for your contractors.

QuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll EnhancedQuickBooks Desktop Payroll StandardQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll Premium

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