How to Fax Direct Deposit Forms — Secure Financial Document Transmission
A direct deposit authorization tells an employer, pension administrator, or benefits agency to route recurring ACH payments to a specific account, so the form carries a routing number and account number that decide exactly where money lands. Remote employees, retirees, and benefit recipients who can't drop the form off in person often fax it to HR or the paying agency instead. Because a wrong digit can send a paycheck to a stranger's account, the routing number must be exactly nine digits and the MICR line on any voided check has to be legible. Send FAX Mail carries the signed form and voided check together and confirms when the HR department or agency received it.
How to Fax a Direct Deposit Forms
- 1Obtain the direct deposit authorization form from your employer's HR department, the benefit-paying agency, or download the organization's official form — some organizations require their proprietary form rather than a voided check
- 2Write the bank routing number (9-digit ABA routing number) and account number exactly as they appear on your checks or bank statement — confirm with your bank if you are uncertain
- 3Specify the account type (checking or savings) explicitly — routing numbers are the same for both at most banks but the account type determines where the ACH credit is posted
- 4Sign and date the authorization section authorizing the payment source to initiate ACH credit entries to your account
- 5Attach a voided check if required by the organization — write 'VOID' clearly across the entire face of the check in large letters before scanning
- 6Log in to Send FAX Mail, upload the completed form with voided check, and fax to the HR department's or agency's official direct deposit processing fax number
Document Format
Routing numbers must be exactly 9 digits — add leading zeros if your bank's routing number appears shorter on some documents. Account numbers vary in length by institution; write every digit. If submitting a voided check image, ensure the MICR line at the bottom of the check (the printed numbers) is clearly legible — this line contains the routing and account numbers and must be readable for verification. Never use a deposit slip instead of a voided check — deposit slips use a different routing number than personal checks at some banks.
Legal Considerations
Direct deposit authorization forms initiate ACH transactions governed by NACHA Operating Rules. The account holder's signature authorizes the payment source to initiate ACH credit entries — this authorization can typically be revoked by notifying both the payment source and the receiving bank. Providing incorrect routing or account numbers on a direct deposit form may result in payments being deposited into another person's account; recovering misdirected ACH credits can be difficult and time-consuming. Bank account information on direct deposit forms is protected under GLBA.
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