How to set up direct deposit for your employees

Key takeaways

• Processing checks is costly, time-consuming manual work prone to human error. Direct deposit is a more convenient, faster and safer option.
• Direct deposit transfers money electronically from your company’s payroll account into employees’ bank accounts.
• Setting up direct deposit can take time, but after the initial effort, it saves time and money.
• This process includes steps like choosing a bank or payroll provider, gathering employee information, setting up payroll software, running a test transaction and setting a regular payroll schedule.

Payroll processing can be complex and time-consuming, and errors can be costly. Setting up direct deposit for your employees is an easy way to improve the efficiency of this process, increase employee satisfaction and minimize administrative costs. With direct deposit, employees receive their paychecks directly in their bank accounts, saving time for you and your team.

This guide will walk you through how to set up direct deposit for your employees — from gathering essential information to implementing and maintaining a smooth, efficient direct deposit system.

Direct deposit: Understanding the basics

Direct deposit transfers funds directly from your company’s payroll account into employees’ bank accounts, eliminating paper checks and streamlining the payroll process.

This transfer happens via the Automated Clearing House (ACH) network, a regulated system for electronic money transfers between financial institutions. This network ensures secure transfers, preventing issues like lost or delayed paychecks while also protecting sensitive employee information.

Because of its convenience, speed and security, direct deposit has become the dominant way Americans get paid. According to the American Payroll Association, over 95 percent of workers receive their pay via direct deposit.

Pros and cons of direct deposit

Although direct deposit can bring significant benefits for employers and employees alike, it’s essential to weigh the pros and cons before implementing it in your business.

Pros

• Cost effective
• Reliable
• Fast
• Convenient
• Secure
• Flexible

Cons

• Initial setup costs
• Requires alignment with banking timelines

Pros

Cost-effectiveness

Issuing paper checks is a costly manual process. Each check requires administrative labor for approvals, signatures, printing, envelope stuffing and mailing.

A recent report finds that the median cost of issuing a paper check ranges from $2.01 to $4.00. In contrast, ACH payments typically cost a fraction of that price — around 40 cents.

Reliability

If payroll errors happen, reissuing checks only increases costs and inconveniences employees. Direct deposit minimizes the risk of human error, making payroll more reliable, cost-effective and efficient as payments are calculated and sent electronically.

Faster payroll processing

Processing checks and handling check runs is time-consuming. With direct deposit, you can automate much of the payroll work so employees can receive funds faster  — sometimes even early — which improves employee satisfaction.

Convenience for employees

Employees can enjoy the convenience of immediate deposits without the need to visit a bank branch.

Improved security

Because they are processed digitally, direct deposits are a more secure option that reduces the risk of fraud. In contrast, checks can be lost, stolen or damaged.

Flexible for money management and budgeting

Direct deposit systems often allow employees to split their paychecks into different accounts, such as checking and savings. This flexibility with multiple accounts helps them manage their finances more effectively.

Cons 

Initial setup and other costs

Depending on the payroll provider or bank, direct deposit can involve setup fees. Also, each transaction may require a fee for ACH processing, so it’s essential to assess these costs before making the decision.

Dependency on the banking system

Direct deposit relies on both the ACH network and employees’ banks. Any disruptions in these systems can delay payroll processing.

Employers also need to run payroll according to their calendar, which means small businesses must familiarize themselves with ACH timelines. Payments should be processed a few days before payday to ensure timely deposits.

Information needed for direct deposits

After you decide to implement direct deposit, you’ll need to collect relevant information from each employee to set it up. While each bank or payroll provider may have its own process, here’s what is generally required

• Bank account number and routing number: These numbers allow the ACH system to transfer funds to the correct accounts. Routing numbers are nine-digit numbers that identify the bank, while account numbers identify the individual account.
• Account type: Employees can usually specify whether the deposit should go to a checking or savings account. It’s often possible to distribute pay across multiple accounts, giving employees added flexibility.
• Authorization form: Employees must complete an authorization form to share their bank details and consent to direct deposits. This form is also essential for compliance, as it authorizes the company to send payments electronically.

The accuracy of this information is critical, so it’s a good idea to conduct a test deposit (or “prenote”) to verify the details before the first payroll run. This test deposit helps confirm that the funds reach the correct account, reducing the risk of errors that might cause payment delays.

Steps to set up direct deposit

Setting up direct deposit for your business involves a few important steps. Here’s a guide to help you make a seamless transition.

1. Select a bank or payroll provider 

If you’re processing payroll in house, contact your bank about direct deposit options and associated fees. Some banks charge small fees per transaction, while others might offer packages for small businesses.

For those outsourcing payroll processing, many full-service payroll providers include direct deposit along with added support for payroll, compliance and tax needs.

2. Collect employee information

Distribute a direct deposit authorization form to employees to collect their banking information and obtain permission for electronic payments. This form is available from your bank or payroll provider.

Ensure employees understand the information they need to provide and clarify any questions about the process. Collecting accurate data from the beginning helps avoid errors that could affect payroll accuracy and speed.

3. Ensure the information is secure

Businesses must ensure the confidentiality and integrity of employee payroll data to avoid legal and financial consequences. A data breach can lead to severe repercussions, including penalties under privacy laws. Businesses may also be held responsible for any financial losses employees experience due to a breach.

4. Input information into payroll software

Once you have employee information, input it into your payroll software if you’re handling payroll internally. If you have outsourced this function, share it with your payroll provider.

5. Conduct a test transaction

Many businesses opt to run a test transaction, called a prenote, to verify account details. This test sends a small amount — typically no more than a few cents — to verify that funds are sent to the correct account.

It’s an optional step but can help ensure accuracy before processing larger payroll amounts.

6. Schedule payroll and direct deposits

Set a regular payroll schedule and ensure your system is configured to deposit funds on payday or the day before. Typically, ACH transfers take one to two business days to process, so make sure to account for this timeframe when processing payroll to avoid delays.

7. Notify employees

Once direct deposit is set up, let your employees know when it will begin and provide guidance on how they can check their deposits. Many payroll providers offer employee portals where workers can view pay stubs and manage their deposit information.

The bottom line

Direct deposit is an efficient, secure payroll solution that offers benefits for businesses and employees. It reduces costs, minimizes payroll errors and provides employees a reliable, convenient way to access their wages.

Setting up direct deposit is straightforward: Choose a payroll provider, gather necessary employee information, conduct a test deposit and set a consistent payroll schedule.

While direct deposit has initial setup requirements, the long-term convenience and security usually make it well worth the effort.

Frequently asked questions

Are direct deposits secure?

Direct deposits are more secure than other options like checks, which can be lost, stolen or damaged. They are processed through the Automated Clearing House network, a highly regulated system for electronic money transfers between financial institutions.

How long does it take to set up direct deposit?

Setting up direct deposit can take a few days to several weeks, depending on your bank or payroll provider and whether you are conducting a test deposit. Be sure to discuss this with your bank or payroll provider so you can plan accordingly.

How can employees use multiple bank accounts with direct deposit?

It’s typically possible to distribute pay across several accounts. Employees can specify the amount or percentage allocated to each account, helping them manage their finances effectively.

What are the costs associated with setting up a direct deposit?

Costs vary depending on the payroll provider or bank. Some providers charge per transaction, while others may include direct deposit services within broader payroll packages. Review your provider’s pricing to understand any applicable fees before committing to the option best aligned with your budget and business needs.