To void a check for direct deposit, take a blank check from the account you want your paycheck sent to, write VOID in large capital letters across the front with dark ink, and give it to your employer without signing it. That’s the whole task. The voided check can’t be cashed, but your employer can still read the routing and account numbers printed along the bottom, which is all the payroll system needs.
Writing VOID on the Check
Use a blue or black pen. A pencil or light ink can be erased or altered, so stick with something permanent.
Write VOID in capital letters big enough to stretch across the pay-to line, the dollar amount box, and the signature line. The word should cover most of the check face so no one can fill in those fields later.
Two things not to do. Don’t sign the check. A signature can create confusion about whether the check is still valid, even with VOID written on it. And don’t write over the row of numbers printed along the bottom edge. That strip is called the MICR line, and it contains your routing number, account number, and check number.1eCFR. 12 CFR Part 229 – Availability of Funds and Collection of Checks (Regulation CC) If those numbers are unreadable, payroll will send the check back.
Once you’ve voided it, note “VOID” next to that check’s number in your register or wherever you track your account. Later on, you won’t have to wonder whether the check went missing.
The Numbers Your Employer Reads
Payroll only needs two pieces of information from your voided check, and both sit in the MICR line at the bottom.
The first nine digits on the bottom left are your bank’s routing number. Every financial institution in the country has one, assigned and maintained by the American Bankers Association.2American Bankers Association. ABA Routing Number The next set of digits is your personal account number; the length varies by bank. The final group matches the check number in the upper-right corner and doesn’t matter for direct deposit.
Together, the routing and account numbers tell payroll systems where to send your money through the Automated Clearing House (ACH) network.
What to Do If You Don’t Have Checks
Plenty of people no longer keep a checkbook, especially customers of online-only banks. Employers generally accept other proof of your account details.
- A pre-filled direct deposit form from your bank. Most major banks let you download one through online banking with your routing and account numbers already filled in. This is usually the fastest option.
- A bank verification letter. Ask your bank for a letter on official letterhead confirming your account and routing numbers. Online-only banks can email or mail one.
- Your employer’s own direct deposit authorization form. Many HR departments have a form where you just write in the routing number, account number, and account type. No check required.
One thing to skip: a pre-printed deposit slip. Some banks use a different routing number for internal deposit processing than the one printed on checks, and a slip can carry that internal number. Submitting it for direct deposit may route your paycheck to the wrong place or cause the setup to fail. If you’re not sure which routing number to use for electronic deposits, check your bank’s website or call and ask.
Keeping Your Banking Details Safe
A voided check carries enough information for someone to attempt fraud. Your routing number, account number, and often your name and address are all right there on the face. The Office of the Comptroller of the Currency has warned that stolen account numbers can be used to order checks, create counterfeits, or impersonate account holders with a bank.3Office of the Comptroller of the Currency. Check Fraud: A Guide to Avoiding Losses
A few habits reduce that risk. Only hand a voided check to a trusted recipient such as your HR department or your bank. Deliver it through a secure HR portal or in person rather than by unencrypted email. Shred any extra voided checks; a cross-cut shredder makes reconstruction much harder than a strip-cut model. And watch your account for unauthorized transactions in the weeks after you share the details.
When Your First Deposit Will Actually Arrive
Submitting the voided check doesn’t switch direct deposit on immediately. Most payroll departments run a verification step first.
Many send a prenote, a zero-dollar test transaction through the ACH network, to confirm your account details are valid. Under ACH rules, the employer can send the first real deposit as soon as the third banking day after the prenote settles, assuming the bank doesn’t flag an error. A banking day is any day that isn’t a Saturday, Sunday, or federal holiday. Prenotes are optional, though, so some employers skip them and deposit right away.
In practice, expect your first direct deposit within one to two pay cycles after you turn in your paperwork. Your employer or HR system should let you know when the account is verified and active. Until then, you may get a paper check or a pay card.