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Intuit

Set up direct deposit for employees

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

 

With payroll, you can pay your employees with direct deposit. Here's how to set up and add employees to direct deposit.

Step 1: Get the paperwork together

You can set up direct deposits for checking, savings, pay card, or money market accounts.

First, you need to have your employees fill out, sign, and date a direct deposit authorization form. Select the section below for your version of payroll to get the form.

Be sure to also get their account and routing number. They can attach a voided check to provide the necessary bank account info (but not a deposit slip).

Notes:

  • Accounts must be United States accounts that accept ACH transactions. See the FAQ section at the end of this article for more info on foreign accounts.
  • For money market accounts, employees will need to verify with their bank if it should be set up as savings or checking.

 

Desktop employees who want direct deposit must fill out a Direct Deposit Authorization form and provide you with a voided check from their bank account (not a deposit slip). The authorization form and voided check are for your records only; you do not need to submit them to QuickBooks Desktop.

  1. Go to Taxes and select Payroll Tax.
  2. Select Employee Setup.
  3. When you reach Authorization for Direct Deposit, select Bank Verification.
  4. Select View and print.

 

 

  1. Select Taxes & Forms and select Employee & Contractor Setup.
  2. Select Bank Verification, then View and print.

Step 2: Add your employee to direct deposit

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

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.

  1. Go to Workers or Payroll menu and select Employees.
  2. Select the employee's name, and then select the edit (pencil) icon beside Pay.
  3. Under How do you want to pay this employee? select the way the employee wants to receive their pay:
    • Direct deposit
    • Direct deposit to two accounts
    • Direct deposit with balance as a check
  4. Enter the routing and account numbers from the employee's voided check and select Done.

Note: If you set up accounts to split money between, you need to set a dollar amount (not a percentage).

  1. Go to Employees.
  2. Select the employee's name, and then select the Edit beside Pay.
  3. Select OK.
  4. Select one of the choices:
    • Direct deposit
    • Direct deposit to 2 accounts
    • Direct deposit with balance as a check
  5. Enter the routing and bank account number from the employee's voided check.
  6. Select Ok

Note: If you set up accounts to split money between, you need to set a dollar amount (not a percentage).

Change payroll info

Now that you're all set up, here are some helpful links on how to change the info you've put in if you ever need to.

Change an employee's direct deposit info

You can update the employee bank account see Change an employee's direct deposit information to learn how.

Delete direct deposit permanently from an employee's profile

You can permanently delete bank info from an employee’s profile when you 

Disable direct deposit temporarily on a paycheck

You can temporarily turn off direct deposit on a payroll check.

 

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