Direct deposit authorization form
Collect bank details to set up payroll direct deposit.
A direct deposit authorization form collects the three numbers a Canadian employer needs to pay you by bank transfer: the 5-digit branch (transit) number, the 3-digit institution number and your account number. Employers often ask for a void cheque with it; this page explains what a void cheque is and what to do if you do not have cheques.
Opens a fillable version in your browser. Free, no account, nothing uploaded.
Fields in this form
- Employee name
- Employee ID
- Bank name
- Account holder name
- Transit / routing number
- Account number
- Account type (chequing/savings)
- I authorize direct deposit
- Signature
- Date
About the direct deposit authorization
A direct deposit form authorizes an employer to pay wages straight into an employee bank account. It records the account details and the employee approval.
This fillable version lets an employee complete it on screen and return a clean PDF, instead of writing account numbers by hand.
When you need it
- Onboarding a new employee for payroll.
- An employee changes banks and needs to update details.
- Setting up recurring payments to a contractor.
Where it stands legally
In Canada, direct deposit runs through Payments Canada's automated system, and every deposit is addressed with a branch number (5 digits), an institution number (3 digits) and an account number. The Government of Canada's own enrolment instructions describe those digits in that order along the bottom of a cheque, and accept either a void cheque or the numbers written on the form.
A void cheque is a blank cheque from your account with VOID written across it. It proves the account details because the numbers are printed by the bank. It cannot be cashed. If you have no cheques, most banks let you download a direct deposit form or void cheque image from online banking, and the Government of Canada says your financial institution can provide the account information if you cannot get a void cheque.
Employment standards law in each province sets how and when wages must be paid; direct deposit is allowed with the employee's authorization, which is what this form records. In the United States most states allow employers to require direct deposit only under conditions, and this same form (with a 9-digit routing number instead of the transit and institution numbers) records the employee's consent.
Bank account details are personal information. The employer must protect them, use them only for payroll, and destroy them when they are no longer needed.
General information, not legal advice. Rules differ by province, state and city, and they change. Confirm the current rule where the document will be used.
What each field means and how to fill it
| Field | What it means | How to fill it |
|---|---|---|
| Employee name | The person being paid. | As it appears on the bank account. A mismatch can bounce the deposit. |
| Employee ID or department | How payroll files it. | Optional; use what your employer asked for. |
| Bank name | The financial institution. | Full name of the bank or credit union. |
| Institution number | 3-digit code for the bank. | Third group of digits on a cheque. Also shown in online banking under account details. |
| Transit (branch) number | 5-digit code for the branch. | Second group of digits on a cheque. In the US, use the 9-digit routing number in this field instead. |
| Account number | Your specific account. | The last group of digits on a cheque; length varies by bank. Do not include the cheque number. |
| Account type | Chequing or savings. | Tick one. Payroll usually goes to chequing. |
| Authorization and signature | Your consent to be paid this way. | Sign and date. Attach a void cheque or a bank-issued direct deposit form if asked. |
How to fill this out
- 1Open your online banking or take a cheque from your chequebook and find the three numbers: branch (5 digits), institution (3 digits) and account.
- 2Enter your name exactly as on the account, the bank name, and the three numbers in the right fields.
- 3Tick the account type, sign and date the authorization.
- 4Download the PDF. If your employer wants a void cheque, write VOID across a blank cheque or download the void cheque image from your bank.
- 5Send the form only through your employer's secure HR channel, never in an open group chat.
Common mistakes to avoid
- Swapping the transit and institution numbers. Transit is 5 digits, institution is 3.
- Including the cheque number as part of the account number.
- Using a deposit slip instead of a cheque; the numbers can be printed differently.
- Sending the form and a photo of a void cheque by unsecured email or text.
- Forgetting to update the form when you change banks, so pay goes to a closed account.
- Signing a blank cheque without writing VOID on it.
What makes it hold up, and when you need a lawyer
Usually fine with this template
- New hires setting up payroll with a Canadian or US employer.
- Contractors who invoice and want to be paid by bank transfer.
- Changing the account your pay goes to.
Use the official form or get advice
- Government benefit or tax refund deposits, which use the government's own enrolment forms (CRA and Receiver General in Canada; each agency in the US).
- Splitting pay between accounts, which some payroll systems handle and some do not; ask HR.
- Any employer that will not accept a bank-issued form in place of a void cheque; your bank can usually print a letter confirming the details.
Worked example (illustrative)
Made-up names and figures to show what a completed direct deposit authorization looks like. Not a real transaction.
| Direct deposit authorization, illustrative | |
|---|---|
| Employee name | Aisha Khan |
| Bank | Example Credit Union |
| Institution number | 829 |
| Transit (branch) number | 12345 |
| Account number | 1234567 |
| Account type | Chequing |
| Attachment | Void cheque image downloaded from online banking |
The numbers shown are placeholders in the right format, not real account details.
Related official forms, tools and guides
- How to write a void cheque: what to write, and what to do with no chequebook
- Direct deposit authorization form guide
- TD1 personal tax credits return: the other form new hires complete in Canada
- Form W-4 (US): US payroll withholding form
- Job application form
- Timesheet template
Frequently asked questions
What is a void cheque?
A blank cheque from your account with VOID written across it in large letters. It gives the employer your branch, institution and account numbers as printed by the bank, and it cannot be cashed.
How do I get a void cheque if I do not have cheques?
Most banks let you download a void cheque image or a pre-filled direct deposit form from online banking. If not, your branch can give you the account details on a bank-stamped form.
Where are the transit and institution numbers on a cheque?
Reading left to right along the bottom: the cheque number (not needed), then the 5-digit branch or transit number, then the 3-digit institution number, then your account number.
Is it safe to fill this online here?
The form is prepared in your browser and nothing is uploaded. Still, only send a completed banking form through a secure channel your employer provides.
Can I attach a void cheque?
Yes. Many employers ask for one alongside the form. Send it separately through the same secure channel.
Does this work for US payroll?
Yes. Enter the 9-digit routing number in the transit field and your account number, and leave the institution field blank.
Sources checked
- Government of Canada, direct deposit enrolment form instructions (branch number 5 digits, institution number 3 digits, account number; void cheque or form)
Checked 2026-09-19. This page is general information and not legal, tax or financial advice.