Banking · free template

Direct Deposit Authorization Form

Payroll direct deposit setup with routing and account details, split-deposit logic and a voided cheque upload.

A ready-to-use banking & identity form for small teams who need a reliable intake process: 19 questions, 4 pages, 4 conditional rules.

Questions: 19
Pages: 4
Layouts: classic · card
Conditional rules: 4
Typical time: 4 min

Preview it in the gallery

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Live preview and test console

This is the real form. Answer it to test the 4 conditional rules — nothing is sent or stored.

Page 1 of 4 — Employee details

Every question on this page is currently visible.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Direct Deposit Authorization Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

Small teams who need a reliable intake process working in banking & identity.
Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
Anyone replacing chasing missing details over email with one structured record per enquiry.
Respondents are the people you send it to — the form asks them 19 questions across 4 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

10 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It accepts a document or photo upload as evidence.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
It captures a numeric value you can filter and sort on.
Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 4 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Direct Deposit Authorization Form lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Check the upload limits on the file question so respondents can attach what you actually need.
5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

Features advanced show logic: if “How should your pay be deposited?” is Split between two accounts, the form dynamically exposes “Second account details”. Otherwise that question never appears.
Features advanced show logic: if “How should your pay be deposited?” is Split between two accounts, the form dynamically exposes “How should the split be calculated?”. Otherwise that question never appears.
Features advanced show logic: if “How should the split be calculated?” is Fixed dollar amount to account 1, the form dynamically exposes “Dollar amount to account 1”. Otherwise that question never appears.
Features advanced show logic: if “How should the split be calculated?” is Percentage of each paycheck, the form dynamically exposes “Percentage to account 1”. Otherwise that question never appears.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Payroll direct deposit only works cleanly when the routing and account numbers are entered correctly the first time, since an error usually surfaces as a missed paycheck rather than an obvious form error. This form starts with the employee's identifying details, then asks whether the whole paycheck goes to one account or is split across more than one — a split answer opens a second account section along with a field for how the split should be calculated, either a fixed dollar amount to one account with the remainder to another, or a fixed percentage of each cheque. Each account section asks for the bank name, routing number, account number and account type, with a reminder to double-check the routing number against a cheque rather than a debit card. A voided cheque or bank letter upload gives payroll a second way to confirm the numbers before the first cheque is misrouted. The form closes with an authorization statement giving the employer permission to deposit pay into the account(s) listed and to reverse an erroneous deposit, plus a signature and date. Payroll should confirm the authorization wording matches the bank's and the company's own requirements before relying on this for live payroll changes.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Employee details

Employee full namerequired
Work email addressrequired
Employee ID
How should your pay be deposited?required

Page 2 — Primary account

Bank namerequired
Routing numberrequired
Account numberrequired
Account typerequired
Upload a voided cheque or bank confirmation letter

Page 3 — Second account (if splitting deposit)

Bank name (account 2)
Routing number (account 2)
Account number (account 2)
Account type (account 2)
How should the split be calculated?
Dollar amount to account 1
Percentage to account 1

Page 4 — Authorization

Agreementrequired
Employee signaturerequired
Date signedrequired

19 questions in total.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “How should your pay be deposited?”

Reveals questions
If “How should your pay be deposited?” is Split between two accounts, the form reveals “Second account details” and “How should the split be calculated?”.

Driven by “How should the split be calculated?”

Reveals questions
If “How should the split be calculated?” is Fixed dollar amount to account 1, the form reveals “Dollar amount to account 1”.
Reveals questions
If “How should the split be calculated?” is Percentage of each paycheck, the form reveals “Percentage to account 1”.

Set it up step by step

1
Ask for a voided cheque, not just typed numbers
The upload field catches transposed digits before the first payroll run is misrouted.
2
Confirm the routing number source
Add a note reminding employees that a debit card number is not the same as a routing number — a common source of rejected deposits.
3
Pick one split method and stick to it
Don't let payroll guess whether a split is a dollar amount or a percentage — the branch here forces the employee to say which.
4
Re-run this form for every bank change
Treat any account change as a brand-new authorization rather than an edit, so there's always a signed record for the account currently in use.

Mistakes to avoid

Accepting a debit card number in place of a routing number.
Allowing a split deposit without specifying whether it's a dollar amount or a percentage.
Not re-collecting a signed authorization when an employee changes banks.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

New Hire Onboarding Form
Employee Information Update Form
W-4 Withholding Form

What to do with the responses

Verify the routing number format, cross-check against the voided cheque upload, and load the account details into payroll ahead of the next pay cycle rather than mid-cycle.

Works in both layouts

Browse classic templates Browse card templates

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Privacy & compliance

This form collects identity or financial details. Enable encrypted answers on the sensitive fields, avoid emailing full values in notifications, and delete responses once the check is complete.

Frequently asked questions

What if an employee doesn't have a voided cheque?

A bank-issued letter or screenshot confirming the account and routing number is an acceptable substitute — the upload field's help text covers either.

Can pay be split across more than two accounts?

This template covers a two-way split, which covers most requests; duplicate the second-account section if your payroll provider supports more.

How do we handle an error after a deposit has already gone out?

The authorization statement covers your right to reverse an erroneous deposit, but confirm the exact process and timing with your bank and finance team.

Should we store account numbers in this form long-term?

Follow your organization's data-retention and security policy for financial data — many payroll teams export and clear sensitive fields once the details are loaded into the payroll system.

Is the Direct Deposit Authorization Form template free to use?

Yes. You can preview and test Direct Deposit Authorization Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Direct Deposit Authorization Form template ask for?

It asks 19 questions across 4 pages, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Direct Deposit Authorization Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this banking & identity form work?

4 conditional rules ship with the template: Features advanced show logic: if “How should your pay be deposited?” is Split between two accounts, the form dynamically exposes “Second account details”. Otherwise that question never appears. Features advanced show logic: if “How should your pay be deposited?” is Split between two accounts, the form dynamically exposes “How should the split be calculated?”. Otherwise that question never appears. Features advanced show logic: if “How should the split be calculated?” is Fixed dollar amount to account 1, the form dynamically exposes “Dollar amount to account 1”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Direct Deposit Authorization Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Direct Deposit Authorization Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the direct deposit authorization form.

Related categories

All Banking & Identity templates