To access the Employee Direct Deposit Authorization form in QuickBooks, follow these steps:
Step 1: Log in to QuickBooks Online
Access your QuickBooks Online account using your administrator login credentials. Make sure you have an active QuickBooks Payroll subscription as the Employee Direct Deposit Authorization form is typically available for payroll users.
Step 2: Navigate to the Payroll Settings
From the main dashboard, click on the “Employees” tab located on the left side of the screen. Then, select “Payroll” and choose “Employees” to view the list of employees.
Step 3: Select an Employee
Choose the employee for whom you need the Employee Direct Deposit Authorization form. Click on the employee’s name from the list to access their profile.
Step 4: Access the Direct Deposit Setup
Within the employee’s profile, locate the section labeled “Direct Deposit.” Depending on your QuickBooks version, you may find a link or button that says “Edit” or “Pencil” icon next to the Direct Deposit section. Click on this link or icon to access the Direct Deposit setup.
Step 5: Generate the Employee Direct Deposit Authorization Form
Once you access the Direct Deposit setup, you should see an option to generate or download the Employee Direct Deposit Authorization form. Click on that option, and QuickBooks will generate a PDF file of the form.
Step 6: Review the Employee Direct Deposit Authorization Form
Open the generated PDF file of the Employee Direct Deposit Authorization form. Review the form to ensure it contains the necessary fields, such as the employee’s name, Social Security Number (SSN), bank account details, and authorization information. Verify that the form is complete and accurate.
Step 7: Print or Share the Employee Direct Deposit Authorization Form
After reviewing the Employee Direct Deposit Authorization form, you have several options to proceed:
- Print the form: If you prefer a physical copy, you can print the Employee Direct Deposit Authorization form directly from QuickBooks. Ensure that you use a high-quality printer and print enough copies for your records and the employee.
- Save as PDF: If you want to store the form digitally, save the PDF file to your computer or cloud storage. This allows you to access and share the form electronically whenever needed.
- Share the form electronically: If you prefer to share the form with the employee electronically, you can email it as an attachment or provide a secure link for them to download the form.
Step 8: Distribute the Employee Direct Deposit Authorization Form
Provide the Employee Direct Deposit Authorization form to the employee. Communicate the instructions for completing the form and provide any additional information they may need, such as submission deadlines or supporting documents.
Step 9: Collect and Process Completed Forms
Once the employee fills out and returns the completed Employee Direct Deposit Authorization form, collect the forms and process them accordingly. Ensure that the banking information provided on the forms is accurate and matches the employee’s requirements.
Step 10: Retain Records
Maintain a copy of the Employee Direct Deposit Authorization form for your records. It is important to keep a record of all authorization forms as proof of the employee’s consent to direct deposit payments.