Solved

How do I get the direct deposit authorization form in QuickBooks Online Payroll?

Forum|Forum|4 years ago
August 1, 2021
3 replies
385 views

No text available

QuickBooks Online

Best answer by cody_a

In QuickBooks Online Payroll, the easiest way to set up direct deposit for a new employee is to invite them to enter their own banking info through QuickBooks Workforce — no paper form needed.

Option 1: Let employees enter their own banking info

Go to All apps, then Payroll, then Employees (Take me there).
Select Add an employee.
Add your employee’s name and email address. If you want them to enter their own personal, tax, and banking info, select Yes, allow employee to enter their tax and banking info in Workforce. QuickBooks will automatically email them an invite to QuickBooks Workforce. Your employee can enter their address, Social Security number, W-4, and banking info.
Select Add employee.
Select Start or Edit to any section to add the remaining employee info.
Note: If employee self-setup is on, you won’t be able to edit some fields in the Personal info, Tax withholding, or Payment method cards. If you do want to edit those tabs, from the Personal Info turn off Employee self-setup at any time.
When finished adding info to a tab, select Save.

Option 2: Collect a paper authorization form instead

If you'd rather use a paper form, QuickBooks has one built in — it's called the Employee Bank Verification form (not "direct deposit form," which trips a lot of people up).

Go to All Apps, then Payroll, then Payroll taxes.
Select Filings, then Employee Setup.
Next to Authorization for Direct Deposit, select Bank Verification.
Select View to open the PDF, then download and print it.

Once you get the form, have your employee fill out, sign, and date it. Just remember to attach a voided check (not a deposit slip). You’ll need to keep both for your records.

Once you have the bank info, add it to QuickBooks manually:

Go to All Apps, then Payroll, then Employees.
Select the employee's name.
In the Payment method section, select Start or Edit.
Choose Direct deposit from the dropdown.
Select a deposit method: one account, two accounts (split by dollar amount or percentage), or direct deposit with the balance as a check.
Enter the routing and account numbers from the voided check.
Select Save.

The employee's next paycheck will be sent by direct deposit.

For more details, check out these helpful resources:

Got questions or running into something different on your end? Reply below and we'll help you sort it out.

M

MadelynC

Moderator

Good day, @ayexpressllc14-g.

If you’re trying to access the direct deposit authorization form for your employees, just visit the Payroll tax section in QuickBooks Online (QBO). This way, your employees can start to fill out and sign.

Here’s how:

Go to Taxes and select Payroll Tax.
Choose Employee Setup.
Select Bank Verification, then View and Print.

Also, you can directly use this information to print an authorization form for direct deposit. Then refer to this guide to enter the employee's bank account information in QBO: Set up direct deposit for employees.

Once everything is set up, you can visit these resources to learn more on how to process payroll and to make sure your employees get paid on time when there’s a holiday:

If you mean something else or have other concerns about the direct deposit form, you can message me anytime. I'll be here. Always take care!

C

cbcavnar

It would be helpful if the DD form included the employee email address.

Since I manage payroll remotely for multiple companies, it is sometimes challenging to get email addresses for new employees.

R

RCV

QuickBooks Team

Providing the best experience with sending direct deposits is what we aim for, @cbcavnar.

I know how beneficial it is to your business to add an employee's email address to the direct deposit form. However, this option is unavailable in QuickBooks Online (QBO). With this said, I'd recommend sending this request straight to our product engineers through feedback. Sharing features and options that you would like implemented is how our engineers look for new product updates. Here's how:

Go to the Gear icon at the top.
Select Feedback.
Enter your comments or product suggestions.
Then select Next to submit feedback.

We can invite your employees to see their pay stubs and W-2s online. You can also invite your new employees to add some personal info for them to have access to their pay stubs and W-2s any time they need them. Each time you run payroll, they’ll get an email letting them know their pay stubs are available to view and print. They can also view and print their own W-2s at tax time. Here's how:

Go to Payroll, and select Employees.
Tap Invite to Workforce.
Check the boxes next to the names of the employees you want to invite and enter their email addresses.
When finished, select Send invitations.

To learn more about this one, check out this article: Invite employees to see pay stubs and W-2s online. Feel free to browse this link here if you need help with other tasks in running payroll. It'll route you to our general payroll topics with articles.

Drop a comment below if you have follow-up questions or concerns about processing payroll transactions. I'm more than happy to assist you. Take care and have a wonderful day ahead.

S

SLM77

Does QB Payroll have an option for new employees to authorize direct deposits through the self-boarding process when they enter their banking information, or is the employer still required to print the form and have the new employee complete and sign the paper document

Nicole_N

QuickBooks Team

Hey there @SLM77, thanks for joining the conversation.

Yes, QuickBooks Online (QBO) Payroll now gives you increased flexibility with employee self-onboarding by allowing you to enter some of their information, and then invite them to add the rest. You can still print a direct deposit authorization form if you want.

But if you want your employees to enter their own personal, tax, and banking info, make sure Employee self-setup is on. QuickBooks will automatically email them an invite to QuickBooks Workforce. I'll show you how.

In your left navigation bar, go to Payroll.
Access the Employees tab.
Click Add an employee
Enter their First name, Last name, and Email address.
Toggle on Employee self-setup.
Select Add employee.

To learn more about the process, check out this article: Add your new employee to QuickBooks Payroll.

The employee will receive an email inviting them to enter their Address, Social Security Number, W-4, and other information along with their banking details (for direct deposit) by setting up an Intuit/QuickBooks Workforce account. This also gives them the option to view their pay stubs and W-2s online in the future.

For your reference, you can read this article to see the list of payroll reports you can use to view data about your company and employees: Run payroll reports in QuickBooks Online Payroll.

If there's anything else you want to know or concerns you require assistance with, let me know in the comment below. I'll be around to lend some help. Take care and have a good one!

S

sazzafraz

this has changed in Quickbooks online, has it not? I am not finding the menu to which you refer.

cody_a

Answer

Community Manager